EMERGENCY MANAGEMENT PLAYBOOK
for the
2-1-1
LIAISON OFFICER
Workstation
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EOC WORKSTATION SET UP
1. Determine Mode of Activation (see below).
2. All workstations are located in the closet.
3. Gather necessary resources, supplies, and equipment.
4. Notify EOC staff of resource or supply needs.
MODES OF ACTIVATION
MODE 1: INFORMATION – situation monitoring only
MODE 2: LIMITED – not all workstations activated
MODE 3: FULL – all workstations staffed
MODE 4: FULL – with assistance from outside agencies
MODE 5: DEMOBILIZATION
ACTIVATION CHECKLIST:
Check in
Check in / Sign in with the Security Officer at the EOC for accountability tracking. Check in with the Personnel Unit (in Logistics).
Review your position
Review your position responsibilities as stated within this workstation playbook.
Determine workstation needs
Ensure that the LIAISON workstation is set up properly and that appropriate staffing, equipment, and supplies needs are addressed.
Notify when ready
Notify the 2-1-1 EMERGENCY MANAGER when the LIAISON workstation is operational.
Report for assignment
Report to the 2-1-1 EMERGENCY MANAGER for assignments to support the incident action plan (IAP).
Determine resource / reference needs
Determine resource needs, such as plan copies, and other reference documents.
Establish a log
Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.
Begin assigned tasks.
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LIAISON OFFICER DESCRIPTION:
The LIAISON OFFICER:
§ Works directly for the 2-1-1 EMERGENCY MANAGER.
§ Provides the linkage between the 2-1-1 EMERGENCY MANAGER and the Agency Representatives of other involved Agencies.
§ Represents the City Manager in receiving AGENCY REPRESENTATIVES from other agencies that need to meet with the INCIDENT COMMANDER.
§ Is available to Emergency Operations Center Staff for decision-making purposes.
§ Ensures that the Command Policy Staff is fully informed of the status and activities of their assigned areas.
§ Advises the Command Staff on requests for information or action within their assignment.
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INCIDENT COMMAND STRUCTURE
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LIAISON RESPONSIBILITIES:
The LIAISON OFFICER is responsible for:
§ Supervision of all liaison activities, including coordinating outside agency representatives assigned to the incident and handling requests from other incident agency representatives.
§ Establish and maintain a central location for incoming agency representatives, providing workspace and support as needed.
o Collect, evaluate, disseminate to Agency Resources Supervisor information about current agency operations.
§ Ensuring that position-specific guidelines, policy directives, situation reports, and a copy of the Incident Action Plan (IAP) are provided to Agency Representatives upon check-in.
§ In conjunction with the Emergency Manager, provide orientations for VIPs and other visitors to the EOC.
§ Ensuring that demobilization is accomplished when directed by the Emergency Manager.
o Devise a disaster activity log that records the agency’s disaster activities. This log is the bases for the After Incident Report, potential PR materials, and for a defense in a liability action against United Way of Larimer County.
§ Meetings held at the agency
§ Phone conversations from outside agencies in which requests are made or agreements about disaster work are reached.
§ Actions initiated by United Way of Larimer County management and staff.
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OPERATIONAL CHECKLIST:
Initial briefing
Obtain briefing from 2-1-1 EMERGENCY MANAGER and obtain summary of incident organization (ICS Forms 201 and 203).
Organizational participation
Determine companies/agencies/non-governmental organizations already involved in the incident, and whether they are assisting (have tactical equipment and/or personnel assigned to the organization), or cooperating (operating in a support mode "outside" the organization.
Information
Obtain cooperating and assisting agency information, including:
o Contact person(s).
o Radio frequencies
o Phone numbers
o Cooperative agreements
o Resource type
o Number of personnel
o Condition of personnel and equipment
o Agency constraints/limitations
o Resources, capabilities, and restrictions
Agency representatives
Contact Agency Representatives already in the EOC, ensuring that they:
o Signed into the EOC
o Understand their assigned functions
o Know their work locations
o Understand EOC organization and floor plan
Additional representatives
Determine if additional representation is required from:
o Other agencies
o Volunteer organizations
o Private organizations
Interagency Coordination Group
In conjunction with the Emergency Manager, establish and maintain an Interagency Coordination Group comprised of outside agency representatives and executives not assigned to specific sections within the EOC.
