South Puget Sound Community College Emergency Operations Plan Annex E TRANSPORTATION

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1 I. PURPOSE II. South Puget Sound Community College Emergency Operations Plan Annex E TRANSPORTATION The Transportation Annex covers responsibilities and procedures for ensuring effective utilization of available transportation resources, particularly when either the South Puget Sound Community College Emergency Operations Center (EOC) and / or the City of Olympia EOC is activated in response to natural disasters and other emergencies. SITUATION AND ASSUMPTIONS A. Emergency / Disaster Conditions and Hazards 1. South Puget Sound Community College (SPSCC) is subject to a variety of emergency or disaster events that may require coordination of transportation needs of faculty, staff, and students, in addition to the surrounding area. 2. The sudden and unexpected nature of a catastrophic event or emergency may result in numerous requests from all areas of the College for services required to save lives, protect property, and preserve the environment. 3. Transportation infrastructure may sustain significant damage in a disaster. The damage, dependent upon the transportation network, will influence the means and accessibility level for relief services and supplies. 4. In an emergency situation, the transportation of people, equipment, and supplies may have to be facilitated or restricted from areas at risk and in support of response and recovery activities. We have the ultimate responsibility for arranging for or providing the transportation needed to support emergency operations. 5. Our transportation equipment and that of private transportation companies may sustain damage during emergency situations and trained equipment operators may become disaster victims, limiting the means available to transport people and relief equipment and supplies. 6. Transportation infrastructure, such as roads, bridges, and railroads, may sustain damage during emergency situations, making it difficult to use some of the transportation assets that are available. 7. Disaster response which requires transportation capacity may be difficult to coordinate effectively during the immediate post-disaster period. March

2 8. Conditions following the event will necessitate the careful consideration of sites for establishing staging areas, shelters, assistance centers, alternate operations centers, and the Emergency Operations Center (EOC). B. Planning Assumptions 1. The Incident Commander will focus on coordinating lifesavings activities concurrent with reestablishing control of the affected area. 2. An emergency or disaster may disrupt college services. 3. Initial reports of damage will be fragmented, providing an incomplete picture on the extent of damage to transportation infrastructure. 4. All college owned vehicles (not otherwise involved in the emergency response) will be available for use. 5. In coordinating the use of transportation resources, qualified drivers must be included in the arrangements. 6. If people must be evacuated or relocated, the primary mode of transportation for most people will be personal vehicles. However, transportation must be provided for people who do not have vehicles. 7. If the college is unable to obtain transportation services from commercial providers, the college may rent or least transportation equipment to provide required transportation. 8. Needs beyond the capability of the College will necessitate the activation of and coordination with the local City of Olympia EOC (located at Olympia Fire Department). 9. Large scale regional incidents, emergencies, or disasters may require the activation of and coordination with the Thurston County EOC and / or the State EOC. III. CONCEPTS OF OPERATIONS There are several factors which must be considered when planning for mass transportation during an emergency or disaster. Among these are the characteristics of the hazard or threat itself including the amount of widespread damage in the local community and the damage to transportation infrastructure. In addition, it should be concluded that any need for mass transportation would have to be coordinated with other public agencies and businesses in order to transport people in a timely and efficient manner. A. General 1. Transportation Requirement. When carrying out emergency transportation activities, immediate needs must be considered first, followed by continuing requirements. Immediate transportation needs normally involve the evacuation March

3 of people, including residents of special facilities, from risk areas. Continuing transportation needs typically involve the movement of relief supplies, equipment, and emergency workers during response and recovery operations. 2. Passenger Transportation. Where possible, emergency passenger transportation requirements will be satisfied with the following resources: a. Voluntary use of personal vehicles b. b. School/College vehicles/buses c. c. City and/or County-owned vehicles d. d. Leased or rented buses e. e. Passenger vehicles provided by other jurisdictions pursuant to interlocal agreements f. f. Donated transportation equipment or services g. g. Municipal or rural transit system buses h. h. State-owned or contracted vehicles 3. The need for mass transit from the college campus may require the activation of and coordination with the Olympia EOC or Thurston County EOC. a. Thurston County will provide emergency transportation as part of its emergency operations plan, within its capability, in an emergency/disaster. If transportation requirements exceed the capabilities of the County, other public and private sources shall be utilized as a secondary transportation means. i. The Director of Intercity Transit shall serve as transportation supervisors in disasters in accordance with the Thurston County EOC Plan. Intercity Transit will coordinate the emergency transport of people, coordinate transportation availability and use with applicable public and private resource providers, and will send a representative to the EOC to serve as transportation supervisor upon request of the DEM/ EOC. The Transportation Supervisor will coordinate with the local school district transportation supervisor for the provision of District transportation assets to assist in meeting emergency transportation needs in accordance with the Thurston County EOC plan. The Transportation Supervisor (TS) will notify appropriate agencies of the potential need for emergency transportation and request vehicles as necessary. The TS will assign resources and provide record keeping of expenses incurred under March

