Chatham County Health Department Hurricane Annex ?· Chatham County Health Department Hurricane Annex…

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  • Chatham County Health Department

    Hurricane Annex (under revision)


    Emergency Operations Plan

    March 21, 2008


    Chapter Title Page




    Authority/Signature Sheet

    1 County Health Emergency Assistance and Resource Team (CHEART)

    2 County Emergency Operations Center

    3 Notification/Call Down List

    4 Evacuation/Re-Entry

    5 Operations

    Department Preparedness Annexes (PA)

    PA-1 Accounting

    PA-2 Administration

    PA-3 Not Used

    PA-4 Environmental Health

    PA-5 Facilities

    PA-6 HIV

    PA-7 Laboratory

    PA-8 Pharmacy

    PA-9 Nursing

    PA-10 Chest Clinic

    PA-11 Fast Track

    PA-12 Triage Lab

    PA-13 Health Check

    - Eisenhower Clinic

    - Midtown Clinic

    PA-14 General Clinic (Eisenhower Clinic)

    PA-15 Records

    - Eisenhower Clinic

    - Midtown Clinic

    PA-16 Adult Health (Midtown Clinic)

    PA-17 WIC

    - Eisenhower Clinic

    - Midtown Clinic

    - Tuttle Clinic (HAAF)

    PA-18 DFCS

    PA-19 Procurement

    PA-20 Public Information

    PA-21 Management Information Services

    PA-22 Vital Records

    Supporting Annexes (SA)

    SA-1 National Incident Management System (see EOP in separate binder)

    SA-2 Resources (see EOP in separate binder)

    SA-3 Supporting Agencies (see EOP in separate binder

    SA-4 Disease Fact Sheets ( see EOP in separate binder

    SA-5 Web EOC

    SA-6 Call Down List


    In Webster's Ninth New Collegiate Dictionary emergency is defined as "an unforeseencombination of circumstances or the resulting state that calls for immediate action" or"an urgent need for assistance or relief".

    Emergencies can be categorized according to size, type, or cause. All require animmediate, organized, effective response. Natural disasters are usually large in sizeand affect many people and large geographical areas. These include hurricanes,floods, tornadoes, ice storms, forest fires, and earthquakes. Man-made disasters areusually localized in nature but can also include large numbers of victims with severe orfatal injuries. They can further be classified as accidental such as train wreck, industrialfires, chemical spills, and airplane crashes or intentional such as terrorist bombing,arson, mob violence, or acts of war.

    The Health Department is responsible for providing public health services necessary toprevent or control diseases in the community that are related to the emergency and toassure the best quality of life possible until the emergency is over and normal conditionshave returned. These responsibilities include sanitation services such as food safety,water supplies, insect and rodent control, and emergency medical services. Nursingservices include, staffing emergency shelter, first aid, immunizations, and othermedically related programs such as children's medical service, family planning, and HIVclinics. Laboratory services include testing water samples, diagnostic tests, andcoordination with other labs for specialized testing. Administrative activities will supportall functions and provide necessary supplies and equipment to meet the Department'sresponsibilities.

    This plan addresses the activities of all programs in an emergency situation. It isrecognized that every emergency is different requiring employees to be flexible, openminded, and innovative. Many of the activities described below are applicableregardless of the cause of the emergency and can be site adapted to respond to theneeds of the victims.

    This plan will be implemented at the direction of the Incident Commander or his/herDesignee.

    If there is advanced warning of an impending catastrophe the staff will be notifiedimmediately and every effort will be made to assist them in assuring the safety of theirfamilies and the protection of their property. They will, however, be expected to complywith the plan and report to their duty station at the time scheduled. Failure to do socould lead to disciplinary action.

    This plan supersedes any previously published plan.


    The ability to effectively meet the needs of the people in our county or district in theaftermath of a major disaster is dependent upon the quality of planning done prior to theevent.

    In order to prepare a plan that will enable the Health Department to function in a mannerthat fulfills its obligation to protect the health of the victims and the people that havecome to assist in the recovery effort, all facets of public health must be considered.

    Immediately after a disaster the focus of activities shifts from those that are long termedin results such as chronic disease control and family planning to those that meet animmediate need such as safe food and water, shelter from the elements, prevention ofepidemic types of communicable diseases, and maintenance of ongoing medicaltreatment.

