HomeMy WebLinkAboutSOG 207.01 REVISED 6-2015_Hurricane Response207.01 — Hurricane Preparedness & Response
Effective. 71112007
Revised 6/5/2015
Replaces: 207.01 A
I. Guiding PhilosophX
When faced with an imminent hurricane landfall, our mission to protect both life and
property is magnified and our resources may be stretched to the limit. For these reasons, we strive
to be as prepared as we possibly can, maximize the efficient use of our resources, and
professionally adapt to circumstances as they arise, so that we effectively manage risk and
provide the best possible service to those who are in need.
II. Purpose
The purpose of this policy is to provide guidance and accountability for hurricane
preparedness and response.
III. Goals
The goals of this policy are to communicate:
A. Hurricane operational status levels and related responsibilities.
B. Pre -storm preparedness responsibilities.
C. Parameters for management of personnel, accountability, and related
responsibilities.
D. Operational considerations regarding the movement of medical evacuees.
E. The evacuation branch organizational structure.
F. The plan for processing of medical evacuees.
G. The plan for processing of transportation evacuees.
H. The sheltering plan.
I. The re-entry operations plan.
J. The logistics plan.
K. The documentation plan.
IV. Definitions
A. City of Beaumont EOC/UCP — Facility located in downtown Beaumont which
functions as a co -located Emergency Operations Center/Unified Command Post,
that is stood up to manage major events, incidents and disasters affecting the City.
It is important to note that while both UCP and EOC share the common goal of
coordinating response efforts, and work together to minimize disruption, save
lives, protect property and the environment, their functional responsibilities in
working to achieve these goals are different.
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B. City of Beaumont Emergency Operations Center (EOC) — Location where key
City leadership (Mayor, Council and Department Directors) gather information
about a disaster, assess policy options regarding the event, determine strategy
o tp ions available for facilitating response efforts, support field operations for
emergency service and other disaster personnel, and manage overall resource
requirements and response capabilities related to disaster response efforts.
C. City of Beaumont Unified Command Post (UCP) — Location where the City's
Unified Command and General Staff, Section Chiefs and support personnel, from
all City departments and cooperating agencies, mutually develop tactical
obiectives and an incident action plan (IAP) for each operating period, following
the strategic direction provided by the EOC. The UCP provides operational,
logistical, planning, financial and administrative direction and support, and
manages the tactical- and task -level operations of workers in the field.
D. Documentation Coordinators — Individuals assigned within divisions/groups
working in the field to support effective communications, accountability, cost
accounting and reimbursement. This position is responsible for:
1. Insuring accurate and complete documentation associated with personnel
(ICS 211p and 214i forms)
2. Coordinating documentation of resource needs and tracking (ICS 213
General Message forms)
E. Fire Documentation Group — During disaster responses, administrative personnel
at Fire Headquarters responsible for reviewing and auditing ICS forms prior to
their submission to the UCP Finance Section, and entering working hours for fire
department personnel.
F. Fire Logistics Group — During disaster responses, members tasked with direct
logistical support of disaster field operations involving fire department personnel.
G. Medical Evacuee — For the purpose of evacuation assistance, a medical evacuee
is:
1. A person who needs assistance during evacuations and sheltering because
of physical or mental disabilities; or
2. A person who requires a level of care and resources beyond the basic first
aid level of care that is available in shelters for the general population.
H. Special Considerations Occupancies — Occupancies where medically fragile
persons live independently in a multi -family setting. These may include, but not be
limited to, the following locations:
1. Raintree Towers, 3030 French Road
2. Seville Apartments, 4325 Crow Road
3. Baton Arms, 4340 Westridge
4. The Crossing, 3970 E. Lucas
5. Grand Pine Court, 2835 Texas
6. Y -House, 930 Calder
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I. State of Texas Emergency Assistance Registry (STEAR) — State-wide system
for citizens to pre -register for evacuation assistance. The system is accessed by
dialing 2-1-1 or through htlps://STEAR.dps.texas.gov.
UCP Finance/Administration Section — Responsible for overall human resource
and equipment time tracking, procurement of resources, contracts and claims
processing, and cost accounting for reimbursement (For all City departments &
cooperating agencies).
K. UCP Logistics Section — Responsible for the evaluation, prioritization, and
processing of resource requests, distribution of and accountability for material
needs required to support the implementation of the Incident Action Plan (IAP)
L. UCP Planning Section — Responsible for generating the Incident Action Plan
(IAP), monitoring incident status and resources, and compiling overall incident
documentation.
M. UCP Planning Section -Documentation Unit — Responsible for compiling
incident information and ICS forms for all workers and resources used City-wide
during each operational period.
NOTE.
This plan anticipates actions and resources necessary to prepare Beaumont Fire -Rescue members
to fulfill their obligations to the community in the event of an impending hurricane. It is intended
that each of these needs is met utilizing NIMS/ICS organizational principles and recognized safety
and documentation systems that are consistent with federal requirements, City and department
policies. It is recognized that the rapid development of some storms may limit the full execution of
some elements of this plan.
V. Hurricane Operational Status Levels & Related Responsibilities
A. Level IV Status (Normal Status)
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1. Level IV status will be in effect for the duration of hurricane season, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
1 unless replaced by a higher level.
2. At this level, all members shall:
a. Be attentive to hurricane formation and movement.
b. Monitor information provided by media sources.
c. Periodically review this guideline.
d. Be adequately prepared to execute their portions of this plan.
3. Operations Section personnel will insure the proper operation of all
chainsaws, generators and other equipment that may be needed during
storm operations that are stored at fire stations.
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4. Fire Fleet Maintenance Group personnel will insure the proper operation of
all chainsaws, generators and other equipment that may be needed during
storm operations that are stored at the Fire Fleet Maintenance Shop.
5. Logistics -Support Branch personnel will inventory any kits that have been
prepared in advance for disaster operations and restock to target levels, as
necessary.
B. Level III -A Status (Increased Readiness)
1. Level III -A status will be in effect at rlK time hurricaneenters
2. The Fire Chief will insure that specific information from weather or
emergency management sources is provided by email within the
department to inform and prepare personnel for potential call-back.
