Region 1 Standard Operating Guidelines (SOG)

Food and Water Safety and Security

OBJECTIVE:To Ensure Safe Drinking Water and Food Supplies.

Drinking water and food safety may be a public health issue when there is: a loss of power for more than two hours; a loss of potable water; a threat of chemical or biological contamination during a flood, fire, or other natural or man-made disaster.

SPECIAL CONSIDERATIONS:

  • Water emergencies involving community water departments require close cooperation between the Water Department, the Department of Environmental Protection (DEP), the Department of Public Health (DPH)) and the Board of Health (BOH).
  • Even one confirmed foodborne illness must be reported as soon as possible to DPH.
  • Depending on the nature of the food/water emergency, there may be a need to dispense medication at an Emergency Dispensing Site (EDS SOG) and Public Information is the BOH’s most important tool (PIOSOG

CONCEPT OF OPERATIONS:This guide assumes continuous pre-event planning and is NOTa substitute for any Plan, Laws, Regulations or Official Forms. It:

  • Assumes that Local Public Health (LPH) officials follow the National Incident Management System (NIMS) and Incident Command System (ICS).
  • References emergency response plans such as the Comprehensive Emergency Management Plans (CEMP); Public Health All-Hazards plans Continuity of Operations Plans (COOP), and other SOGs.
  • Expects that Public Health will play either a lead or supporting role, depending on the scope of the event. LPH may be the Incident Commander (IC) or be asked by the IC or his designee to:
  • Assess the Public Health situation
  • Contact public and private partners who work with LPH
  • Provide information and Risk Communications (Public Information) to the public and responders
  • Inspect facilities to ensure compliance with minimum environmental and health safety standards.
  • Provide sampling, testing and interpretation
  • Investigate diseases
  • Recommend rationing standards
  • Assist with volunteer management
  • Advise on Individuals Requiring Additional Assistance and those with Access and Functional Needs

Instructions: Page one is a table of contents (TOC). Each item in the TOC points to a section with a checklist of Food and Water considerations, including.

Initial Response Actions: procedures common to all incidents and addresses incident response procedures such as assessing the situation, establishing command and control and connecting with response partners.

Operations: Many public health emergencies include multiple issues such as safe food, water, air, housing, disease prevention, public information, etc. Consider consulting multiple SOGs.

Recovery: may be the longest phase of the Incident, requiring the most LPH resources. Community partner organizations are essential to ensure recovery and return to normal.

☒ Check Boxes: Use the check boxes to track action items considered or acted upon. In the Resource/Assigned Column find and add resources: items, plans, people.

Starred Items are critical tasks that should always be considered in any large scale Emergency/Incident

Grey shaded areas indicate/suggest risk communication activities

Region 1 Public Health Emergency SOG: Food and Water 3/27/13

Page 1

Region 1 Standard Operating Guidelines (SOG)

Food and Water Safety and Security

TABLE of CONTENTS

1.Initial Response Actions /

Begin Within

1.1 Initial Assessmentof the Event /

0 – 3 hours

1.2 Contact Response Partners and Maintain Communications / .25 – 3 hours
1.3Establish Command and Control / .50 – 2 hours
1.4Implement Risk Communications / 1 – 3 hours
1.5Review Emergency Plans / 2 – 8 hours
1.6Assess Logistical Needs/Resources / 2 – 8 hours
1.7Document All Expenditures and Response Actions / 2 - ongoing
2.Operations: Food and Water Emergency Response / Begin Within
2.1 Provide advice to Incident Commander and First Responders / 1hr - ongoing
2.2 Contact Public Water Supplies, Food Establishments, Institutions, Homes / 1hr – 2 hours
2.3 Monitor and Ensure Safe Food/Water / 2hr - ongoing
2.4Provide Risk Communications / 2hr - ongoing
2.5 Conduct disease surveillance/investigations / 3hr - ongoing
2.6 Use Local Board of Health authority to issue orders and obtain information / 3hr - ongoing
3.Recovery / Complete Within
3.1 Lift Board of Health Orders / As appropriate
3.2 Support Recovery; work with VOAD(Voluntary Organizations Active in Disasters) / Ongoing
3.3 Support debris management operations; return to new normal / Ongoing
3.4 Submit forms and documents for expenditures and other data / 30 days
3.5 Complete After Action Report and Improvement Plan / 30 days
Operations Quick Overview: Food and Water safety is a primary responsibility of the BOH. Information and education are the primary tools for ensuring food and water safety. After assessing the situation:
BeginRisk Communications immediately; coordinate with the Joint Information System (JIS)
Document and log all actions, resources and expenses
Maintain communications with the Incident Commander; Emergency Operation Centerresponse partners
Consider a Public Health Emergency Response Team (ERT) to plan for multiple operational periods (COOP)
Monitor and ensure safe Food and Water
Monitor donated food and public/spontaneous Volunteer Feeding Operations and Points of Distribution (POD)
Maintain disease surveillance system in cooperation with the hospitals, health care providers and DPH

Region 1 Public Health Emergency SOG: Food and Water 3/27/13

Page 1

  1. Initial Response Actions

1.1 Initial Assessment of the Event /

Resources/Notes

Assess the scope of the public health threat: verify that it is an emergency (or potential emergency) requiring immediate response / ICS Form 201 Incident Briefing Form
Contact Immediate Response Partners:
  • Emergency Management Director
  • Chief Elected Officials (CEO)
  • Public Health Nurse
  • Others as appropriate

Determine who is able to respond, when, confirm contact info. / BOH Call Down List; BOH COOP
Call the state epidemiologist: 617-983-6800, if DPH aid needed / 24/7 call line to DPHEpi on duty
Summarize the event:
  • Disease agent or risk factors: symptoms, incubation, transmission, treatment
  • Where/when exposure occurred or is likely to occur:
  • Source of exposure: natural, accidental, terrorist
  • Who is at risk
  • Scope: How many individuals/communities/areas are involved
  • Protective Actions: What can people do to protect themselves?
  • More Information: agent, exposure pathways and treatment
  • Key Issues: Loss of Power/Water, Food/Water Contamination,
/ Disease fact sheets
DPH surveillance manual
Drug Fact Sheets – on line
Gather Statistics
  • Number exposed
  • Number likely to be exposed
  • Number hospitalized – connect with hospital infection control/ER
  • Number treated / given prophylaxis (preventative treatment)

Assess/Monitor impacted population; population health needs
  • Food Establishments and their Emergency Plans
  • Public Water Supplies (PWS) and their Emergency Plans
  • Private Water Supplies/Wells
  • All Public Feeding/Distribution Centers
  • Disease Surveillance System (MAVEN)
  • Housing Health and Safety and Indoor Air Quality
  • Public Building Health and Safety and Indoor Air Quality
  • Outdoor Air Quality

Assess language needs; Interpreter resources; functional needs / IRAASOG/CEMP Annex
Estimate how long the situation will last: days, weeks, unknown / Check COOP plans
Begin Risk Communication Activities / Media Resources
Begin Risk Communications immediately; coordinate with the Joint Information System (JIS) for the emergency / This establishes the BOH as a source of credible information
Develop and Send Initial Public Messages (holding messages) / Use outgoing 911, media, 211, web,
  • This is an evolving emergency…
/ ICS Media Call Intake Form –PIOSOG
  • We have activated our emergency plan…
/ Templates, prewritten message and
press release forms found in:
Emergency Plans
PIO Toolkit, PIOSOG
  • Local officials are investigating the situation

  • This is what we know right now.

  • Stay informed and follow official instructions

  • We will get back to you in 2 hours

Activate the BOH emergency public information system / REPC Regional Plans
Establish situational awareness with neighboring jurisdictions
Consider using Social Media to maintain contact with the Public

1.2 Contact Response Partners; Maintain Communications

/

Resources/Notes

Inform the Emergency Management Director(EMD); Chief Elected Official(CEO), BOH, PIO, EOC and other early notification officials / May also contact DPW, Water/Sewer Suppliers, Food Establishments
Notification: Contact other relevant response partners: maintain communications; Situational Awareness; understand the emergency. / GETS (Government Emergency Telecommunications Services) cards (must pre-enroll) – grabs free lines
Call Internal Contacts: Assemble the Emergency Response Team / Use HAMs, phones, radios, etc.
Board of Health staff and members / Internal Emergency Contact Lists
Public Health Nurse (may be a Visiting Nurse Association – VNA)
Emergency Management Director (EMD) / Public Health Pocket Cards
Mayor/Selectboard/Town Manager
Public Information Officer / HHAN, email, out-going 911
Water Department; police and others as needed
Call External Contacts as appropriate / Phone, satellite phones, email, HAMs
Mutual Aid Partners such as neighboring BOH / Radio, HAM radios
Neighboring jurisdictions
Hospital(s) (capacity, situational awareness, communications)
Department of Public Health (DPH) / (617) 983-6800 EPI on call
Department of Environmental Protection (DEP) / (888) 304-1133 Spill HotLine
District Health Officer / (617) 839-3237 Charlie Kaniecki
DPH Emergency Preparedness Bureau / (617) 647-0343 (pager)
DPH Regional Hospital Coordinator / (617)438-1466
Interpreter Strike Team Leader / MARegistry of Interpreters for Deaf
MEMA (Western Region) / (413) 821-1500
USDA / (800) 535-4555
Mass Dept of Agricultural Resources (MDAR) / 413-548-1900;
Public Health Emergency Preparedness Coalition
Regional (Local) Emergency Planning Committee (REPC/LEPC)
Medical Reserve Corps (MRC) /
Community Emergency Response Team (CERT)
American Red Cross (ARC)Worcester, MA 01606
978-537-3339 / Pioneer Valley: 413-737-4306
Greater Westfield: 413-562-9684
Berkshire County: 413-442-1506
Salvation Army (Voluntary Organization Active in Disaster-VOAD) / (617) 542-5420

Schools
Elder Services
Community Based Organization (CBO) partners, including Faith based
Sheriff’s Department / Berkshire 413-445-4559
Franklin 413-774-4014
Hampden 413-858-0132
Hampshire 413-584-5911

1.3 Establish Command and Control

/

Resources/Notes

Clarify Incident Command Structure and Chain of Command

/ BOH maybe the lead; provide support
Incident Commander (IC) identified and communications established / CEMP
Consider Unified Command (UC) for a food and water emergency / BOH Emergency Plans
Incident Command Post (ICP) set up
Emergency Operations Center (EOC) activated if needed / EDS plan
Assess need for Joint Information System (JIS) or Center (JIC)
Consider the need for an Area Command for regional emergencies
Clarify Incident Command Roles / ICS 203: Organization Assignments
PIOs (Incident PIO; Agency/Dept.PIO, Other Jurisdiction PIO) / PIO Job Action Sheet/Check List
Safety Officer (Maybe combined with Security) / ICS 206: Responder Medical Plan
Security Section Chief/Security Branch Director(Law Enforcement)
Liaison Officer (Connects with other agencies/organizations)
Functional Needs Officer (to coordinate IRAA Functional Needs) / Individuals Requiring Additional Assistance
Operations Section Chief – depends on the type of emergency
Planning Section Chief (situational awareness; next operational period
Finance and Administration Section Chief (Expenses;procurement) / Contact Chief Financial Officer (CFO)
Logistics Section Chief (Deals with resources)

Respond to designated command location: Emergency Operation Center (EOC) or Incident Command Post (ICP)

/ EOC Location and Phone

Receive situation awareness report from the emergency Management Director (EMD) or Incident Commander (IC)

/ ICS 201: Incident Briefing Report
ICS 202 Incident Objectives

Ongoing Activitiesthroughout the Incident

Continue notification attempts until successful.
Follow up onall actions taken to ensure their completion
Receive situation awareness report from the Emergency Management Director (EMD) or (IC)
Help the EMD/IC develop the Incident Action Plan (IAP)
Document/log all response activities and financial expenditures

1.4 Implement Risk Communications /Public Information Plan

/

Resources/Notes

Risk Communication Roles, Positions, Locations

/ Hampshire PIO Tool Kit – on line
Designate aPublic Health Incident Public Information Officer (PIO) / CEMP and Risk Communication Plans
Public Health PIO should be in constant contact with other PIOs
Incident Commander approves all communications/messages
Joint information Center orSystem (JIC/JIS) (virtual or physical) established as needed for a regional or multi-agency event / PIO Job Action Sheet
Spokesperson(s) chosen (not usually the PIO) / Trusted Source; PIO Check list
Subject matter experts (SME) identified / Media Intake Form – PIOSOG
Location for press briefing established / EDS communication plans
Public Information Officer Job Action Sheets (JAS) / PIO Job Action Sheets (JAS)
Public Information Officer Checklists / Region 1 PIOSOG
Media Contact Lists, Including Functional/Access Needs Media / Media Contact Lists; Mass211
Review/Revise the Risk Communication Plan/Media Policies with the EMD, PIO, CEO, JIS/JIC, based on the Incident Action Plan /
  • Risk Communication Plan
  • Communications Plan (ICS 205)

Determine the essential messages/ public information
Situational Awareness
Flood Water risks: flooded wells/septic; roads; food contamination
Power Outage risks: set frig/freezer colder; pack with ice
Loss of drinking water: store water in clean containers
Cook and cool food in advance
Disease/injury prevention
When/where to seek medical advice/ treatment
Universal accommodations for access/ functional needs
Sources of safe food and water
Agricultural Advisories /
  • Disease and injury fact sheets
  • Functional and Access Needs communication plan.
  • Interpreter Strike Team