Briefings
Assist the Emergency Manager in conducting regular briefings for the Interagency Coordination Group and with distribution of the current Incident Action Plan (IAP) and Situation Report.
Situational monitoring
Monitor incident operations to identify potential inter-organizational problems. Keep INCIDENT COMMAND informed of such issues.
Communications
Request that Agency Representatives maintain communications with their agencies and obtain situation status reports regularly.
Rosters
Maintain a roster of agency representatives located at the EOC. Roster should include assignment within the EOC (Section or Interagency Coordination Group). Roster should be distributed internally on a regular basis.
Addressing problems / shortfalls
Bring complaints pertaining to logistical problems, inadequate communications, and issues involving the strategic and tactical direction to the attention of Emergency Management Team (EMT).
Media releases
Work with PUBLIC INFORMATION OFFICER and 2-1-1 EMERGENCY MANAGER to coordinate media releases associated with inter-governmental cooperation issues.
Planning meetings
Participate in planning meetings.
Documentation
Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.
AGENCY REPRESENTATIVES
RESPONSIBILITIES:
Agency Representatives should be able to speak on behalf of their agencies, within established policy limits, acting as a liaison between their agencies and United Way of Larimer County.
Agency Representatives may facilitate requests to or from their agencies, but normally do not directly act on or process resource requests.
Agency Representatives are responsible for obtaining situation status information and response activities from their agencies for the EOC.
ACTIVATION CHECKLIST:
Check in
Check in with the LIAISON OFFICER and clarify any issues regarding your authority and assignment, including the functions of other representatives from your agency (if any) in the EOC.
Communications
Establish communications with your home agency; notify the LOGISTICS SECTION COMMUNICATIONS UNIT and the LIAISON OFFICER of any communications problems.
Workstation Set Up
Unpack any materials you may have brought with you and set up your assigned station, request through the LIAISON OFFICER and/or the LOGISTICS SECTION to obtain necessary materials and equipment.
EOC Familiarization
Obtain an EOC organization chart, floor plan, and telephone list from the LIAISON OFFICER.
Notification
Contact the EOC sections or branches that are appropriate to your responsibility; advise them of your availability and work location in the EOC.
OPERATIONAL CHECKLIST:
Facilitate requests for support or information that your agency can provide.
Keep current on the general status of resources and activity associated with your agency.
Provide appropriate situation information to the PLANNING SECTION.
Represent your agency at planning meetings, as appropriate, providing update briefings about your agency's activities and priorities.
Keep your agency executives informed and ensure that you can provide agency policy guidance and clarification for the 2-1-1 Emergency Manager as required.
On a regular basis, inform your agency of the EOC priorities and actions that may be of interest.
Establish a log
Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.
DEMOBILIZATION CHECKLIST:
When demobilization is approved by the Emergency Manager, contact your agency and advise them of expected time of demobilization and points of contact for the completion of ongoing actions or new requirements.
Ensure that you complete all final reports, close out your activity log, and transfer any ongoing missions and/or actions to the LIAISON OFFICER or other appropriate individual.
Ensure copies of all documentation generated during the operation are submitted to the DOCUMENTATION UNIT of the PLANNING SECTION.
Release agency representatives that are no longer required in the City EOC when authorized by the EOC Director.
If another person is relieving you, ensure they are thoroughly briefed before you leave your work station and provide a forwarding phone number where you can be reached.
Clean up your work area.
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GLOSSARY OF TERMS, ACRONYMS & ABBREVIATIONS
Agency Representative(s)
An individual or group of individuals assigned to an incident from an assisting or cooperating agency. The Agency Representative reports to the Incident Liaison Officer.
Amateur Radio Emergency Service (ARES)
A regional network of amateur radio operators, licensed by the Federal Communications Commission. Similar to the Federal Radio Amateur Civil Emergency Services (RACES).
American Red Cross
A quasi-governmental agency dedicated and directly responsible for relief of suffering and welfare activities during war and disaster. The ARC operates under a congressional charter and is supported by the people.