    The Emergency Response Plan anticipates the types of disasters most likely to occur inour area, the types of damages they would produce, the impact upon the residents, andthe resources required to meet their needs. Much of our planning will be applicable tomore than one type of event. For example, both hurricanes and ice storms producepower outages over large geographical areas and call for similar response activities.

    Activities that we have become accustomed to and consider routine suddenly become amajor challenge. Among these are maintaining safe food supplies and food serviceoperations, water supplies, insect and vector control, sewage disposal, and rabiescontrol. We must determine which activities are most important, predict the constraintsimposed by the disaster, determine the appropriate response, identify the resourcesneeded, and locate a source that can supply these resources quickly or stockpile thembefore the disaster occurs.

    In the following pages we will find suggested protocols, policies, and activities alongwith the forms that can be used to record actions and manage our response. Theyprovide us with a foundation upon which we can build an emergency response plan thatis realistic and allows our agency to respond in an effective manner. This plan serves asa guide for all employees in continuing to provide the best possible public healthservices prior to, during and after any emergency situation in the Chatham County.


    This plan applies to all employees of the Chatham County Board of Health, and all theemployees of the Coastal Health District and State of Georgia Division of Public Healthemployees that work in Chatham County.


    In adopting the National Incident Management System, CCHD adopted thecorresponding Incident Command Forms. In a declared disaster, it is necessary todocument costs in order to obtain reimbursement from the Federal EmergencyManagement Agency. FEMA forms and documentation procedures will supersede theuse of local department documentation when indicated. This will be done through theuse of several reports such as time sheets, mileage reports, expenditure reports, anddamage reports. FEMA documents are located in Appendix 1 of the EmergencyOperations Plan.


    Accurate time sheets should be kept on/by each employee that participates inemergency response activities. This should be done from the onset of actualpreparation, evacuation, if needed, response, mitigation, and recovery even though adisaster might not have occurred or an official declaration has not been issued. As theevent unfolds a declaration may be issued later. Even if a declaration is not issuedthese documents will provide information necessary to give employees credit for timeworked which might qualify for compensatory time.


    This log should be completed at the time a call is completed or message sent. It willallow staff to know what information has been given to whom. It offers a line ofcontinuity in operations by enabling on duty personnel to have knowledge of informationupon which decisions were made and actions take. Incoming messages should beshown in the log giving the time received and identifying the sender. If a writtenmessage is received it should be logged in showing the time it was received, numberedfor identification and placed in a readily accessible file for future reference.


    At the end of each shift a status report should be completed by the employee in chargeof each job site. It should include information on significant actions or events thatoccurred on shift ending. It should also give current status of ongoing activities,problems, personnel, needs, activities planned for the next shift, and possible problems.Report must be signed by the originator with date and time. Original will be sent to thesupervisor and a copy kept on the site for future reference.


    An cost recovery expenditure report must be filled out to reflect any costs incurred inresponding to the emergency situation. This will include materials and suppliespurchased through emergency purchase orders, prearranged contracts for emergency

  • supplies, and through petty cash. Report will indicated the item purchased, supplier,cost if the item, program purchasing it, and the employee authorizing or making thepurchase. All purchases should be made through the Procurement/Accountingoffice for proper cost accounting and tracking. The use of supplies that werealready on hand should be reported also in order that their cost can be recovered topurchase replacement supplies.


    This plan was developed under the authority of the State of Georgia and Department ofHuman Resources Disaster Plans developed pursuant to an Executive Order of theGovernor dated February 8, 1978 and emended April 5, 1979. It is a part of theChatham County Emergency Management Agency (formerly Civil Defense) Emergencyand Disaster Operation Plan established in 1975 and updated annually through acontractual letter of agreement.

    ____________________________Diane Weems, M.D.

    Interim Administrator


    County Health Emergency Assistance and Resource Team (CHEART)

    Under Presidential Directive 08, all Chatham County Health Department (CCHD)personnel are considered First Responders. What this means is that all employees,regardless of department or responsibility, will be needed to restore critical services tothe County during and/or immediately following a disaster or medical emergency. Thedisaster management arm of our First Responder team is the County Health EmergencyAssistance and Resource Team (CHEART).

    This team will be responsible for annually reviewing the Emergency Response Plan andupdating it as necessary, planning, training and conducting emergency responseactivities including on site evacuations and fire drills. The review process will includeassurance that all agreements with other agencies and suppliers are current andrecognized by both parties.

    The review process will be completed by June 1 of each year with a written notice to theHealth Director that it has been completed as scheduled.

    The County Health Emergency Assistance and Resource Team (CHEART) is themanagement team responsible to address both emergency and non-emergencysituations within the County and are identified as follows:

    Interim Administrator/ Chief Medical Officer (CMO) Diane Z. Weems M.D.County Emergency Coordinator (CEC) Jim Phillips (1st alternateCounty Environmental Health Duty Officer (CEHDO) Chris Rustin (2nd alternate)County Administrative Services Duty Officer (CASDO) Brent JordanCounty Medical Services Duty Officer (CMSDO) Cathy Schmid (3rd alternate)District Public Information Duty Officer (DPIDO) Sally Silberman

    Other personnel or agencies may be added when appropriate to comply with NIMS.These could include:

    County Vital Records Duty Officer (CVRDO) Myron BurkeCounty Laboratory Duty Officer (CLDO) Debbie LeslieCounty Procurement Duty Officer (CPDO) Wanda HillCounty Pharmacy Duty Officer (CFDO) Elizabeth BrandauCounty Mental Health Duty Officer (CMHDO To be determined

    CHEART responsibilities are outlined in the CCHD Emergency Operations Plan (EOP)


    County Emergency Operations Centers

    There are three separate Emergency Operations Centers (EOC) that may be in use.

    1. CHEART EOC for County Health Department ESF 8 operations and;2. Chatham County Emergency Management Agency EOC (CEMA EOC).3. District Operations Center (DOC)


    CHEART EOC has responsibility to coordinate Health Department ESF 8 Operationsinternally in accordance with the CCHD Emergency Operations Plan. This EOC can beused for HD operations when activated and will serve as the ESF 8 arm for the CEMAEOC. This EOC is temporarily located in the 1st Floor of the Happy Franklin Bldg at 24Oglethorpe Professional Blvd. Savannah, Ga.

    Chatham Emergency Management Agency (CEMA) ESF 8 Desk

    Chatham County Health Department is responsible to coordinate ESF 8 under theCounty Emergency Operations Plan. A "Public Health Desk" is established in theChatham County Emergency Operations Center (EOC) and will be staffed from the timethe center is activated until such time as the EOC can return to normal operations.

    The following staffing pattern will be used:

    1. Activation of the EOC or thirty six hours (36 hrs.) before landfall, oneperson.

    2. Twenty four hours (24 hrs.) before landfall, two people.

    3. Twelve hours (12 hrs.) before landfall through twenty four hours (24 hrs.)after landfall, three people.

    4. Twenty four hours (24 hrs.) after landfall, two people or more as neededfor continuous staffing (24 hrs.) and then adjust staffing to meet needs.

    The County Emergency Coordinator (CEC) and Environmental Health (EH) staff ischarged with managing the EOC during activations. The CEC will determine work shiftsbased on available staff. Staffing for the EOC is not limited to EH staff. CEC will reportto the EOC at its opening and brief the Incident Commander and establish liaison withthe District Operations Center (DOC) as needed.

    Annual training is provided ESF 8 members by CEMA to maintain efficiency with newtechnology and operations as they evolve.

  • Communications are maintained between ESF 8 and the District Operations Center(DOC) via 800 MHz radios, Southern Linc Radios, Hard-line phones, Cell-phones, Emailand Fax. WebEOC emergency management software is used for online incidentmanagement.

    CEMA EOC location is incident specific:

    For Hurricanes Chatham County Metropolitan Police Department Annex onChatham Pkwy.

    All Other incidents CEMA Headquarters at 121 Bull St.

    District Emergency Operations Center (DOC)

    This command center is located at Ebenezer Retreat in Effingham County forhurricanes and has responsibility to coordinate district emergency operations and serveas liaison between the county and state emergency operation centers. The DOC istypically staffed with DHEART or District members.



    The County Emergency Coordinator (CEC) or County Administrator will be notified of anemergency by the Chatham County Emergency Management Agency, the District orany other first responder agency and wil...


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