HomeMy Public PortalAboutLTC 123-2015 - Critical Incident Operations - Hurricane Preparation, Response and Mitigation!AL H OUR
F L O R I D A' S P A R A D I S E
OFFICE OF THE VILLAGE MANAGER
NO. 123-2015 LETTER TO COUNCIL
TO: Mayor Martin Packer and Members of the Village Council
FROM: Jorge M. Gonzalez, Village Manager
DATE: July 17, 2015
SUBJECT: Critical Incident Operations / Hurricane Preparation, Response and
Mitigation
The purpose of this Letter to Council (LTC) is to inform you of the Bal Harbour Village
Administration's updated critical incident management and hurricane landfall weather
mitigation efforts. Integral to my responsibilities as Village Manager is the direction of
emergency management functions for the Village. As a result, I worked closely with Chief of
Police Mark Overton and other members of my Administration in developing an updated
comprehensive Critical Incident Operations Plan (CIOP). This plan is designed to manage
Bal Harbour Village's response to critical incidents as effectively and efficiently as possible,
utilizing the Incident Command System and key components of the National Incident
Management System.
As a coastal community, the Village's effective response to the landfall of a hurricane or
severe weather event is paramount. As such, the CIOP significantly addresses the pre-
planning, response, recovery, and mitigation to the adverse effects of a tornado or major
hurricane, with wind and flood damage. To accomplish these emergency management
phases, I have been meeting with staff to ensure all Village employees are familiar with their
individual roles and readiness to implement their tasks during the 2015 hurricane season and
beyond. In addition, Chief Overton and his staff have created a comprehensive critical
incident written plan and maintain a continual liaison with key members of the Miami -Dade
County Emergency Operations Center (EOC). The Miami -Dade Emergency Operations
Center is the primary critical incident response coordinating body for Miami -Dade County. To
further the effectiveness of the Village in managing emergencies, key staff members have
attended emergency operations type courses hosted by the Broward County and Miami -Dade
Emergency Operations Center.
Attached is a copy of the updated Executive Summary of the CIOP. A full copy of the CIOP
is also available upon request.
In conclusion, we are committed to providing effective public safety to all Village residents,
business owners and visitors. If you have any questions or need any additional information,
please feel free to contact me or Chief Overton directly.
JMG/MNO/MG
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OVERVIEW OF BAL HARBOUR VILLAGE
CRITICAL INCIDENT OPERATIONS PLAN
The Bal Harbour Village Critical Incident Operations Plan is based on the Incident Command
System (ICS). The ICS is recognized as an effective system for managing the response to
emergencies by coordinating the efforts of various agencies as they work toward the common
goal of stabilizing the incident.
To coordinate the effective use of all of the available resources, the Bal Habour Village will use
the 5 major components as needed
COMMAND
PLANNING
OPERATIONS
LOGISTICS
FINANCEIADMINISTRATION
These five major components are the foundation upon which the ICS organization develops.
They may apply during a routine emergency, when preparing for a major event, or when
managing a response to a disaster. The ICS organization will expand or contract to meet the
needs of the incident, but all incidents, regardless of size or complexity, will have an Incident
Commander.
Command Function: is directed by the Incident Commander who is responsible for overall
incident management. This encompasses the following:
Establishing Command, Ensuring responder Safety, Assessing Incident Priorities, Developing
and implementing an Incident Action Plan, Developing an appropriate organizational structure,
Maintaining a manageable span of control, Coordinating overall emergency activities. Ensuring
incident after -action reports are complete.
Operations Function: the Operations Section Chief is responsible for managing all tactical
operations at an incident. Major responsibilities include: Managing tactical operations, Assist in
the development of the operations portion of the Incident Action Plan, Maintain close contact
with subordinate positions, Ensure safe tactical operations, Request additional resources to
support tactical operations, Approve release of resources from active assignments, Maintain
close communication with the Incident Commander.
Plannino Function: the Planning Section Chief is responsible for providing planning services for
the incident. This Section collects situation and resource status information, evaluates it, and
processes the information for use in developing action plans. Major responsibilities of the
Planning Section Chief are to: Collect and manage all incident relevant operational data,
Provide input to the Incident Commander and Operations Section Chief for use in preparing the
1
Incident Action Plan, Conduct and facilitate planning meetings, Determine the need for
specialized resources to support the incident, Establish specialized data collection systems as
necessary, Assemble information on alternative strategies and contingency plans.
Logistics Function: The Logistics Section Chief provides all incident support needs and
responsible for providing: Facilities, Transportation, Communications, Supplies, Equipment
maintenance and fueling, Food and Medical Services for first responders. The Logistics Section
Chief is responsible for Managing all incident logistics, Provide logistical input to the Incident
Commander in preparing the Incident Action Plan, Identify anticipated and known incident
service and support requirements, Request additional resources as needed.
Finance/Administration Function: the Finance/Administration Section Chief is responsible for
managing all financial aspects of an incident. Major responsibilities of the
Finance/Administration Section Chief are to: Provide financial and cost analysis information as
requested, Ensure compensation and claims functions are being addressed relative to the
incident, Develop an operating plan for the Finance/Administration Section, fill Section supply an
support needs, Ensure that all personnel and equipment time records are accurately completed
and transmitted to appropriated agencies, Ensure that all obligation documents initiated at the
incident are properly prepared and completed.
IMPLEMENTATION AND OPERATIONS
ACTION:
Due to the relatively small number of full time Bal Harbour Village employees, each individual
employee will have a critical role in implementing this Plan,
General Responsibilities of Bal Harbour Village Departments:
Department Preparation: all Department Directors will have a current list of telephone numbers,
home addresses, cell phone numbers of Village Employees, Council Members, and
Contractors, Check equipment and supplies. In addition:
• Establish a hurricane or critical incident staffing mobilization schedule,
• Photograph Village equipment in the case of a hurricane,
• Ensure employees are familiar with their responsibilities during a hurricane or other
critical incident.
• Prepare record of equipment and move records that require relocating to safeguard from
damage
Procedures specific to Hurricane Landfall:
Department Preparation: all Department Directors will have a current list of telephone numbers,
home addresses, cell phone numbers and possible location during a hurricane of:
Village Employees,
Council Members
Contractors
• Check equipment and supplies
• Establish a hurricane staffing schedule
• Photograph equipment departmental areas and all Village owned facilities
0
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H u r r i c a n e A l e r t
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" W a r n r e s i d e n t s a n d c o n t r a c t o r s , e t c . t o s e c u r e p r o p e r t y .
" B e g i n s h u t t e r i n s t a l l a t i o n s o n V i l l a g e P r o p e r t y .
H u r r i c a n e W a t c h
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H u r r i c a n e W a r n i n g
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" S e c u r e w a t e r a n d i c e a n d s t o r e i n a s a f e p l a c e
" S t o r e a n d s e c u r e h e a v y e q u i p m e n t i n f o r r e c o v e r y e f f o r t s
" F i n a l i z e i n s t a l l i n g s t o r m s h u t t e r o n B a l H a r b o u r V i l l a g e p r o p e r t y
H u r r i c a n e S t r i k e
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C o n d o m i n i u m / H o t e l 9 7 0 3 C o l l i n s A v e n u e a n d / o r T e r r e m a r k F a c i l i t y l o c a t e d a t 5 0 N E 9 � i
S t r e e t .
P o s t H u r r i c a n e b e y o n d 2 4 h o u r s
T h e e x t e n t o f t h e d a m a g e f r o m w i n d a n d f l o o d i n g w i l l d e t e r m i n e h o w l o n g t h e r e c o v e r y e f f o r t w i l l
t a k e a n d w h e t h e r d e p l o y m e n t o f p e r s o n n e l b e y o n d n o r m a l o p e r a t i o n s i s n e c e s s a r y .
T i m e t a b l e f o r B a l H a r b o u r P o l i c e D e p a r t m e n t t o R e s p o n d T o a H u r r i c a n e a n d R e c o v e r y
7 2 4 8 h o u r s f r o m p o t e n t i a l l a n d f a l l o f t h e t r o p i c a l s t o r m / h u r r i c a n e
" R e v i e w a l l h u r r i c a n e p l a n s a t r o l l c a l l .
" C h e c k a l l e q u i p m e n t f o r r e a d i n e s s .
" C o o r d i n a t e w i t h o t h e r V i l l a g e D e p a r t m e n t s
" M a k e s u r e a l l v e h i c l e s a r e f u l l o f f u e l
" I d e n t i f y s w o r n p e r s o n n e l f o r 2 l a n d f a l l t e a m s o n e t o b e d e p l o y e d a t S t . R e g i s
C o n d o m i n i u m / H o t e l 9 7 0 3 C o l l i n s A v e n u e a n d t h e T e r r e m a r k F a c i l i t y l o c a t e d a t 5 0 N E 9 1 "
S t r e e t .
3
Hurricane Watch
24 -36 hours from potential landfall of the tropical storm/hurricane
• Evaluate the potential for relocating Sal Harbour Communications to another site.
• Open the EOC in the Sal Harbour Police Station with limited staff exact number to be
determined.
• Check all generators, run under full load.
• Issue additional equipment such as i.e. batteries, flares,
• The Chief of Police may issue orders to cancel all leave, training and vacation
Hurricane Warning
24 hours or less from landfall of the Hurricane
• Staff EOC with representatives of Incident Command, Operations, Logistics and
Planning Sections.
• Specific reporting times will be determined for the landfall teams at the St. Regis
Condominium and Hotel 9703 Collins Avenue and Terremark Facility 90 NE 91" Street.
• Staff and deploy key traffic and security posts
• Secure Police Pool Vehicles and Specialized Equipment
• Secure Police Marine Patrol Vessel and Trailer at the Terremark Facility 90 NE 9m
Street.
• Evaluate the suspension of response to non -emergency calls for service based upon
weather conditions.
12-6 hour Hurricane Strike Imminent
• Hold traffic posts — both limited access and evacuation traffic posts.
• Prepare to perform rescue type operations
Hurricane Strike 6-0 hours
• Secure from evacuation and traffic posts when sustained winds reach dangerous speeds
35 mph as directed by the Bal Harbour or Miami Dade EOC.
• Insure that the Landfall teams are in place at designated shelter or facilities.
After Landfall of a Hurricane
Post Hurricane Strike 0-6 hours
• Back to work order issued by the Village Manager or designee. The Police Chief will
determine staffing levels after landfall.
• Staff traffic posts if needed.
• Assist Miami Dade Fire Department with search and rescue
• Facilitate damage assessment with representatives of the Public Works and Building
Departments
Evaluate the need for anti -looting patrols
Request Mutual Aid where necessary
Post Hurricane 6- 24 hours
• Evaluate the necessity to staff traffic and security posts
• Continue search and rescue as needed
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" E v a l u a t e t h e n e e d f o r a n t i - l o o t i n g p a t r o l s
" F a c i l i t a t e d a m a g e a s s e s s m e n t w i t h r e p r e s e n t a t i v e s o f t h e P a r k s a n d P u b l i c S p a c e s a n d
B u i l d i n g D e p a r t m e n t
" O r g a n i z e a n d e s c o r t r e l i e f c o n v o y s
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R e c r e a t i o n
P o s t H u r r i c a n e b e y o n d 2 4 h o u r s
T h e e x t e n t o f t h e d a m a g e f r o m w i n d a n d f l o o d i n g w i l l d e t e r m i n e h o w l o n g t h e r e c o v e r y e f f o r t w i l l
t a k e a n d w h e t h e r d e p l o y m e n t o f p e r s o n n e l b e y o n d n o r m a l o p e r a t i o n s i s n e c e s s a r y .
L a n d f a l l S t a f f i n g a n d D e p l o y m e n t : i n a n e f f o r t t o m a x i m i z e t h e c a p a b i l i t y o f p o l i c e t o r e s p o n d t o
a n y c o n t i n g e n c y i m m e d i a t e l y a f t e r t h e d a n g e r o u s w i n d s s u b s i d e , t h e e n t i r e B a l H a r b o u r P o l i c e
D e p a r t m e n t s w o r n p e r s o n n e l w i l l b e d e p l o y e d a t e a c h l a n d f a l l s i t e a t t h e d i s c r e t i o n o f t h e C h i e f
o f P o l i c e a c c o r d i n g t o t h e f o l l o w i n g s c h e d u l e . T h e l o c a t i o n o f t h e s e l a n d f a l l s i t e s w i l l e n s u r e t h e
s a f e t y o f t h e p o l i c e p e r s o n n e l a n d a f f o r d a c c e s s t o t h e a f f e c t e d a r e a s .