4 emergency conditions, and arrange for any emergency fuel sources and vehicle maintenance. IV. ii. If local capabilities are exceeded in meeting transportation needs, Thurston County EOC may request assistance from the State or FEMA. 4. State Emergency Management a. Coordinate state and federal response for transportation assistance when requested by local government. 5. The federal government, under the National Response Framework (NRF) and the National Security Emergency Preparedness procedures, may, through the Federal Emergency Management Agency (FEMA), provide temporary assistance to state and/or local jurisdictions prior to, during, and after an emergency or disaster. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES A. SPSCC Organization 1. College President / Vice Presidents a. Monitors the emergency response during disaster situations and provides policy direction where appropriate. b. With the assistance of the Public Information Officer, keep the public informed during emergency situations. c. Request assistance from other local governments or the State when necessary. d. Direct activation of the College EOC (located in the Boardroom in Building 25 of the main campus 2011 Mottman Road SW, Olympia, WA 98512). 2. Vice President Planning, Effectiveness, and Operations is responsible as the Incident Commander for: a. ICS - EOC Interface i. Coordinate the operational response of local emergency services. ii. Coordinate activation of the EOC and supervise its operation. b. The incident commander designates Section Chiefs (Operations, Planning, Logistics, Admin/Finance) c. See Attachment 1 of the College Emergency Operations Plan for the SPSCC ICS Organizational Chart March

5 d. Requires the appropriate Section Chiefs to report to the EOC when notified of an emergency situation 3. Director of Security a. Serve as the Deputy Commander / Safety Officer. b. Activate the EOC when required. 4. Director of Auxiliary Services a. Serve as Logistics Section Chief. b. When notified of an emergency situation reports to the EOC. c. Coordinates public information with the PIO as needed. d. Manages the Food, Supply, Medical, Facilities, and Communications Unit. 5. Campus Security a. Operational considerations include: i. Provide a rapid warning to the campus community of hazards or dangers. ii. iii. iv. Determine who needs to be warned. Clarify the message that will be given out. If the message deals with evacuation from an area: o BE SPECIFIC WHERE YOU WANT PEOPLE TO GO. o Determine the method for giving the warning, (In person, by going to specific locations, etc.). Assist with clearing and closing buildings following an evacuation. Evacuate people from potential or existing danger. Work with responding law enforcement to develop a traffic control plan. v. Close off areas and controlling access (limited or no access). vi. Determine the type of control of persons and vehicles into and out of the area. NO ACCESS o All people will be prohibited from entering the closed area. LIMITED ACCESS o Direct the placement of barricades, traffic control devices, and signs. March

6 o Establish an entry system. 6. Buildings and Grounds Supervisor o Establish and staff control points. o Coordinates with the Evacuation Coordinators. o Allows persons into closed area according to criteria established by Operations Chief. Persons entering must abide by the policies established in order to gain entry. o Authorized personnel, i.e., campus, local, state, or federal personnel performing emergency work will be permitted entry. Media representatives will be allowed access on a controlled basis. a. Serves as the College Operations Section Chief i. The Operations Section is responsible for coordinating all operations in support of the emergency response and implementation of the action plan(s) including evacuation plans. This section includes the response teams, which are teams working toward reduction of the immediate hazard and establishing situation control and the restoration of normal conditions. b. Access Control Actions i. Direct staff to cordon off unsafe areas, secures facilities, and control access where there is damage. Have utilities shut down, if presenting a possible hazard. ii. iii. iv. Ensure traffic control is established to provide access for emergency vehicles. Direct the establishment and control of on-campus evacuation reception areas. Respond to requests to re-enter buildings, coordinate with the INCIDENT COMMANDER. 7. Public Information Officer (PIO) a. Disseminates the following types of instructional materials and information: i. Identification of the specific messages and information to be released. ii. iii. Location of mass care facilities outside of the affected area. Keep general public informed on activities and the specific actions they should take. March

7 iv. Participate in JIS/JIC 8. Administration / Finance Section Chief a. Meet with assisting and cooperating agencies, as required, to determine any cost-share agreements or financial obligation. b. Coordinate with all cooperating agencies and specifically administrative personnel in hosting agency. c. Initiate, maintain, and ensure completeness of documentation needed to support claims for emergency funds, including auditing and documenting labor, equipment, materials, and services. d. Initiate, maintain, and ensure completeness of documentation needed to support claims for injury and property damage. e. Ensure that all personnel time records reflect incident activity and that records for non-agency personnel are transmitted to home agency or department according to policy. f. Ensure that all obligation documents initiated by the incident are properly prepared and completed. 9. Transportation Officer a. Identify available transportation resources (see Annex M, Resource Management) and maintain a transportation resource contact list. b. Coordinate with schools, other public agencies. and businesses regarding emergency use of their transportation assets and develop appropriate agreements and procedures for notifying appropriate officials of emergency situations. c. Coordinate with local public transportation authorities and commercial transportation providers to establish procedures for providing transportation resources during emergency situations. d. Coordinate with other emergency services to identify and prioritize requirements for transportation of supplies, equipment, materials, and passengers necessary for response and recovery operations. e. Coordinate with special facilities to determine their requirements for specialized transportation support during emergencies and the arrangements the facilities have made to provide such support. f. Coordinate public transportation support for mass evacuations. g. Coordinate with the Sheriff and/or Police Chief(s) on evacuation routes and the location of transportation pickup points and staging areas. March