Determine how you will notify the public
Slower Methods:
Newspapers
Printed handouts
Websites
TV; descriptive TV
Simultaneous interpretation (live & internet/video relay) / Faster Methods:
Outgoing 911
Social Media
Radio
Hotlines
Mass 211
Sources of more information
Websites
Hotlines
Mass 211 / Local media
Twitter
Facebook
Draft messages appropriate to media used and public reached
  • Multiple languages and formats
  • Press/media releases
  • Updated frequently
  • Volunteer/donation opportunities

Brief Incident Spokesperson(s)
  • 3 key messages
/ Message Map Worksheet –PIOSOG
Monitor public reaction and establish methods for public interaction/information exchange / Media Contacts: General and Functional and Access Needs
Hotlines
Mass 211 / Email
Social Media / Issuing messages on Social Media facilitates monitory of Social Media
Issue Public Information, Warnings, Notifications
Coordinate messages with
Other jurisdictions
DPH/MEMA/DEP/DMH
ARC / Interpreter Strike Team
Functional and Access Needs Agencies /
  • ICS 223: Health and Safety Message
  • C-MIST strategies and plans

Respond to media enquiries / ICS Media Enquiry Form
Hold press alerts and conferences as needed / ICS 306: Press Release
Brief spokespersons on key messages (Not usually the PIOs) / ICS 223 – Health & Safety Message
Ensure Incident Commander approval of all information releases

1.5 Review Emergency Plans, Policies and Procedures

/

Resources/Notes

Review Public Health Legal Authority and Plans / Review Continuity of Operation (COOP)
Boil and do not use orders / Standing orders (local and/or State)
Authority to close buildings/businesses/schools
Liability issues / Legal Council should be consulted
Review Public Water Supplies Emergency Plans
Review Food Establishment Emergency Plans / Food Establishment EmergencyPlans
Review Emergency Dispensing Site Plans if appropriate / EDS Plans and EDS SOG
Review IT/Data Management Systems and Protocols
Assist IC with development of the Incident Action Plan (IAP) / Incident Action Plan
Use ICS EDS forms /
  • Incident Objectives (ICS 202)
  • Division/Group Assignments (ICS 204
  • Organizational Assignment (ICS 203)
  • Incident Map (ICS 225)
  • Communications Plan (ICS 205),
  • Medical Plan (ICS 206)

1.6 Assess Logistical Needs/Resources (What is needed?)

/

Resources/Notes

Begin tracking expenses and staff/volunteer time / Check with Finance for forms
Medical Supplies; Personal Protective Equipment for Responders
Other Supplies
Forms and information sheets / PH Inventory List
Markers and Sign Boards / EDS supplies
Computers, printers
Crowd control devices / EDS supplies
Functional and Access Needs
Translators
Behavior Health Staff / MRC/DMH
Signs/forms in multiple languages / EDS supplies
Staffing Needs / Organizational Assignment List (ICS 203)
Number of staff/volunteers needed / Division/Group Assignment List (ICS 204)
Number of shifts
Credentialing requirements, especially for unaffiliated volunteers
Break area and food / water
Communication Resource Needs
Risk Communication (See Risk Communication Logistics Below)
Tactical Communications: Radios, Phones, Internet, HAM
Type and content of needed educational materials/methods
Set-up a Medical Material Tracking and Reporting System if needed
Required forms, documentation, paperwork

Risk Communication Logistical (people/supplies) Needs

/

Resources/Notes

Computer; Power and Extension Cords
Wireless Router
Multiple phone lines
Fax, printer, scanner
Paper, pens, clipboards
Microphone, Camera
TV and Radio access / Consider using HAM radios
Tables and chairs
Internet: Website, Email, Social Media
Message Maps
Pre-written messages

1.7 Document All Expenditures and Response Actions

/

Resources/Notes

Track/document all expenses and staff/volunteer time / Responsible Parties may be liable for all documented expenditures
Establish contact with Finance/Administration Section Chief and obtain reporting forms / This is likely to be a Municipal Procurement/Finance Official
Establish contact with Logistics/Planning Section Chiefs
Review MOUs and MAA
Assign a person to be responsible for data collection
Track all Equipment/Resource Requests/Allocations / Work with Logistics
Name of Equipment/Resource Requested
Hourly Rate Established
Person Requesting
Role of person requesting
Tasks needed for
Where needed
Date/time needed
Follow up
Track all Staff/Volunteer Time and Overtime
Name
Time In
Time Out
Tasks/Assignments
Track all Illness or Injuries related to the Response