The Operations Section Chief will insure coordination of operational
readiness to implement mobile triage operations and determine the
appropriate transportation requirements for medical evacuees.
a. Initiation of mobile triage will take into consideration projected
storm intensity and track.
b. Note: Target time to initiate mobile triage is H-120, regardless of
positioning in the Gulf of Mexico; however, initiation must be
coordinated with the call for evacuations by the Mayor through
the EOC.
4. At this status level, meeting(s) may be held for the purpose of reviewing
this guideline.
a. The meeting(s) may include Chief Officers and/or key
division/group supervisors.
b. When the Officers meet, it will be determined if a broader review
for all personnel should be conducted.
C. Level III -B Status (Increased Readiness)
1. Level III -B status will be in effect at aril'„t �,,,, ,,,, cane s, ,r , �, u '
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roast.
2. All Section Chiefs will insure that a formal review of this plan is conducted
with all of the on -duty personnel under their supervision, including a
briefing of the storm's current and projected path and intensity.
The ranking Officer on -duty at each fire department facility will insure
that:
a. A preliminary review of equipment readiness and facility security
is conducted at his/her facility, and that any needs/shortfalls are
forwarded to the Logistics Section Chief, Support Branch
Director and Supply Group Supervisor via email.
b. All department vehicles are filled and maintained full of fuel.
SOG 207.01 — Hurricane Preparedness & Response Page 4 of 26
4. The Logistics Section Chief and/or Support Branch Director will:
a. Assess need/shortfall requests and necessary provisions for food,
water, cots, medical oxygen, gloves, medical supplies and support
items.
b. Insure tanks and diesel generators at all department fueling
locations have been topped off.
5. The Operations Section Chief will prepare to initiate the mobile triage
system if evacuation is being considered by the Mayor through the City
EOC.
D. Level 11 Status (High Readiness)
1. Level 11 status will be in effect at tlr k l hs �
off I nl lr,r tri „l r 11 that in l es ,'Vo theast Texas within
2. The Support Branch Director will insure that:
a. Provisions of food and water sufficient for 72 hours shall be
secured and prepared for distribution.
b. Preparations for the acquisition and distribution of additional
oxygen, latex gloves, and other medical supplies to all facilities
and/or divisions/groups shall be completed.
c. Cots shall be prepared for distribution in sufficient quantities to
provide for the higher level of staffing anticipated at shelter
locations.
3. The ranking Officer on -duty at each fire department facility will initiate
securing of facilities, and ready all equipment for possible redistribution,
relocation and/or sheltering.
4. The Operations Section Chief will insure mobile triage system has been
initiated if evacuation has been called by the Mayor through the EOC.
E. Level I Status (Maximum Readiness
1. Level I Status will be in effect at , � cane s - oursor
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t�iection rte, as a llkelLr area ol nd all
2. A callback of fire personnel will be initiated in sufficient numbers to
respond to the anticipated demands related to pre -landfall operations such
as evacuation of citizens, and other operational, logistical, planning or
administrative needs.
As required, the Support Branch Director will insure that:
a. Supplies for personnel relocating to temporary sheltering have
been assembled.
b. Additional oxygen, latex gloves, and other medical supplies may
be distributed to facilities and/or divisions/groups.
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c. Provisions of food and water sufficient for 72 hours may be
distributed to all fire stations and fire headquarters.
d. Cots may be distributed in sufficient quantities to provide for the
higher level of staffing that may be required for each station, fire
headquarters and/or shelter locations.
4. The ranking officer at each fire department facility will insure that securing
of the facility is completed, and all equipment readied for imminent
redistribution, relocation and/or sheltering.
NOTE:
Contracts have been established to provide services and equipment for many
of the anticipated support needs of City workers involved in hurricane response
management within 72 hours after hurricane impact.
VI. General Pre -Storm Preparedness Responsibilities
A. Preparations for hurricane season should be on-going and span all aspects of
department operations—from the routine maintenance of equipment, to the
competency of individuals and crews, to the efficient management of assets and
resources.
B. All members will:
1. Make advance plans and preparations for personal and family matters
related to a potential hurricane landfall.
a. Evacuation plans for family members, and home security activities
should be determined well in advance and initiated prior to call
back for duty commitments.
b. Family members of department personnel will not be allowed to
shelter with Beaumont Fire -Rescue personnel. Exceptions must be
authorized through the City of Beaumont EOC.
2. Bring personal items such as bedding, clothing and underwear,
medications, hygiene items, and tobacco products, if used, in quantities
sufficient to last a minimum of five days.
3. Visibly display their identification badge on their person at all times during
disaster operations.
4. Fulfill their roles and responsibilities based on their job description and
current assignment within the incident action plan (IAP).
C. The Planning Section Chief will insure:
1. City Communications Division personnel have configured phone systems
in advance of evacuation activation to provide sufficient phone capabilities
for forecasted call volume in the Evacuation Call Center.
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2. Contact is made with facility managers at each of the special considerations
occupancies in May of each year to gather the following information:
a. Total number of persons requesting evacuation
b. Anticipated transportation needs of each person
c. Anticipated medical support needs of each person
3. The SNCA database is updated with the most current information.
4. That at Level III -B Status, each facility manager at special considerations
occupancies is contacted to determine if there are any changes to the
evacuation listing for the particular site, advising the manager to maintain a
situational awareness as to the potential start time of an evacuation.
5. Status reports concerning the above information are communicated to the
fire management team and City emergency management.
D. The Operations Section Chief will insure:
1. A draft listing of hurricane response and recovery assignments is developed
and distributed to personnel no later than June I of each year, indicating:
a. Pre -storm preparations and assignments
b. Evacuation & continuity of operations assignments
c. Applicable updates to the sheltering plan.
2. Personnel assigned to the Evacuation Branch are prepared to safely,
effectively and efficiently execute their assigned duties. Activities include,
but are not limited to insuring:
a. Equipment and supply kits for initial operations are inspected and
ready for activation.
b. Site plans for set-up of evacuation facilities have been reviewed and
modified, as necessary.
c. Communications with the assigned Evacuation Branch Director and
Division/Group Supervisors to verify lead times necessary for set
up of facilities and call back times for the members of the
divisions/groups.