8 h. Coordinate, with local public transportation authority, pickup points and times for citizens requiring public transportation. i. Provide the Public Information Officer timely information on emergency transportation arrangements that can be disseminated to the public. j. Coordinate with the Shelter Officer for passenger and cargo transportation to support shelter and mass care operations. B. Tasked Organizations 1. City of Lacey (Fire and Police for Hawks Prairie Campus) a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. 2. City of Olympia (Fire and Police) a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. b. Communication needs beyond the capability of the College EOC will necessitate the activation of and coordination with the City of Olympia EOC (located at Olympia Fire Department headquarters 100 Eastside Street NE Olympia, WA Phone: , , , FAX ) or by radio Olympia EOC a. Coordinate regional response for the greater Olympia area. b. Act as a JOC / JIC. 4. Thurston County a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. March

9 5. Intercity Transit a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. 6. Olympia School District a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. 7. Washington State Military Department Emergency Management Division a. Provides support as provided in the State CEMP. b. Activate State EOC. c. Coordinate State response for the emergency / disaster. d. Act as a JOC / JIC. 8. Other agencies of WA State Government a. Provides telecommunications and information systems staff and system/equipment assistance, as available and in accordance with the agencies primary mission. 9. US Government a. The federal government, under the National Response Framework (NRF) and the National Security Emergency Preparedness procedures may, through the Federal Emergency Management Agency (FEMA), provide temporary emergency assistance to state and/or local jurisdictions prior to or during an emergency or disaster. V. ADMINISTRATION AND LOGISTICS This Section addresses the support requirements of the transportation function. A. Administration specific areas include: 1. Records and reports associated with tracking the status of transport activities and where any evacuees were moved, either in a safe location away from the hazard or in a mass care facility. 2. The College EOC will utilize the appropriate ICS forms to record and report incidents, emergencies, and disasters which required mass transportation. March

10 3. College EOC records will be maintained by the Campus Security Department. 4. Transportation expenditure statements will be sent to the Admin/Finance Section Chief. 5. Expense records will be maintained in accordance with college policy and State law. B. Logistics 1. SPSCC has a participatory agreement with the Public Schools Emergency Communications System (commonly referred to as schoolreport) to post emergency information regarding incidents, emergencies, transportation messages related to emergencies, and class cancellations or school closures on their web page 2. SPSCC has a contract with OmniAlert (commonly referred to as e2campus) to send emergency messages and information regarding incidents, emergencies, transportation messages related to emergencies, and class cancellations or school closures via their web page 3. SPSCC coordinated SPSCC class cancellations or school closures with the transportation directors for Olympia, Tumwater, and North Thurston School Districts. VI. VII. PLAN DEVELOPMENT AND MAINTENANCE This section identifies and details the responsibility for coordinating revisions of this annex, keeping its attachments current, and ensuring that the SOP s and other necessary documents are developed. A. Director of Security 1. The Director of Campus Security is charged with the development, revision, and maintenance of the Emergency Operations Plan and the annex s to it (including this annex). 2. The EOP will be examined and if necessary revised or updated at least every five years with changes and dates noted on the appropriate change page. 3. The Director of Security will seek input from the appropriate Deans, Directors, and college personnel in keeping the information in the EOP and its annex s current. B. President, VP s 1. The College President and the Vice Presidents are responsible for approval and promulgation of the SPSCC EOP. AUTHORITIES AND REFERENCES A. Chapter RCW March

11 B. Title 132S WAC C. Washington State CEMP, March 2003 D. Guide for All-Hazard Emergency Operations Planning, FEMA, September 1996 E. National Response Framework, US Dept of Homeland Security, January 2008 F. ICS forms, FEMA web site, G. SPSCC College Handbook, October 2007 H. SPSCC Campus Security Handbook, March 2008 March

12 Attachment 1 Policy Group President & Vice Presidents Incident Commander Nancy McKinney (Lonnie Hatman) Safety Officer Lonnie Hatman (Mike McCloskey) Liaison Officer Penny Koal Sheila Emery Public information Officer Kellie Braseth (Eldo DeLong) Operations Section Chief Vernon Stehr Planning Section Chief Logistics Section Chief Bryce Winkleman Admin/Finance Section Chief (Mary An Schmidt) Rescue Group Medical Group Resource unit Demobilization Unit Food Unit Supply Unit Compensations & Claims Unit Procurement Unit Rapid Response Group Documentation Unit Technical Specialists Medical Unit Communications Unit Cost Unit Time Unit Situation Unit Facilities Unit Ground Support Unit SPSCC ICS Organization Chart March

13 March

14 Attachment 2 Status Card March

15 Attachment 3 Unit Log UNIT LOG 1. Incident Name 2. Date Prepared 3. Time Prepared 4. Unit Name/Designators 5. Unit Leader (Name and Position) 6. Operational Period 7. Personnel Roster Assigned Name ICS Position Home Base 8. Activity Log Time Major Events 9. Prepared by (Name and Position) March

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