T e r r e m a r k - 9 0 N E 9 ` " S t r e e t , M i a m i
1 L i e u t e n a n t
2 S e r g e a n t s
T B D P o l i c e O f f i c e r s
T B D V e h i c l e s
1 M a r i n e V e s s e l
T B D S p e c i a l t y V e h i c l e s
S t . R e g i s H o t e l / C o n d o m i n i u m
1 C a p t a i n
1 L i e u t e n a n t
2 S e r g e a n t s
T B D P o l i c e O f f i c e r s
T B D V e h i c l e s
W h e n r e s p o n d i n g t o t h e l a n d f a l l s i t e p e r s o n n e l w i l l h a v e t h e f o l l o w i n g e q u i p m e n t : s l e e p i n g b a g ,
u n d e r s i d e m a t / c u s h i o n , f o o d a n d w a t e r t o s u s t a i n t h e m s e l v e s f o r 4 8 h o u r s .
T h e e x t e n t o f t h e d a m a g e t o t h e V i l l a g e w i l l b e t h e b a s i s f o r o f h o w l o n g p e r s o n n e l w i l l b e
d e p l o y e d . P e r s o n n e l w i t h s p e c i a l n e e d s i . e . d a m a g e t o t h e i r r e s i d e n c e s , c h i l d c a r e i s s u e s o r
t h o s e w h o h a v e w o r k e d a n e n t i r e s h i f t b e f o r e t h e d e p l o y m e n t w i l l b e s e c u r e d f i r s t . I n a d d i t i o n ,
M i a m i - D a d e C o u n t y h a s a d e s i g n a t e d s h e l t e r f o r p u b l i c s a f e t y p e r s o n n e l a n d t h e i r f a m i l i e s . T h i s
s h e l t e r m a y b e t h e p r e f e r r e d t e m p o r a r y o p t i o n d e p e n d i n g o n t h e s e v e r i t y o f t h e s t o r m . A s o f t h i s
w r i t i n g t h e D o r a l M i d d l e S c h o o l i s t h e d e s i g n a t e d s i t e o f t h e s h e l t e r a n d i s l o c a t e d a t 5 0 0 5 N W
1 1 2 A v e n u e , D o r a l , F l o r i d a 3 3 1 7 8 .
C o m m u n i c a t i o n s :
T h e p r i m a r y m e a n s o f c o m m u n i c a t i n g i n t h e f i e l d d u r i n g t h e r e c o v e r y p h a s e w i l l b e v i a p o l i c e
r a d i o f o l l o w e d b y c e l l u l a r t e l e p h o n e . I f f o r s o m e r e a s o n t h e p o l i c e r a d i o s y s t e m s h o u l d f a i l t h e n
a r r a n g e m e n t s w i l l b e m a d e w i t h M i a m i D a d e P o l i c e D e p a r t m e n t C o m m u n i c a t i o n s B u r e a u t o
a s s u m e f u l l c o n t r o l o f d i s p a t c h i n g a n d d e p l o y i n g B a l H a r b o u r P o l i c e D e p a r t m e n t p e r s o n n e l .
T i m e t a b l e f o r P a r k s a n d P u b l i c S p a c e s D e p a r t m e n t t o R e s p o n d T o a H u r r i c a n e a n d
R e c o v e r y
7 2 4 8 h o u r s f r o m p o t e n t i a l l a n d f a l l o f t h e t r o p i c a l s t o r m / h u r r i c a n e
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" V e r i f y r e a d i n e s s o f a l l e q u i p m e n t / t o o l s .
0 E n s u r e g a s o l i n e / d i e s e l f u e l s t o r a g e t a n k s a r e f i l l e d t o c a p a c i t y .
" C o o r d i n a t e w i t h o t h e r V i l l a g e D e p a r t m e n t s a s n e e d e d .
" E n s u r e a l l v e h i c l e s a r e f u e l e d .
" V e r i f y p e r s o n n e l a s s i g n e d f o r t h e t w o l a n d f a l l t e a m s ; o n e t o b e d e p l o y e d a t S t . R e g i s
C o n d o m i n i u m / H o t e l 9 7 0 3 C o l l i n s A v e n u e a n d a t t h e T e r r e m a r k F a c i l i t y l o c a t e d a t 5 0 N E
9 ` h S t r e e t .
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a n d r e t u r n w i t h i n 2 4 h o u r s .
H u r r i c a n e W a t c h
2 4 - 3 6 h o u r s f r o m p o t e n t i a l l a n d f a l l o f t h e t r o p i c a l s t o r m / h u r r i c a n e
" S t o r e s i g n a g e a n d t r a s h l i n e r s f r o m t h e b e a c h , p a r k s , m u n i c i p a l p a r k i n g l o t s , a n d a l o n g
C o l l i n s A v e n u e .
" C a l l t h e m a n u f a c t u r e r o f t h e p l a y g r o u n d c a n o p y f o r r e m o v a l a n d s t o r a g e .
" C h e c k a l l g e n e r a t o r s , r u n u n d e r f u l l l o a d .
" I s s u e a d d i t i o n a l e q u i p m e n t s u c h a s i . e . b a t t e r i e s , f l a r e s , c h a i n s a w s , g e n e r a l h a r d w a r e ,
P P E , e t c .
" E x e r c i s e g e n e r a t o r a n d n a t u r a l g a s s t a n d b y e n g i n e .
" T h e D i r e c t o r o f P a r k s a n d P u b l i c S p a c e s m a y i s s u e o r d e r s t o c a n c e l a l l l e a v e , t r a i n i n g ,
a n d v a c a t i o n .
H u r r i c a n e W a r n i n g
2 4 h o u r s o r l e s s f r o m l a n d f a l l o f a H u r r i c a n e
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" S t a f f E O C w i t h a s s i g n e d r e p r e s e n t a t i v e s .
" S p e c i f i c r e p o r t i n g t i m e s w i l l b e d e t e r m i n e d f o r t h e l a n d f a l l t e a m s a t t h e S t . R e g i s
C o n d o m i n i u m a n d H o t e l ; 9 7 0 3 C o l l i n s A v e n u e a n d T e r r e m a r k F a c i l i t y ; 9 0 N E 9 1 h S t r e e t .
" C o m p l e t e c h e c k l i s t f o r t h e W a t e r a n d S e w e r S t a t i o n s .
" F a c i l i t a t e e v a c u a t i o n u s i n g r e c r e a t i o n a l s t a f f / s h u t t l e b u s a s n e e d e d .
" P r i o r t o e v a c u a t i o n , t u r n o f f p o w e r t o s e c u r i t y g a t e a t p o l i c e s t a t i o n .
" T a k e d o w n f l a g s a t V i l l a g e H a l l , F o u n d e r s ' C i r c l e , a n d P u b l i c W o r k s b u i l d i n g .
" R e l e a s e a l l r e c r e a t i o n n o n - e s s e n t i a l s t a f f f r o m d u t y u n t i l a f t e r m a t h r e c a l l .
1 2 - 6 h o u r H u r r i c a n e S t r i k e I m m i n e n t
" W h e n t h e h u r r i c a n e i s i m m i n e n t , o r j u s t p r i o r t o e v a c u a t i o n , t u r n o f f t h e e l e v a t o r i n t h e
V i l l a g e H a l l p e r i n s t r u c t i o n s .
" T u r n o f f w a t e r t o i c e - m a k e r i n t h e l u n c h r o o m .
" T u r n o f f p o w e r t o a l l s t r e e t l i g h t s a n d l a n d s c a p e l i g h t s .
H u r r i c a n e S t r i k e 6 - 0 h o u r s
" I n s u r e t h e L a n d f a l l t e a m s a r e i n p l a c e a t d e s i g n a t e d s h e l t e r o r f a c i l i t i e s .
A f t e r L a n d f a l l o f a H u r r i c a n e
P o s t H u r r i c a n e S t r i k e 0 - 6 h o u r s
" B a c k t o w o r k o r d e r i s s u e d b y t h e V i l l a g e M a n a g e r o r d e s i g n e e . A l l P a r k s a n d P u b l i c
S p a c e s D e p a r t m e n t e m p l o y e e s a r e c o n s i d e r e d e s s e n t i a l a n d a r e e x p e c t e d t o r e p o r t
b a c k t o w o r k .
" C o n d u c t r o a d c l e a r i n g o p e r a t i o n s a s n e e d e d .
" V e r i f y i n t e g r i t y o f w a t e r a n d s e w a g e s y s t e m s .
" P e r f o r m p o s t - s t o r m s a n i t a r y s e w a g e s t a t i o n c h e c k l i s t t a s k s .
" A s s i s t B a l H a r b o u r P o l i c e a n d M i a m i - D a d e F i r e R e s c u e s t a f f a s n e e d e d .
" F a c i l i t a t e d a m a g e a s s e s s m e n t w i t h r e p r e s e n t a t i v e s o f t h e P o l i c e a n d B u i l d i n g
D e p a r t m e n t s .
" C o n d u c t n e e d s a s s e s s m e n t a n d a d v i s e E O C o f a l l r e q u i r e d r e p o r t i n g i n f o r m a t i o n .
P o s t H u r r i c a n e 6 - 2 4 h o u r s
" C o n t i n u e d a m a g e a s s e s s m e n t w i t h r e p r e s e n t a t i v e s o f t h e P o l i c e a n d B u i l d i n g
D e p a r t m e n t s .
" D e t e r m i n e m a s s c a r e s u p p l y s t o r a g e s i t e s .
" F a c i l i t a t e m a s s c a r e o p e r a t i o n s a s n e e d
E M E R G E N C Y O P E R A T I O N S C E N T E R
O P E R A T I O N A L G U I D E L I N E S
P o l i c y :
I t i s t h e p o l i c y o f t h e B a l H a r b o u r V i l l a g e E m e r g e n c y O p e r a t i o n s C e n t e r ( E O C ) t o m a n a g e
e m e r g e n c y o p e r a t i o n s t h a t e n s u r e t h e e f f e c t i v e d i r e c t i o n o f e m e r g e n c y p u b l i c s a f e t y r e s o u r c e s
i n v o l v e d i n p r e p a r i n g f o r a n d r e s p o n d i n g t o a s e v e r e w e a t h e r e v e n t ( i . e t r o p i c a l s t o r m s ,
h u r r i c a n e s a n d t o r n a d o s ) . T h i s i n c l u d e s p r o v i d i n g f o r l i f e s a f e t y a n d p r o t e c t i o n o f p r o p e r t y ,
o v e r a l l m a n a g e m e n t a n d c o o r d i n a t i o n o f e m e r g e n c y o p e r a t i o n s , l i a i s o n a n d c o o r d i n a t i o n w i t h
F e d e r a l S t a t e a n d o t h e r l o c a l g o v e r n m e n t s a n d p r i v a t e s e c t o r r e s o u r c e s , c o l l e c t , e v a l u a t e a n d
d i s s e m i n a t e d a m a g e i n f o r m a t i o n i n s u p p o r t o f t h e I n c i d e n t C o m m a n d e r .
T h e B a l H a r b o u r V i l l a g e E O C w i l l o p e r a t e u n d e r t h e N a t i o n a l I n c i d e n t M a n a g e m e n t S y s t e m
w h i c h i d e n t i f i e s c o n c e p t s a n d p r i n c i p l e s t h a t f a c i l i t a t e t h e m a n a g e m e n t o f e m e r g e n c i e s f r o m
p r e p a r e d n e s s t o r e c o v e r y r e g a r d l e s s o f t h e i r c a u s e , s i z e a n d l o c a t i o n o r c o m p l e x i t y . I n a l l
e x i s t i n g d e p a r t m e n t a l o p e r a t i n g g u i d e l i n e s w i l l b e a d h e r e d t o u n l e s s m o d i f i e d b y t h e V i l l a g e
M a n a g e r .
E s s e n t i a l o n d u t y p e r s o n n e l a r e e x p e c t e d t o r e m a i n o n d u t y u n t i l p r o p e r l y r e l i e v e d . C o n c e r n e d
o f f - d u t y p e r s o n n e l w i l l b e e x p e c t e d t o r e t u r n t o w o r k i n a c c o r d a n c e w i t h d e p a r t m e n t s t a n d a r d
o p e r a t i n g p r o c e d u r e . O p e r a t i o n a l p e r i o d s s h o u l d b e e v e n t d r i v e n , b a s e d o n t h e s i t u a t i o n i n t h e
f i e l d . T h e E O C C o m m a n d m a y e s t a b l i s h o p e r a t i o n a l p e r i o d s o f 1 2 h o u r s f o r t h e r e s p o n s e a n d
m a y r e q u i r e b e o p e r a t i o n a l o n a 2 4 h o u r b a s i s .
A C T I V A T I O N a n d S T A F F I N G L E V E L S
T h e E O C m a y b e p a r t i a l l y o r f u l l y s t a f f e d a n d c o n t i n u e t o c h a n g e a s t h e s i t u a t i o n e v o l v e s . T h e
I n c i d e n t C o m m a n d e r o r h i s d e s i g n e e m u s t e n s u r e a n a d e q u a t e n u m b e r o f E O C p e r s o n n e l a r e
i n p l a c e t o p e r f o r m r e q u i r e d t a s k s f o r t h e i n i t i a l r e s p o n s e e f f o r t . S t a f f i n g l e v e l s s h o u l d b e
a d j u s t e d b a s e d o n c h a n g i n g n e e d s . T h e E O C C o m m a n d w i l l a s s e s s w h e t h e r 2 4 h o u r
o p e r a t i o n s a r e n e c e s s a r y a n d o b t a i n a d e q u a t e a s s i s t a n c e f r o m V i l l a g e d e p a r t m e n t s . E O C
C o m m a n d w i l l d e t e r m i n e s h i f t s a n d t i m e s . R e l i e f s h i f t s s h o u l d a r r i v e 3 0 m i n u t e s e a r l y s o t h a t
b r i e f i n g s c a n b e c o n d u c t e d o n w h a t h a s o c c u r r e d , w h a t d e c i s i o n s h a v e b e e n r e a c h e d a n d w h a t
p r o b l e m s n e e d t o b e a d d r e s s e d .
7
EOC Set-up and Start-up Tasks
The Chief of Police will designate a Bal Harbour Police Department supervisor along with other
support staff to set up the EOC.
EOC Coordination with Operational Personnel in the Field
Coordination between the EOC and operational field personnel is clearly necessary for an
effective emergency response. The EOC often resolves competing requests for limited
resources, therefore it is critical that the Operations Section Chief receive accurate and timely
information from supervisory staff in the field to advise the Incident Commander.
Operational Period Duties and Tasks
An operational period is the length of time set by EOC Command to achieve a given set of
objectives. The operational period may vary in length and will be determined largely by the
dynamics of the weather event. Commonly an operational period is between 8-12 hours.
The below table is an example of the types of activities and tasks that should take place during
an operational period:
Shift Time
Activities/Tasks
A
• Shift Change:
0700 hours
• Debrief personnel going off -shift
B
• Relief shifts arrive
1900 hours
A
Shift Change Briefing:
0700 hours
• General shift change briefing
B
• Individual brief their replacements
1900-1930 hours
A
Status Briefings:
0800-0900 hours
• Status briefings as necessary by EOC Command to all EOC staff
B
• "Heads Up" briefings by EOC Command as appropriate
2000-2100 hours
• Update Status Boards
• Use of logs and message forms by all EOC staff
A
Implement Functional Activities to achieve Incident Action Plan
0900-1300 hours
objectives:
B
• Command use of logs and message forms by all EOC staff to
2100-0100 hours
document their activities
• Section, briefings emphasis on specific objectives and work to be
performed during his operational period
• Internal Section, meetings briefing as necessary
A
Begin EOC Incident Action Plan Development:
1300-1900 hours
• Planning meeting to develop Incident Action Plan for next
B
operational period
0100-0400 hours
• Section management briefing
A
Finalize and Distribute Situation Reports:
1600-1900 hours
• All Section Situation Reports are submitted in writing
B
• Continued use of logs and message forms by all EOC staff to
0400-0700 hours
document their activities
• Briefing to Policy Group
0 Debrief of personnel going off -shift
A Shift Change:
1900 hours . Debrief personnel going off -shift
B • Relief shifts arrive
0700 hours
EOC Staffing:
Depending on the impact of the storm and extent of the damage will influence the number of
staff members in the EOC. However, staffing should include at least two complete shifts for an
initial period of time, after which reduced strength options can be considered for implementation
on a Section by Section basis. When an EOC staff member transfers their responsibilities to
another, a simple but formal transfer briefing will be required. Shifts should overlap by 30
minutes or so to prevent on -coming staff position from being inadequately briefed. A transfer
briefing should summarize the activities of the past shift, identify open incidents or activities.
Situation Reports and Documentation:
Situation Reports are managed through the Planning Section and is a requirement of the Miami
Dade County Divisional Emergency Operations Center. All Bal Harbour Village EOC personnel
must forward incident situation information to the Situation Unit. Collecting situation data may
involve a number of sources including the Operations Section, Logistics Section,
Finance/Administration Section Chiefs and the Public Information Officer. Following analysis,
the Planning Section supports operational decisions and summarizes situational information for
the EOC Command approval. Once approved the Situational Report is distributed to EOC staff
and others.
Section Chiefs are responsible for providing the EOC Command with periodic verbal or written
updates to the Situation Reports. The EOC Command should take steps to brief all the staff on
the collective situation. A short conference may be most appropriate.
It is important to accurately document actions taken during emergencies. There must be a
documented record of all policy and EOC decisions and direction. Resource requests must be
logged and tracked to ensure the response. The best method to track these requests is
WebEOC.
Resource Requests:
Resource requests will normally flow from site responders to the Operations Section Chief at the
field level who then advises the Planning Section and Logistics Section Chiefs for resolution. If
the Logistics Section Chief cannot fill the need with available resources, through purchasing, or
through agency agreements, the Logistics and Operations Section Chiefs will involve the
Incident Commander to resolve the matter.
When the Bal Harbour Village resources are exhausted and there is a situation where a need
cannot be met then the Miami -Dade County Divisional EOC will be contacted to fulfill this need.
If the Miami -Dade County Divisional EOC cannot meet this need then the problem will be
referred to the Incident Commander to be resolved.
All resource requests should be assigned one of the following:
Level
Priority
Emergency
Having life and death urgency
Priority
Important to support operations within a
specific time limit
Routine
Supports regular operations
Resource Status:
Resources will always be in one of the following three status conditions:
• Available
• Assigned
• Out of Service
EOC Incident Action Plans (IAP):
The Incident Action Planning process is an essential tool for managing sustained EOC
operations and ensures that the entire EOC operations. If the EOC is to move forward in a
unified manner, there must be a clear understanding of what goals are being pursued and what
time frame is being used to complete or update the plan during the operational period. EOC
Command and staff need to know what has happened in the last operational period and what is
likely to occur in the next or future operational periods. EOC Command determines the
Strategic Goals for the next operational period. Strategic Goals must be verifiable an
measurable.
Essential elements in the IAP are the following:
Statement of Obiectives - is a statement of expectations to achieve, objectives must be
attainable, measureable and flexible.
Organization — describes what elements of the organization will be active and in place for the
next operational period.
Tactics and Assignments — describes the tactics and operations to be employed to achieve the
objectives. The Operations Section Chief will normally set tactics. The Logistics and the
Finance Administration Sections will accomplish resource support and acquisition of necessary
personnel and materials.
Supporting Material — consists of items such as maps, weather updates, special information,
communications and medical response plans
The Planning Section Chief is responsible for developing the Incident Action Plan. Although a
collective effort this Section will provide significant support in the construction of the Plan. The
Situational Analysis Unit of the Planning Section will provide a Situation Report at the beginning
of the Incident Action Planning meeting.
After -Action Reports:
The EOC Planning Section Chief prepares the event After -Action Report. The After- Action
Report is a summary of the event, dates and times of activation, deactivation, number of
personnel utilized and the outcome. Position Unit/Logs, Work Schedules, Status Board hard
copies and any map overlays produced will be added to the report. The EOC Planning Section
Chief will ensure that all concerned persons submit reports as appropriate.
10
Bal Harbour EOC Demobilization and Deactivation:
The EOC may be deactivated at any time designated by the Incident Commander; however a
Section Chief may deactivate portions of their respective Section in stages. The entire EOC
does not have to be in operation. Any Section requiring the facility at the Bal Harbour Police
Station may remain until their work is completed. The designated demobilization leader will
monitor this process staying behind until the EOC has been secured. Recommended criteria for
terminating EOC operations include:
• Individual EOC functions are no longer required
• State or local emergency status is lifted
• Coordination of response activities and or resources is no longer required
• Event has been contained and emergency personnel have returned to regular duties
11
INCIDENT COMMAND SYSTEM OVERVIEW
Bal Harbour Village Tropical Storm/Hurricane/Tornado Incident Command System
Organizations: Single Command vs Unified Command
Single Command Structure
Bal Harbour Chief of Police
L
Division EOC Liaison Police
Public Information Officer
Contracted Services
Personnel Resource
Critical Incident Operations Plan /VI I I,A Iai[ x I It
Effective Date: June 1, 2015
Unified Command Structure
Multi- Agency
(Police / Fire / Public Works)
Safety Officer
ANNEX B
• Report to the EOC Command, complete appropriate ICS forms establish and document
contact information for EOC and field operations personnel
• Ensure full operational capability of EOC equipment, communication systems, information
tracking systems and supplies; verify rosters, vendor inventories, procedures are up to -date.
• Activate additional organizational elements based upon ICS principles, and develop staffing
schedule for alpha bravo shifts.
• Establish communication with County EOC, field command posts, emergency,
organizations, and other activated emergency facilities.
• Assess the need for assigning a Bal Harbour Police Department representative to the North
Miami Beach Police Department Divisional EOC and main Miami Dade County EOC.
• Approve, assign and monitor all mission requests for Law Enforcement Group, Public Works
Groups, Infrastructure group, and Fire/EMS Group, monitor mission logs, and ensure
missions are entered into WebEOC.
• Obtain incident data status information, potential impact on persons and property, deployed
resources and personnel, damaged infrastructure and other important information.
• If appropriate initiate rapid impact assessment to define the impact of the weather event,
prioritize operations and coordinate with other agencies.
• Set Bal Harbour Village incident operational priorities in coordination with command and
assist in the development of an Incident Action Plan with the Planning Section,
• Monitor and report status of all field response activities including law enforcement,
firefighting, mass care, public health and medical services, safety and security, and urban
search and rescue efforts.
• Determine resource shortfalls, coordinate resource needs with command and requests
additional resources from the Logistics Section.
• Activate incident support facilities including command post and staging areas.
Critical Incident Operations Plan QAI HARBOUR
Effective Date: June 1, 2015
ANNEX B
• Conduct operational briefings
• Request or release resources in coordination with the Logistics Section Chief.
• Report information about special activities, events and occurrences to the Incident
Commander.
Critical Incident Operations Plan 'QA. HARBOUR
Effective Date: Jone 1, 2015
ANNEX B
• Report to the EOC Operations Section Chief complete ICS forms, establish and document
contact information for the EOC and field operations personnel
• Direct emergency related operations of the Bal Harbour Police Department
• Implement protective actions and executive orders including evacuation, reentry, curfews
and quarantine actions.
• Maintain a current list of traffic control points and related security activities for inclusion in
the Incident Action Plan.
• Coordinate traffic control and re-entry measures with neighboring jurisdictions in order to
facilitate re-entry procedures for response and recovery personnel as well as returning
residents and business owners. Coordinate with Bay Harbor Islands Police Department to
deploy their police officers at the Broad Causeway Toll Booth.
• Participate in the rapid damage assessment and survey reporting.
• Implement anti -looting measures and maintain perimeter control during recovery phase
• Provide additional security personnel at critical facilities and vital incident sites including
command post, distribution sites, staging areas, and others.
• Coordinate the provision of additional law enforcement and security resources needed for
response and recovery operations.
Critical Incident Operations Plan 'PAL HARBOUR
Effective Date: lone 1, 2015
ANNEX B
Responsibilities of the Public Information Officer
Response Tasks Checklist
• Report to the EOC Incident Commander/ Unified Command, complete ICS forms
establish and document contact information for EOC and field operations personnel.
• Consult with the Incident Commander/Unified Command and the Operations Section
Chief to determine the need for immediate public protective action press releases i.e.
evacuation, shelter in place and formulate the emergency instructions to assist field
personnel.
• Coordinate with field command staff to warn the public at risk and to give emergency
instruction.
• Request assistance from the Miami -Dade County Division of Emergency Management to
activate the Emergency Alert System.
• Provide the emergency warning and instruction to broadcast media outlets and request
they broadcast the information.
• Coordinate all press releases with the Miami -Dade County Joint Information Center to
ensure consistent releases.
• Obtain the location of evacuee shelters to be opened and disseminate the information.
• Monitor media broadcasts and publications regarding the Village's response and
recovery operations for accuracy.
• In the recovery phase, prepare public information regarding recovery programs and re-
entry procedures within the Village.
• Conduct public information activities and outreach to the private sector.
• Participate in Miami -Dade County's public information and outreach programs.
Critical Incident Operations Plan 'llnL lm Bum
Effective Date: June 1, 2015
ANNEX B
Miami Dade County North Miami Beach Police Department
Divisional EOC Liaison
Response Task Checklist
• Coordinate response and recovery activities from the Miami Dade County, North Miami
Beach Police Department Divisional EOC and the Bal Harbour Village EOC.
• Submit, monitor, track resource requests and resource deployments with the Divisional
EOC and monitor status of missions through the WebEOC mission tracking website.
• Monitor the status of response and recovery operations on the County level and notify
the Bal Harbour Village Command of emergency information and the status of items.
• Monitor and forward Miami -Dade County Incident Action Plans, Situation Reports, Flash
Reports and media releases to the Bal Harbour Village EOC Planning Section Chief.
Provide updates related to scheduling of conference calls, website information, federal
financial assistance and related activities.
Critical Incident Operations Plan 'N HAOOUR
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Incident Command, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Ensure full operational capability of EOC and other facility equipment, communication
systems, information tracking systems and supplies, vendor inventories, and logistics
procedures are up to date.
• Monitor resource status during response and recovery operations including municipal
equipment, facilities and supplies.
• Identify resource shortfalls in coordination with Operations Section
• Identify additional personnel to staff emergency response, recovery operations, and
logistics.
• Identify resources to support field response and recovery operations through mutual aid
private vendors, volunteers, or donation resources.
• Once local resource capabilities have been exhausted coordinate mutual aid and private
vendor resource needs through the proper resource request procedure and maintain
documentation.
• Document and track through WebEOC all resource requests, staging and deployments,
provide documentation to the Finance Section Chief in accordance with financial
procedures.
• Coordinate communication assets from government, volunteer groups, the
telecommunications industry, federal and state agencies, and private vendors to meet all
response and recovery communication needs.
• Support the rapid restoration of electrical power with consideration to priority locations.
• Once local resources have been exhausted, coordinate mutual aid and private vendor
resource needs through the proper resource request procedure.
Critical Incident Operations Plan V.23L HARBOUR
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Operations Section Chief, complete appropriate ICS Forms,
• Provide status information from field operation personnel to the EOC
• Coordinate the protection of all Village buildings and infrastructures
• Supervise and coordinate the debris removal and monitoring contract activities including
establishment of transfer sites.
• Resume normal trash pick-up as soon as possible
• Maintain and coordinate all financial records related to protective measures and debris
management with the Finance Section Chief to ensure FEMA reimbursement
• Coordinate the public assistance damage assessment and damage survey reporting
process and ensure all Village property and equipment are assessed and recorded.
• Provide status information related to water mains, storm water flooding, sewer systems,
power to the Operations Section Chief.
• Coordinate and maintain usage of generators as well as storm water recovery efforts
• Coordinate restoration efforts for water services, and sewer systems
• Coordinate FPL's response to electrical power outages and support rapid restoration of
energy system with consideration to priority locations.
• Identify and allocate all Bal Harbour Village interim energy sources to support continuation
of critical services, governmental restoration efforts and public buildings.
• Prepare all list of damaged sites and emergency work performed.
• Coordinate field inspections of recovery work
• Provide cost breakdowns and documentation for all completed work
Critical Incident Operations Plan HAL H,VIBOUN
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Logistics Section Chief, complete ICS Forms, establish and
document contact information for EOC and field operations personnel.
• Coordinate with the North Miami Beach EOC and Miami -Dade County's volunteer
reception center to identify available skill sets and employ volunteers to support.
• Coordinate the referral of donated items to Miami -Dade County's volunteer reception
center to identify available skill sets and employ volunteers to support the Village's
response and recovery operations.
• Assist in the identification, preparation, and management of distribution sites at
appropriate locations within the Village.
• Coordinate the utilization of volunteers in recovery efforts.
• Identify procedures for prioritizing needs of the affected areas.
• Coordinate the delivery and distribution of donated goods to impacted areas including
the tracking, consolidation, and distribution of relief supplies and donated goods that
arrive in, or in or made available to the Village.
Critical Incident Operations Plan "/f4L HARROUR
Effective Date: Jone 1, 2015
ANNEX B
Report to the EOC Logistics Section Chief, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Secure fuel supplies, vehicle repair and equipment repair operations for field equipment.
Ensure communication and coordination is maintained with all recovery sites supporting
the Bal Harbour Village to include shelters, feeding sites, points of distribution, staging
area. and other vital sites.
Organize the physical layout of the warehouse supply area.
Identify alternate storage areas and have in place pre -arranged agreements.