E. The Logistics Section Chief will insure:
1. Sufficient nonperishable food and water are obtained by the Support
Branch to support the anticipated staffing needs at each shelter location and
station for a minimum of 72 hours.
2. Supplies are distributed, as necessary and feasible, prior to hurricane
conditions by the Support Branch.
a. No member is authorized to consume or take these supplies except
as required for worker sustenance during hurricane operations.
b. Should hurricane conditions not occur as anticipated, disaster -
related supplies shall be picked up by the Support Branch and
stored for the remainder of hurricane season or returned to the
vendor for credit, as practical.
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F. The Operations Section Deputy Chief assigned as Fire -Rescue Branch Director for
hurricane response operations will:
1. Insure fire department facilities are secured by Fire -Rescue Branch
personnel to the extent and degree possible.
2. Securing facilities may include, but is not limited to:
a. Covering windows (if possible).
b. Securing loose items that may cause damage.
c. Securing overhead doors to prevent movement as much as possible.
d. Moving computer equipment off of the floor to desk tops and
covering with trash bags.
e. If a station will be unattended, switching station generators from
automatic operation to manual. (This precaution is necessary to
prevent the unit from starting automatically upon a power outage
and potentially causing an electrical fault, should storm damage
occur to the fire station)
G. The fire management team and key personnel will annually review and update this
guideline as necessary.
VII. Parameters for Personnel Management, Accountability & Related Responsibilities
A. Utilization of NIMS/ICS
1. As with any emergency, the Incident Command System shall be utilized
during all phases of hurricane response operations, including pre -storm
preparations, evacuation operations, sheltering, and post -storm emergency
response and recovery operations.
2. Fire personnel shall be designated to fill UCP Command, General Staff,
supervisory and support positions within the organizational structure as
necessary and feasible.
Appropriate ICS forms shall be used to adequately document acquisition
and expenditures of resources, and responder working hours and activities
during all hurricane response and recovery operations.
B. Supervisory Responsibilities
1. Supervisory personnel should communicate forecasted human resources
needs to the Operations Section Chief well in advance, to support effective
preplanning and allow the UCP Planning and Logistics Sections, and the
EOC to assist in meeting these needs.
2. Supervisors must be aware that during disaster operations, local resources
many times are stretched to the limit, such that resource requests may not
be able to be filled. In this case, the supervisor and workers are asked to do
their best with the resources that they are allocated.
3. All supervisory personnel will:
a. Maintain safe, effective and efficient operations and discipline
within their area of supervision.
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b. Properly track and account for the individuals, resources, and City
assets under their supervision.
c. Consider personnel needs of workers, like rest and rehab, and
develop a schedule to meet these needs to the extent possible.
d. At the end of each operational period, insure that all documentation
is accurately completed and forwarded to the Fire Documentation
Group for compilation, as outlined in the documentation plan.
C. Anticipated Staffing Levels
1. Staffing levels will be dependent on the extent and severity of projected
damage, flooding, assisted evacuations and emergency operations City-
wide. Workloads may require modified scheduling.
2. No Mandatory Evacuation Called — It is generally anticipated that only a
moderate increase in staffing may be required for a limited period before
and after the storm.
Mandatory Evacuation Called — Due to the extent of operations anticipated
both pre- and post -storm, it is anticipated that all available personnel will
be called back to duty to maintain continuity of operations City-wide and
undertake evacuation operations simultaneously.
a. Specifically assigned personnel will be called back prior to the
initiation of evacuation operations for coordination of preparation
measures necessary to execute these plans.
b. Depending on the actual start time of evacuation operations, 24-
hour a day continuous operations may be required to assist the
relocation of affected citizens.
c. Post -storm wide -area search considerations may require 24-hour
operations under certain circumstances.
d. Post -storm damage assessment and re-entry operations may require
off-duty personnel to be called back for 12 to 16 hours per day.
e. As feasible relative to the overall needs of the operation, up -staffing
within the Fire -Rescue Branch may occur due to the increased risk
of conflagration due to extensive debris post -storm.
D. Call Back to Duty
1. Prior to initiating a call back to duty, the ICS system shall be activated,
including initiation of resource and time tracking documentation.
2. In most cases a callback will not be initiated until Status Level 11 or I is
been reached. At that time a decision will be made for a full or partial call
back as circumstances warrant.
All Beaumont Fire -Rescue uniformed members are subject to immediate
callback to duty.
4. Once a member is called back to duty he/she shall report as soon as
possible, with all of his/her protective clothing in his/her possession, to the
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assigned location or as directed when called to a designated check-in
location.
E. Check-in Locations and Procedures
1. Initial primary check-in locations for hurricane operations will beat Fire
Station #1 and Fire Headduarters, with alternate check-in locations
designated by assignment.
2. When called back to duty, all members will:
a. Report as soon as possible to the appropriate check-in location.
b. Notify the supervisor upon his/her arrival.
c. Sign -in on the ICS 21 IV - Incident Check In List.
d. Initiate an ICS 214i Individual Activity Log for the current
operational period.
Each member is responsible for insuring that he/she is properly checked -in
and that required ICS documentation is maintained, accurately reflecting
his/her duty status and activities at all times.
NOTE:
Failure to report when called back to duty, accurately document time worked and related
activities may result in delayed or lost payment of wages and/or disciplinary action.
VIII. Operational Considerations for the Movement Medical Evacuees
A. This section is focused on the movement of home -bound, bed -bound persons with
medical needs only.
B. The decision to move persons with medical needs should be based on an overall
analysis of the following parameters, and how each relates to the others in the
broad disaster forecast for Beaumont:
1. Whether or not an evacuation is called.
2. Total number of patients requiring movement.
3. Higher prioritization of patients who live in anticipated low lying
areas/surge zones.
4. Time available to move patients prior to the initiation of responder
sheltering operations.