Base
A geographical site designated as the primary distribution point for coordination and administration of incident logistics.
Base Manager
The individual responsible for control and coordination of activities at the base. Reports to the Logistics Section Chief.
Blizzard
A winter storm combining cold air, heavy snows, and strong winds that blow the snow about and may reduce visibility to only a few yards.
Blizzard Warning
An advisory issued by the National Weather Service when considerable snow and winds of 35 miles per hour or more are expected.
Branch Director
The individual responsible for a major segment of geographical/functional operations. The branch level is between a Section and a Division/Group.
Casualty
A person injured and needing treatment or killed because of man-made or natural disaster.
Catastrophic Incident
Any natural or manmade incident that results in an extraordinary level of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale and/or government functions. A catastrophic event could result in sustained national impacts over a prolonged period of time; almost immediately exceeds resources normally available to state, local, tribal and private sector authorities; and significantly interrupts governmental operations and emergency services to such an extent that national security could be threatened. All catastrophic incidents are incidents of national significance.
City Attorney
The Chief Legal Officer of the City of Loveland who serves as a member of the Command Support Staff and advises the Incident Commander and the EMT on all legal matters pertaining to an emergency incident for which the EOC has been activated.
City Council
The legislative body of the City of Loveland composed of nine members including a Mayor and Mayor Pro-Tem. The City Council is responsible for enacting City ordinances, appropriating funds to conduct City business, and providing policy direction to the City Staff.
City Manager
The Chief Executive Officer of the City of Loveland who serves as the Incident Command during city disasters.
Civil Air Patrol (CAP)
An auxiliary of the U.S. Air Force that has volunteered its services to conduct various emergency services missions. These missions are mainly the use of light aircraft in search and rescue, civil defense and disaster relief operations.
Civil Defense (CD)
All activities and measures taken by government (local, state and federal) before, during, and after natural or man-made disasters to deal with the emergency conditions.
Colorado Crime Information Center (CCIC)
A computer system with terminals in most law enforcement and communication agencies in Colorado as well as the State Emergency Operations Center. It is used primarily for law enforcement functions, but one of its secondary uses is as a part of the warning and communications system for disaster emergencies. It is connected to the National Crime Information Center (NCIC).
Colorado Division of Emergency Management (CDEM)
The branch of state government under the Department of Local Affairs, which is responsible for the Comprehensive Emergency Management Program for the State of Colorado. CDEM is formerly known as the Colorado Division of Disaster Emergency Services.
Colorado Law Enforcement Emergency Radio (CLEER)
The common radio frequency used in Colorado for coordination of law enforcement and other emergencies.
Command Post
A generic term given to the area or vehicle that provides field personnel a physical location from which to give on-site direction, information, coordination and communication.
Command Staff
The Incident Commander (City Manager) and his/her Support and Policy Staff. Command Support Staff includes: Legal, Liaison and Information Officers. The Command Policy Staff includes: Mayor, Deputy City Manager, Fire Chief, Police Chief, Director of Community Services and the Department with primary control responsibilities.
Comprehensive Emergency Management (CEM)
An integrated approach to the management of emergency programs and activities for all four emergency phases (mitigation, preparedness, response, and recovery), for all types of emergencies and disasters (natural and man-made), and for all levels of government (local, state, and federal) and the private sector.
Contamination, Radiological
The deposit of radioactive material on the surfaces of structures, areas, objects or personnel following a nuclear explosion or accident.
Continuity of Government or Line of Succession
A pre-designated assignment of qualified individuals to fill for key officials in their absence.
Damage Assessment
The appraisal or determination of the actual effects resulting from man-made or natural disasters.
Damage Assessment Group / Team
A group designated with the primary responsibility of assessing the scope and effect of physical damages to the City infrastructure and the local community and providing SITSTAT reports to the Plans Section.
Damage Survey Report (DSR)
A comprehensive engineering report prepared by a federal-state-local team that outlines the scope of work and estimated cost of repairs at each site of damage that has occurred as a result of disaster.
Decontamination, Radiological
The reduction or removal of the health hazard resulting from contaminated materials. This may be accomplished by: