HomeMy WebLinkAboutSOG 508.01 NEW 4-2012-Mass Notification508.01 — Emergency Mass Notification System
Effective: 4/5/2012
Revised:
Replaces:
I. Guiding Philosophy
The ability to communicate information quickly and reliably to responders and citizens is
essential to protecting lives and property. We are committed to utilizing every affordable means
in disseminating critical information in a proper and timely manner to accomplish our mission.
II. Purpose
The purpose of this policy is to provide guidance on the proper use and processing of the
Emergency Mass Notification System.
III. Goals
The goals of this policy are to:
A. Define Emergency Mass Notification System activation types.
B. Detail authorizations to activate the system by type of activation.
C. Provide system activation guidelines and responsibilities.
D. Detail activation procedures for dispatchers.
E. Provide sample messages by activation type.
IV. Definitions
A. Fixed List Activation — Notification of Beaumont Fire -Rescue personnel
using lists that are pre -built within the Mass Notification System using detailed
voice, text, and/or email messages.
B. Geographic Activation — Notification of the citizens of Beaumont in a
specific geographic area using the Mass Notification system using a detailed
voice, text, and/or email messages.
C. Information -Only Activation — Level II activation that is distributed to the
Level II activation list for informational purposes only. No response from the
receiver is necessary.
D. Level II Activation — A pre -built list in the Mass Emergency Notification
System that contains City of Beaumont Fire, Police, EMS, Public Health,
public officials and private sector representatives.
E. Emergency Mass Notification System — Uses voice, text and email to send
time sensitive messages in a rapid manner to a large group(s) of persons via a
telephone or a web -enabled computer.
V. Authorization to Activate the Svstem
A.
Fixed List Activations involving mass call-back of Beaumont Fire -Rescue
personnel must be pre -approved by either the:
1. Operations Section Chief, OR
2. Fire Chief, OR
3. Through written authorization within Standard Operating
Guidelines.
B.
Geographic Activations must be pre -approved by either the:
1. Incident Commander on scene, OR
2. Deputy Chief on -duty, OR
3. Operations Section Chief, OR
4. Fire Chief, OR
5. City of Beaumont Emergency Management Coordinator.
C.
Level II Information -Only Activations
1. If an affected facility reports a major refinery/industry fire or
chemical release, this information should be communicated to the
Level II activation list as an information -only activation.
2. The Dispatch Supervisor is authorized to utilize the Emergency
Mass Notification System for this purpose.
3. The information -only status must be stated in the message to avoid
unnecessary inquiries. (i.e. Information Only A response is not
needed).
D.
Level II Activations authorizing call-back of City of Beaumont personnel must
be pre -approved by the:
1. Operations Section Chief (for BFR personnel), OR
2. Fire Chief (for BFR personnel), OR
3. Through written authorization within Standard Operating
Guidelines (for BFR personnel), AND
4. City of Beaumont Emergency Management Coordinator (for other
City of Beaumont personnel).
VI. System Activation Guidelines & Responsibilities
A.
All activations of the Emergency Mass Notification System will be initiated via
the current system provider's phone number or web -based application.
B.
For Fixed List activations, the Dispatcher will collect the following
information:
1. Location and type of incident
2. Type of action needed (i.e. 2nd alarm fire response)
3. Number of personnel being requested
4. Instructions to be included in the message
5. Phone number personnel should call to commit to the incident
C.
For Geozraphic or Level II activations, the Dispatcher will collect the following
information:
1. Location and type of incident or event (i.e. chemical release,
explosion, fire, spill, etc)
2. Name/title, contact number of person making request or providing
information
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— Mass Notification System Page 2 of 4
3. Area affected and/or persons within the City that should receive
the message
4. Community action (if applicable)
a. Shelter -in -Place
b. Evacuate
5. Any other information appropriate for the type of emergency (i.e.
wind direction and velocity for a chemical release)
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P:ichviianF i'he 116" ).1oi'en,,i hdtlo iilwn iil�pbti ined prhh pr ��i� p livhvivah,pn (see Section V).
E. If necessary, the Dispatch Supervisor will notify the on-call PIO/Arson
Investigator to provide assistance in script -messaging and activation of the
system.
F. If not already notified during the authorization phase, the following person will
be notified as soon as possible after activation:
1. Fire Chief
2. Operations Section Chief
3. On -duty Deputy Chief
4. Services Branch Director (Chief Communications Officer)
5. Communications Coordinator
6. City of Beaumont Emergency Management Coordinator
G. The Dispatch Supervisor will insure voice mail is left on both cell and home
numbers if there is no answer.
H. The Dispatch Supervisor may request call-back of no more than two additional
Dispatchers to support the Communications Group at the time authorization to
activate the system is obtained. If approved for call-back, additional Dispatchers
will be released from duty when one of the following benchmarks is attained:
1. The incident has been tapped out and/or Communication Group
involvement has been reduced.
2. The incident has terminated.
3. The contractual minimum call -out time (2 hours) has passed.
I. Anytime the Emergency Mass Notification System is activated, the Dispatch
Supervisor will complete and submit a Chief's Report detailing the following
information:
1. Person requesting activation
2. Person or SOG authorizing the activation and/or approval of call-
back of personnel
3. Broadcast list (i.e. A -Shift, Level II list, etc.)
4. Message that was sent
5. Details pertaining to call back of Communications Group
personnel
6. Any other pertinent issues related to the activation.
VII. Samole Messaaes
A. Fixed List Activation
1. "We currently have a working 2nd alarm fire at (location). If you
are available, please call 833-8161. DO NOT respond directly to
the fire." [Sent to all A -Shift personnel]
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2. "Chemical spill at IH -10 and Washington Blvd. If you are
available to respond, please call 833-8161. DO NOT respond
directly to the incident." [Sent to all HMRT personnel]
B. Geographic Activation
1. "Beaumont Fire -Rescue is monitoring a chemical release at
(location). At this time, emergency responders are in the process of
mitigating the situation. There is no need for nearby residents to
take action. Please stay tuned to local media." [Sent to affected
area]
2. "Beaumont Fire -Rescue is monitoring a chemical release at
(location). Residents in the south of College Street and east of
MLK are asked to shelter in place at this time." [Sent to affected
area]
"Beaumont Fire -Rescue is monitoring a chemical release at
(location). Residents in the south of College Street and east of
MLK are asked to evacuate the area using routes to the north and
west." [Sent to affected area]
C. Level 11 Information -Only Activation
1. "Information Only A response is not needed. Beaumont Fire -
Rescue is monitoring a chemical release at (location). Emergency
responders are in the process of mitigating the situation. At this
time there is no need for nearby residents to take action. Please
stay tuned to local media." [Sent to Level II list]
2. "Information Only A response is not needed. Beaumont Fire -
Rescue is currently monitoring a pipeline leak at (location)." [Sent
to Level II list]
D. Level 11 Activation
"Tornado touched down at (location). City department
representatives should report to the City EOC as soon as possible."
[Sent to Level II list]
2. "Hurricane Maurine update -City EOC will be stood up at 0600
hours. Representatives from all City departments will report to
their assignments at this time." [Sent to Level 11 list]
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