5. Total number of appropriate transportation resources available to move
patients.
a. Ambulances available?
b. Am -buses available?
c. Airlift available?
d. Cargo/Passenger vans available?
e. City Handicap buses available?
SOG 207.01 — Hurricane Preparedness & Response Page 10 of 26
f BISD buses available (with seats removed)?
C. Generally anticipated strategic options may include, but are not limited to, the
following:
1. Mandatory evacuation 1S NO"1 C LLED..I:
a. Persons voluntarily evacuate.
b. No governmental evacuation assistance is provided.
2. Mandatory evacuation nl ^.�
a. Prioritization and movement of medical evacuees
i. First, move the most medically fragile patients, preferably
using appropriate ground transportation assets.
ii. Second, move patients who live in anticipated low lying
areas/surge zones.
iii. Identify/allocate available transportation assets for the
movement of the least medically fragile.
b. If time needed to complete evacuation of patients becomes a
significant issue, consider moving patients:
i. To local hospitals with ground transportation assets, if
allowed.
ii. Out of the City with air transportation assets, if an air lift is
authorized and assets are available.
iii. To a refuge of last resort, using dedicated City continuity of
operations assets (assuming post -storm evacuation out of the
City).
a) BEMS Med Units
b) City handicap buses
c) Fire Department Rescues/Chief's Cars
d) Other appropriate City assets
IX. Evacuation Branch Organizational Structure & Responsibilities
A. Pre -established personnel assignments will be developed for each operating and
support division/group to the extent feasible. Upon notification, pre -assigned
personnel will report directly to branch/division/group location and supervisor,
unless otherwise directed.
NOTE.
Personnel must realize that assignments can in no way be guaranteed,
and that assignments may adapt according to the prioritization of needs
and demands occurring throughout the incident. Members must be
prepared to adapt to current circumstances and should therefore be
familiar with all elements of this plan.
B. UCP/EOC assignments may include, but are not limited to:
1. The fire department's Planning Section Chief will serve as the Deputy
Emergency Management Coordinator at the EOC.
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2. The Fire Chief will serve as the Fire -Rescue IC in the Unified Command
Team at the UCP, and participate in EOC information sharing and strategic
planning functions with City leaders.
3. The Assistant Fire Chief or designee will serve as the Unified Operations
Section Chief for hurricane response operations at the UCP.
4. A UC Planning Section Chief will be assigned and stand up a minimum of
the following relative to the evacuation phase of the incident:
a. Evacuation Coordination Unit
i. This unit will work in coordination with the Evacuation Call
Center Group (located at Fire Headquarters) to type and
categorize the special medical needs requests for evacuation
transportation.
ii. The unit will route the information to the UC Operations
Section for processing by the appropriate groups.
iii. Information gained by the Evacuation Coordination Unit,
relative to anticipated demand, will be utilized by the
Planning Section to predict and plan for additional needed
resources.
b. Resource Unit — This unit is responsible for coordinating the current
status of all City responders and resources (vehicles, apparatus,
equipment, etc.)
c. Documentation Unit — This unit will insure that all documentation
for the incident is compiled, complete, and archived appropriately.
5. The fire department's Logistics Section Chief will serve in the Unified
Logistics Section at the UCP.
6. A fire department Incident Safety Officer may be assigned at the UCP as
Safety Officer.
7. A Fire Investigator/PIO will be assigned to the Joint Information Center at
the UCP.
8. Various support positions may be assigned to the UCP as necessary.
9. To maintain overall continuity of operations during the evacuation phase of
the incident, fire department operations will be divided into two branches.
a. The Evacuation Branch Director will be located at the UCP.
b. The Fire -Rescue Branch Director will be located at Fire Station #1.
B. Fire Headquarters operating and support assignments during the evacuation phase
may include, but are not limited to:
1. Evacuation Call Center Groun (ECCG)
a. Location -Community Risk Reduction Division offices.
b. Responsible for processing calls related to evacuees needing
transportation assistance.
c. The Call Center will be activated:
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i. As needed in May of each year to update status on all Level
0 & 1 persons registered in the evacuation database.
ii. When directed by the EOC, usually at H-120 hours.
d. The Call Center Supervisor is responsible for:
i. Insuring initial equipment and supplies are ready to
commence and support call center operations (See
Appendices).
ii. Coordinating resource needs and documentation for the
group.
iii. Forwarding information collected at the Call Center to the
Evacuation Coordination Unit in the Unified Planning
Section at the UCP.
2. Staging Area Manager
a. Reports to the UC Operations Section Chief.
b. Coordinates and manages transportation assets for the Evacuation
Transport Group.
c. Staging area to be set up in proximity to the Fire Department
Headquarters to facilitate shuttle operations.
d. Will coordinate with the Evacuation Transportation Group
Supervisor to provide the resources required to execute shuttle
operations.
e. Will keep the UCP Operations and Planning Section Chiefs
informed of resource status as changes occur, through regular
updates to the Resource Unit Leader at the Unified Command Post.
Evacuation Transportation Group (ETG)
a. Location -Fire Purchasing Offices.
b. Responsible coordinating ground transportation necessary to shuttle
medical evacuees from their homes to the medical evacuation hub
(ME -Civic Center Division).
c. The ETG Supervisor coordinates with the Staging Area Manager
and manages the following:
i. Support Services Unit to include the following:
a) Documentation Coordinator — manages the internal
logistical requests and documentation processes for
the group (ICSforms and resource management).
b) Liaison/Services Coordinator — coordinates food and
support services for response personnel assigned to
the group.
ii. Medical Transportation Unit to coordinate the deployment
of personnel and assets transporting special medical needs
persons:
a) Responsible for determination and verification of the
mode of transportation required by special medical
needs persons.
b) The assignment of firefighters with advanced
medical certification/in conjunction with BEMS
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should be considered for the proper handling of
medical evacuees.
c) If necessary, a Mobile Triage Unit may be activated
to provide an assessment of medical evacuees to
verify transportation needs in advance of resources
being dispatched to the location.
4. Fire Logistics Group
a. Location -Fire HQ -Supply Office
b. Responsible for receiving, processing, delivering, communicating
status of, and appropriately documenting resource requests related
to all fire department disaster operations (See Logistics Plan).
Fire Documentation Group
a. Location -Fire HQ -Administration offices
b. Responsible for compilation and audit of all ICS forms and
documentation generated each operational period, and related
payroll entry (See Documentation Plan).
C. Regional Staging Area Liaison
1. Location -Ford Park
2. Responsible for communicating with groups and individuals at the regional
staging area to procure needed resources.
D. Medical Evacuation Division (ME -Civic Center Division)
1. Location -Beaumont Civic Center
2. Responsible for assessing the needs and arranging for medical care and
transportation of medical evacuees.
NOTE:
The assignment of firefighters with advanced medical certification in conjunction
with BEMS should be considered for handling of medical evacuees.
3. The ME -Civic Center Supervisor manages the following:
a. Support Services Unit to include the following:
i. Documentation Coordinator manages the internal logistical
requests and documentation processes for the division (ICS
forms and resource management).
ii. Liaison/Services Coordinator coordinates food and support
services for response personnel assigned to the division.
b. Evacuee Handling Unit manages loading and unloading of medical
evacuees, as well as their care givers, companion animals and
luggage.
c. Evacuee Processing Unit manages processing of medical evacuees
as they enter the staging area.
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NOTE:
Special consideration should be given to the speed and thoroughness of
this operation. If computer complications occur, the group will resort to
processing individuals with a paper-based back up system.
d. Manifest Processing Unit insures medical evacuees, family
members, companion animals and luggage are loaded to the
appropriate buses or ambulances.
4. Triage Unit manages the transportation mode for those medical evacuees
that have not been pre -designated prior to their arrival at the Civic Center.
(The City of Beaumont Public Health EMS Division will establish a triage
area and system to accommodate this function.)
5. Companion Animal Unit prepares companion animals for transport. (BPD -
Animal Services Officers will be assigned this responsibility.)
6. Site Security Unit will coordinate security needs for the Division.
(Beaumont Police Officers will be assigned this responsibility.)
7. Evacuation Air Transportation Unit manages air lift operations at the Jack
Brooks Regional Airport should this transportation mode be activated.
E. Transportation Evacuation Division (TE -West Brook)
1. Location -West Brook High School
2. Responsible for execution of the organized movement of citizens needing
transportation assistance only from the transportation evacuation hub to
remote shelter locations. (This responsibility involves other agency
involvement, including but not limited to, Beaumont Municipal Transit,
BISD, and BPD to effectively execute.)
Staginz Area Manager
a. Reports to the UC Operations Section Chief
b. Coordinates and manages transportation assets for the TE -West
Brook Division.
c. Staging area to be set up in proximity to West Brook High School.
d. Will coordinate with the TE -West Brook Supervisor to provide the
assets required to execute evacuation transport operations.
e. Will keep the UCP Operations and Planning Section Chiefs
informed of resource status as changes occur, through regular
updates to the Resource Unit Leader at the Unified Command Post.
4. The TE -West Brook Supervisor coordinates with the Staging Area
Manager and manages the following:
a. Support Services Unit to include the following:
i. Flow Coordinator — keeps persons smoothly moving through
the lines and registration process.
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ii. Documentation Coordinator manages the internal logistical
requests and documentation processes for the division (ICS
forms and resource management).
iii. Liaison/Services Coordinator coordinates food and support
services for response personnel assigned to the division.
b. Evacuee Handling Unit manages loading and unloading of
evacuees, companion animals and luggage.
c. Evacuee Processing Unit manages processing of evacuees as they
enter the staging area.
NOTE:
Special consideration should be given to the speed and thoroughness
of this operation. If computer complications occur, the group will
resort to processing individuals with a paper-based back up system.
d. Manifest Processing Unit insures evacuees, companion animals and
luggage are routed to the appropriate buses.
5. Companion Animal Unit prepares companion animals for transport. (BPD -
Animal Services Officers will be assigned this responsibility)
6. Medical Unit will coordinate medical standby to assess persons having
medical issues, treat and or transport as necessary. (Beaumont Public
Health EMS Paramedics will be assigned this responsibility.)
7. Site Security Unit will coordinate security needs for the Division.
(Beaumont Police Officers will be assigned this responsibility.)
X. Processina Medical Evacuees
A. The Evacuation Call Center Group gathers required information from residents,
enters it into the SNCA database, and provides status updates to the UCP Planning
Section -Evacuation Coordination Unit.
B. Medical evacuees are triaged to determine the transportation requirements
necessary for their shuttle to the evacuation hub and/or transport out of the City.
Prioritization of patient transportation is based on:
1. Patient health and mobility status (Most medically fragile and bed -bound
first)
2. Pick-up location (anticipated low lying/surge zones first and zip codes)
C. The patient, his/her caretakers and belongings are normally provided assisted
shuttle transportation to the ME -Civic Center Division.
1. Direct transportation out of the City may be provided for the most
medically fragile patients.
2. Shuttle to Jack Brooks Regional Airport may be provided if air evacuation
operations are initiated.
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D. Upon arrival at the ME -Civic Center Division, members assigned to the Evacuee
Handling Unit assist the patient, caretakers, companion animals and their
belongings to the evacuee processing area.
IMPORTANT NOTE:
Persons who have not pre -registered through the STEAR (2-1-1) system will
be referred to the Medical Triage Unit to determine the appropriate
evacuation transportation mode for the patient, prior to being checked -in.
E. The Evacuee Processing Unit checks -in the medical evacuee, their caretakers,
families, pets, medical equipment and belongings.
1. When data entry is complete, all persons, pets, belongings and medical
equipment in the party are issued wrist bands and scanned into the tracking
system.
2. The party then moves to the manifest waiting area until appropriate
transportation becomes available.