Establish procedures for operating a supply area
• Maintain an inventory of supplies and equipment and provide for security.
• Acquire resources and services to support facility operations.
• Ensure appropriate documentation
Critical Incident Operations Plan 'AAL 1 W(BOUR
Effective Date: lone 1, 2015
ANNEX B
The Ball Harbour Village has no supplies of food or water to distribute to
residents; however the Village will coordinate with the Miami -Dade County, North
Miami Beach Division of Emergency Services for the provision of supplies.
• Report to the EOC Logistics Section Chief, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Monitor and coordinate the County's distribution and transportation of food and water, at
Miami Dade County identified points of distribution and feeding sites.
• Keep an inventory of supplies purchased, donated, stored and maintain inventory of
support and transportation resources within the Village and available to the Village.
• Direct relief supplies to the affected area
• Assess storage needs to ensure on -gong supplies
• Develop plans for the effective use of incident communications equipment and facilities
maintain records on all communications equipment as appropriate.
• Coordinate with Finance/Administration, Logistics, Planning and Operations Section
Chiefs to verify status of current resources..
• Determine and address logistical needs for field personnel
• Ensure appropriate documentation
Critical Incident Operations Plan /Al, I IARK)UR
Effective Date: June 1, 2015
ANNEX B
Finance Section Chief
Tasks Checklist
• Coordinate with the Logistics Section on the acquisition of resources to support field
response and recovery operations through mutual aid, private vendors, volunteers, or
donation resources.
• Monitor and track all disaster response and recovery related expenditure of funds including
personnel time and equipment in accordance with FEMA guidelines.
• Maintain accurate tracking and documentation of acquired, leased and mutual aid
equipment, supplies and personnel.
• Supply emergency funds to the Incident Commander
• Provide regular status update to the Incident Commander for the status of financial
resources, expenditures, and departments.
• Provide technical assistance related to emergency purchasing procedures, and FEMA
reimbursement requirements
• Prepare and authorize emergency contracts and agreements
• Participate in preparation of Incident Action Plans by estimating financial needs of each
Section for the next operational period.
• Incorporate all financial management and documentation issues in the Demobilization Plan
for the Planning Section
Critical Incident Operations Plan %i9L I IAfUOUR
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Finance Section Chief, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Ensure that appropriate insurance coverage and employee policies are in place to
support post disaster response and recovery operations, file appropriate insurance
claims in a timely manner.
• Identify and coordinate the provision of additional human resources in support of
response and recovery operations from within the Village's governmental structure, from
external sources, through mutual aid, and/or volunteers.
• Participate in the cost recovery process by tracking personnel hours.
• Assists in recovery planning and strategies
• Tracks human resources time sheets employees, volunteers, and mutual aid
• Ensure the appropriate insurance coverage is in place
• Participate in the cost recovery process
• Ensure appropriate insurance claims are filed in a timely manner
• Coordinate with all organizations to ensure adequate documentation of employee related
time reports in accordance with local, state, and federal reimbursement requirements
Critical Incident Operations Plan '&L. I (ARBOUR
EHectWe Date: June 1, 2015
ANNEX B
• Report to the EOC Finance Section Chief, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Coordinate with local jurisdiction on plans and supply sources
• Prepare and authorize contracts and agreements
• Interprets contracts and agreements,
• Establish contracts and agreements with supply vendors
• Complete final processing of contracts and send documents for payment
• Brief Finance Section Chief on current problems, recommendations, outstanding issues,
and follow-up requirements
• Coordinate with the Operations and Planning Section Chiefs to identify resource
shortfalls.
• Coordinate procurement of facilities, equipment, and supplies to meet incident objectives
• Ensure appropriate resource tracking and documentation
• Completes final processing of contracts and sends documents for payment
Critical Incident Operations Plan 'IM. HARFUUR
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Incident Command, complete ICS Forms establish and document
contact information for EOC and field operations personnel..
• Coordinate with the Operations Section Chief in advance of operational briefings and
document reports from Section Chiefs conduct/facilitate Planning meetings, establish
information requirements and reporting schedules for units.
• Supervise and direct preparation of the Incident Action Reports for each incident
operational period, collect input form Command, Operations, and Logistics.
• Maintain status boards within the EOC, maintain message system and operational logs.
• Monitor Conference Calls and disseminate information to emergency responders as
necessary.
• Log and distribute information provided by the Miami -Dade County EOC, the State EOC,
neighboring jurisdictions, as well as other activated response of recovery locations
throughout the Village EOC.
• Collect, evaluate, and disseminate incident information and resources situation status.
• Develop regular situation reports summarizing the impact of the event, the Village's
response and recovery operations and the open and completed missions and transmit to
the Divisional EOC.
• Compile information regarding rapid impact assessment, preliminary damage
assessment, and drainage assessment data.
• Maintain accurate, up-to-date incident files, forms, reports, emergency declarations,
press releases, and damage assessment data.
• Maintain the status of all assigned resources and ensure relevant information is
exchanged during briefings.
Critical incident Operations Plan /LPL I IA(l6UUR
Effective Date: June 1, 2015
ANNEX B
• Report to the EOC Planning Section Chief, complete ICS forms, establish and document
contact information for EOC and field operations personnel.
• Compile, maintain, disseminate and display current incident status information for
Unified Command using the Incident Briefing form ICS 201 and the Miami -Dade County
Situation Report.
• Provide photographic services and maps through coordination with the Parks and Public
Spaces Department.
• Provide situation evaluation, prediction and analysis for Command and Operations;
prepare information on alternative strategies.
• Maintain Unit/Activity Log (ICS form 214)
• Coordinate ongoing incident objectives with EOC Unified Command and Section Chiefs
• Collect, evaluate, and disseminate incident information and resources situation status.
• Organize and maintain accurate up-to-date incident files, forms, reports, emergency
declarations, press releases and all other official documents.
• Develop and distribute Incident Action Plan (ICS form 202)
• Ensure adequate duplication capability for large-scale operations and adequate staff to
assist in the duplication and documentation process.
• Document all activity on Unit Log (ICS form 214)
Critical Incident Operations Plan ?.AL HA,IHUUH
Effective Date: June 1, 2015