F. When transportation becomes available, the Manifest Processing Unit assigns
persons, pets and belongings to transportation asset(s) and forwards this
information to the Evacuee Handling Unit. Transportation tracking documentation
will include:
1. Transportation asset type and number (i.e. Acadian EMSALS Unit 3515)
2. Evacuee(s) assigned to the asset
3. Departure time
4. Estimated time of arrival (ETA) at host facility
G. The Manifest Processing Unit Leader:
1. May assign several transportation assets to travel in convoys or as single
units, as the situation warrants.
2. Will insure that a hard copy of each manifest is provided to the driver and
the Documentation Coordinator.
H. The Evacuee Handling Unit loads the patient, family members, companion
animals, and belongings on the assigned transportation asset(s). Individuals and
companion animals may be transported collectively on buses assigned specifically
for this group.
I. Medical Evacuee Refuge of Last Resort
1. Should efforts to evacuate medical patients fail due to resource limitations
or other circumstances, and local hospitals are not available, a refuge of last
resort may be designated.
SOG 207.01 — Hurricane Preparedness & Response Page 17 of 26
2. The Operations Section Chief will coordinate with the Fire -Rescue IC,
Public Health IC and Evacuation Branch Director at the UCP to insure
personnel are assigned in adequate numbers to monitor medical needs
patients until post -landfall evacuation operations can commence.
3. The UCP Planninz and Logistics Sections will insure that adequate stocks
of food, water, and medical supplies are available at this location to support
refuge operations until post -storm evacuation operations are completed.
XI. Transportation Evacuee Process
A. The Evacuation Call Center Groun will contact residents who:
1. Have pre -registered for transportation assistance through STEAR (2-1-1)
system.
2. Need evacuation transportation assistance only.
3. Residents will be reminded that they are responsible for transportation from
their home to a designated assembly site or the transportation evacuation
hub (West Brook High School).
B. If transportation from assembly sites to the evacuation hub is initiated through the
EOC/UC, evacuees may arrive at West Brook via buses or in their personal
vehicles.
The EOC/UC will determine assembly sites based on forecasted need and
availability.
2. If activated, persons will generally be transported from assembly sites to
the evacuation hub between 0800-1700 hours (times subject to change).
C. Evacuees arriving at the West Brook High School evacuation hub will enter the
boy's gym. The Flow Coordinator will manage the flow of evacuees between the
overflow seating area, registration cue and registration tables based on arrival time.
1. Overflow seating is provided in the bleachers.
2. The registration cue is located on the gym floor. If possible, seating should
be provided.
D. When directed by the Flow Coordinator, evacuees move to the registration tables
where their personal information is entered in the evacuation registration database
by the Evacuation Processing Unit.
1. When data entry is complete, all persons, pets, and belongings in the party
are issued wrist/equipment bands and scanned into the system.
2. Evacuees are then directed to the manifest waiting area.
E. When transportation becomes available, the Manifest Processing Unit assigns
persons, pets and belongings to buses and forwards this information to the Evacuee
Handling Unit. Bus tracking documentation will include:
1. Bus number
SOG 207.01 — Hurricane Preparedness & Response Page 18 of 26
2. Evacuees assigned to the bus
3. Departure time
4. Estimated time of arrival (ETA) at host facility
F. The Manifest Processing Unit Leader:
1. May assign several buses to travel in convoys or as single units, as the
situation warrants.
2. Will insure that a hard copy of each manifest is provided to the bus driver
and the Documentation Coordinator.
G. The Evacuee Handling Unit loads persons, companion animals and personal
belongings on the assigned buses.
Al. Sheltering of Personnel and Apparatus
A. The decision on how best to shelter personnel and apparatus should be based on an
overall analysis of the following parameters, and how each relates to the other in the
broad disaster forecast for Beaumont:
1. Whether or not an evacuation has been called.
2. Projected wind speed impacts.
3. Projected storm surge impacts.
4. Projected forward speed of storm (duration of storm impacts locally).
5. Projected local rainfall.
6. Projected landfall location ("good" vs. "bad" side of storm).
7. Time available post-evacuation to complete sheltering assignments.
8. Level of staffing associated with response (how many members require
sheltering).
B. Generally anticipated sheltering options may include, but are not limited to, the
following:
1. Normal Shelter -in -Place at Stations
a. Potential for minimal to moderate wind -related damage and/or
flooding.
b. No evacuation called.
c. Personnel and apparatus will remain at their regular station
assignment.
2. Modified Shelter -in -Place at Stations
SOG 207.01 — Hurricane Preparedness & Response Page 19 of 26
a. Potential for moderate to major wind -related damage and/or
flooding.
b. No evacuation called.
c. Station 14's crew and apparatus will move to Station 8.
d. Engine 3's crew and apparatus will move to Station 9.
e. Truck 3/Rescue 56's crew and apparatus will move to Station 1.
Shelter -in -Place at Stations & Identified In -City Locations
a. Potential for moderate to major wind -related damage and/or
flooding.
b. A mandatory evacuation order has been called.
c. Station 14's crew and apparatus will move to Station 8.
d. Engine 3's crew and apparatus will move to Station 9.
e. Truck 3/Rescue 56's crew and apparatus will move to Station 1.
f Personnel called in for evacuation operations shelter at selected
hardened facilities in the City.
4. Split In-City/Out-of City
a. Potential for catastrophic wind -related damage and/or flooding.
b. A mandatory evacuation order has been called.
c. Fire -Rescue Branch crews will take selected apparatus north outside
the City to pre -determined locations.
d. Evacuation Branch crews will shelter at hardened facilities in the
City and will staff contingency apparatus post -storm.
e. The ME -Civic Center Division personnel will staff the refuge of
last resort should it be activated.
5. Deviations/adaptations of the options outlined above may be necessary.
The UC Operations Section Chief will insure that the specifics of the
option chosen are communicated through the chain of command.
C. Responder shelter locations and initial preparation measures are listed in the
Appendices.
D. Personnel Accountability
1. All supervisors within the chain of command are responsible for insuring
that individuals under their supervision are aware of their sheltering
assignment location and the time that the initial Personnel Accountability
Report (PAR) will be conducted.
2. Supervisors are encouraged to maintain a listing of cell phone numbers for
all persons under their supervision for the purpose of accounting for lost
personnel in the transition from evacuation operations to sheltering.
XIII. Re -Entry Branch Plan
A. Re -Entry Branch Responsibilities
1. Responsible for execution of the organized movement of residents/families
needing transportation assistance back to their homes.
SOG 207.01 — Hurricane Preparedness & Response Page 20 of 26
2. This responsibility involves other agency involvement, including but not
limited to, Beaumont Municipal Transit, BISD and BPD to effectively
return residents/families to their homes.
B. Re -Entry Branch ICS Organization (See Appendices)
1. The EOC/UCP will coordinate the strategic aspects of the re-entry process.
2. The UC Planning Section -Re -Entry Coordination Group will coordinate
with shelter locations on the return transportation of evacuees to the City.
3. The UC Operations Section Chief will insure tactical objectives, locations
and task assignments are established as necessary to effectively implement
re-entry operations through the Re -Entry Branch. If assigned, the Re -Entry
Branch Director may be located at the UCP or in the field.
4. Staging Area Manager will coordinate movement of buses arriving from
shelter locations and those waiting to transport residents/families back to
their homes.
The Re -Entry Group Supervisor will manage re-entry operations at a
designated re-entry hub, which will be determined after post landfall
damage assessment has been completed. He/she will manage:
a. Support Services Unit to include the following:
i. Flow Coordinator — keeps persons smoothly moving through
the lines and registration process.
ii. Documentation Coordinator manages the internal logistical
requests and documentation processes for the group (ICS
forms, and resource management).
iii. Liaison/Services Coordinator coordinates food and support
services for response personnel assigned to the group.
b. Re -Entry Handling Unit manages the loading and unloading of
persons, their companion animals and belongings at the re-entry
hub and at their homes, as required.
c. Re -Entry Processing Unit manages re-entry processing of
persons/families, companion animals and belongings.
d. Manifest Processing Unit insures insure manifest documentation is
correct, appropriately distributed, and that persons, companion
animals and luggage are loaded to the appropriate buses.
6. Companion Animal Unit insures companion animals are properly prepared
for transport. (BPD Animal Services Officers will be assigned this
responsibility).
7. Medical Unit coordinates medical standby to assess persons having medical
issues, treat and or transport as necessary. (Beaumont Public Health EMS
Paramedics will be assigned this responsibility).
SOG 207.01 — Hurricane Preparedness & Response Page 21 of 26
8. Site Security Unit coordinates site security needs. (Beaumont Police
Officers will be assigned this responsibility).
C. Re -Entry Group Process
1. Re -Entry Coordination Unit at the UCP will:
a. Insure regular communications are maintained with shelter
locations.
b. Request manifests with departure times and a listing of persons
assigned to each transport vehicle returning to the City.
c. To expedite processing upon arrival in Beaumont, attempt to
coordinate:
i. Staggered bus arrival times to avoid back up
ii. Loading of returning families by zip code.
d. If possible, medical evacuees and persons living in special
considerations occupancies should be transported together and
returned directly to their residence.
2. The Re -Entry Group Supervisor will manage re-entry field operations,
insuring communications and coordination with the Re -Entry Branch
Director and UC Operations Section Chief.
Residents will generally arrive via charter buses from a designated shelter
location.
a. An overflow area will be set up by zip code for persons awaiting re-
entry registration.
b. The Flow Coordinator will organize the flow of evacuees between
the overflow area, registration cue and tables based on arrival time.
c. When directed, persons will proceed to the registration table.
4. Re -Entry Processing Unit Responsibilities
a. As residents/families enter, those with bracelets will be scanned
into the database. If portals are available, these should be set up to
automatically scan persons and items passing through.
NOTE:
When processing medical evacuees, the database should first be
checked for pre -registered residents prior to creating a new record.
b. The Companion Animal Unit will insure companion animals are
properly secured.
c. Residents/families will be directed to the manifest waiting area
while they wait for a bus assignment. Seating should be provided
for persons awaiting transportation home.
5. The Manifest Processing Unit will complete bus tracking documentation to
include:
a. Bus number & zip code assignment
SOG 207.01 — Hurricane Preparedness & Response Page 22 of 26
b. Re -Entry Handling Unit personnel riding on the bus to assist
residents/families
c. Departure time
6. The Manifest Processinz Unit Leader will:
a. As warranted, assign buses to transport in single bus routes or in
convoys to achieve operational efficiency.
b. Insure that a hard copy of each manifest is provided to the bus
driver and the Documentation Coordinator.
7. Re -Entry Handling Unit personnel will:
a. Be assigned, as necessary, to buses to assist with loading/unloading
of persons, companion animals and personal belongings.
b. Notify the Manifest Processing Unit Leader of the return time after
each route is completed.
8. The Documentation Coordinator will insure all documentation is complete,
compiled and forwarded to the Fire Documentation Group.
XIV. Logistics Plan
A. Members will verbally communicate equipment or personnel requests through
their chain of command, based on their current assignment.
1. Unless otherwise pre -approved for use by the UC Operations Section Chief
and properly documented, personal equipment damaged during use by
members for storm operations is the responsibility of the member.
2. No member is authorized to solicit or accept the use of equipment that may
be offered from non -City departments, persons, entities or agencies. Such
offers should be referred to the UC Logistics Section for proper
authorization, documentation, and assimilation to meet priority needs.
B. If deemed necessary to support the operation, Division/Group Supervisors will
verbally communicate resource requests to their assigned Branch Director (Fire -
Rescue Branch, Evacuation Operations Branch, etc).
C. If deemed necessary to support the operation, the Branch Director will:
1. Communicate to the Division/Group Supervisor that the request has been
given approval at his/her level.
2. Coordinate with the Fire Logistics Group to determine if the resources are
available internally. If so, direct the Fire Logistics Group Supervisor to
deliver the needed resources.
3. If not available internally, complete an ICS 213 -General Messaze form
requesting the resources through the UCP Logistics Section.
4. Coordinate with the UCP Fire Logistics Section Chief to obtain status or
exception reports relative to the request.
SOG 207.01 — Hurricane Preparedness & Response Page 23 of 26
5. Provide status or exception reports to the Division/Group Supervisor, as
necessary.
D. The Fire Logistics Group Supervisor will insure that:
1. Request details, current status and disposition are maintained in a
spreadsheet for every resource request received at this level (whether the
request is filled internally or not).
2. Regular status reports and a completion report are provided to the
requesting Branch Director.
3. Exception reports are provided to the requesting Branch Director as soon as
possible for requests that cannot be filled internally.
4. An ICS 213 -General MessyZe form is completed for each resource request
that is filled internally at the Fire Logistics Group level to initiate filling of
the request. Routing:
a. Original ICS 213 to the Fire Documentation Group.
b. Copy to Division/Group Supervisor with resource delivery.
An ICS 213 -General MessyZe form is completed documenting all resource
requests filled internally at the Fire Logistics Group at the end of each
operational period, for re-stocking/reimbursement purposes. Routing:
a. Original ICS 213 to Fire Documentation Group & forwarded to UC
Finance Section.
b. Copy maintained by Fire Documentation Group.
6. All original ICS 213 forms completed for the previous operational period
will be delivered to the Fire Documentation Group !IQ ,ID, ,IgE than 10.1.0�IU1.
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hours daily.
E. The UCP Fire Logistics Section Chief will:
1. Coordinate ICS 213 resource requests submitted at the Unified Command
level.
2. Communicate regular status updates on outstanding requests to the
requesting Branch Director.
3. Forward a copy of all ICS 213 resource requests affecting fire department
operations that are filled at this level to the Fire Documentation Group.
F. The submitting Branch Director will communicate regular status updates to the
Division/Group Supervisor and Operations Section Chief.
G. The Operations Section Chief will communicate regular status updates to the Fire
IC/Unified Command Team.
H. When resources are delivered, the Division/Group Supervisor will insure that:
SOG 207.01 — Hurricane Preparedness & Response Page 24 of 26
All items in the request are accounted for and any discrepancies are
appropriately documented.
2. Items are distributed at the work site as needed to support the operation.
3. Any unused items are returned to the Fire Logistics Group for processing.
I. IMPORTANT: Meals will be ordered for workers who are currently signed in on
the City's ICS 211-p ONLY.
1. The Fire Logistics Group will assist the UCP Logistics Section in
delivering meals to work sites as necessary.
2. The Division/Group Supervisor will insure a meal count is prepared for
his/her location for each meal, broken down by City department/ assisting
agency (Example: West Brook Division Breakfasts, Total Needed 26
Fire -8, Streets -4, PD -2, Texas Military Forces -10, Red Cross -2)
3. To verify the total number of meals required, the breakdown listing will be
communicated to the Fire Logistics Group at the following intervals:
a. Breakfast – 0600 hours
b. Lunch – 1000 hours
c. Dinner – 1600 hours
J. If approved by the Branch Director and circumstances allow prior to landfall,
sheltering of members' personal vehicles may be coordinated through
Division/Group Supervisors prior to initiation of sheltering operations.
XV. Documentation Plan
A. Individual Responsibilities:
Sign in and out on the ;AS 211 form at each location he/she is assigned to
1 g — ,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,
work during each operational period worked.
2. Properly complete and submit an "S° 2141 form for each operational period
worked.
a. All required information shall be entered and legible.
b. Indicate time on -duty, assignments & significant incident events,
meal break times, and time released from duty during each
operational period.
c. If a member's assigned location changes during the operational
period, he/she will bring the ICS 2141 form to the new assignment
and submit the form to his/her new supervisor (or Documentation
Coordinator, if assigned).
d. Verify hours worked during the operational period.
e. Sign the ICS 2141 form at the end of his/her tour of duty OR at the
end of the operational period, whichever comes first.
SOG 207.01 — Hurricane Preparedness & Response Page 25 of 26
f Leave the ICS 2141 form with the LAST supervisor he/she worked
with during the operational period.
Insure time out indicated on the ICS 21 1p and ICS 2141 are the same.
Correct discrepancies prior to leaving the assigned work site.
4. Persons assigned to the UC/EOC may submit their original ICS 2141 form
at the UC/EOC each operational period. If this option is chosen, he/she
will:
a. Quality -check the form for completeness and accuracy.
b. Insure that a copy of his/her ICS 2141 is forwarded to the Fire
Documentation Group each operational period.
B. Unit Leaders and Division/Group Supervisors will insure all documentation is
accurate, legible, complete and ready for pickup !1,2,ID, ;ILE than 10.1..91 hoii,ra daily.
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If assigned, the Documentation Coordinator will coordinate assembling and quality
checking all documentation prior to pick-up.
C. Fire Logistics Group Supervisor will insure that:
1. All incident documentation is picked up in a timely manner from work sites
each operational period.
2. Documentation is legible and has been quality checked for errors before
leaving the work site. If necessary, incorrect documentation will be
returned to the subervisor or coordinator for IMMEDIATE correction.
a. Contact the Division/Group Supervisor or Documentation
Coordinator to initiate obtaining correct information.
b. If cooperation is not provided, immediately report the situation to
the Branch Director.
3. All documentation for each operational period will be delivered to the Fire
Documentation Group m1,o,ID,aler thaii 1 IUIU1 hoiirs.. daily.
,,,,, , , ,,,,,,,,,,,,,,, , ,,,, ,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
D. Fire Documentation Group Supervisor will insure that:
1. All ICS forms are compiled, sorted and copied for department records.
2. Any documentation errors/inconsistencies are reconciled prior to delivery
to the UCP Finance Section.
a. Contact the Division/Group Supervisor or Documentation
Coordinator to initiate obtaining correct information.
b. If cooperation is not provided, immediately report the situation to
the Branch Director.
3. All original ICS documentation is delivered to the UCP Finance Section ,o.
later than 10,010, hours the next day,,.
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4. Payroll information for all personnel is accurately entered into database
systems from the information provided on the ICS 2141 forms for each
operational period.
SOG 207.01 — Hurricane Preparedness & Response Page 26 of 26