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Chatham County Health Department

Hurricane Annex (under revision)

To

Emergency Operations Plan

March 21, 2008

TABLE of CONTENTS

Chapter Title Page

Introduction

Purpose

Applicability

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

INTRODUCTION

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.

PURPOSE:

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.

APPLICABILITY:

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.

REPORTS

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.

TIME SHEETS

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.

COMMUNICATIONS LOG

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.

STATUS REPORT

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.

COST RECOVERY EXPENDITURE REPORTS

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.

AUTHORITY:

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

CHAPTER 1

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)

CHAPTER 2

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

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.

CHAPTER 3

NOTIFICATION/CALL DOWN

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 will assume Command. At that time, the CEC willnotify the Incident Commander (DHD) and the District Emergency Coordinator (DEC) ofthe situation if not already aware.

The CEC may call a meeting of the CHEART for any emergency. This meeting will takeplace as soon as possible after notification is received utilizing members that can attendwith the remainder being notified of the incident. At this meeting the situation will beanalyzed and the appropriate response determined. If necessary the EmergencyResponse Plan will be activated.

Once the Emergency Operations Plan has been activated and the DEC notified, theDEC may notify the Division of Public Health of the emergency, indicate what localaction is being taken, and request assistance if needed.

Once the emergency has been determined the CHEART may initiate the staff call-downprocedure (procedure can be found in the EOP) with all employees being contactedquickly to disseminate the emergency message or verify their response assignment andreporting time.

Once the call-down has been initiated, it is the responsibility of each supervisor to verifythe availability of their staff. It is imperative that this be done in order that all staffmembers can be informed as to the situation and take the appropriate emergencyactions indicated.

If the CEC or CA is unavailable, when notification of an emergency is received, theauthority to act will move to the next listed staff member immediately available in thefollowing order.

1. Jim Phillips (County Emergency Coordinator).2. Diane Weems (Interim County Administrator)3. Chris Rustin (EH Manager)4. Cathy Schmid (County Nurse Manager)

Command will be assumed by the first staff person notified of the incident. Commandwill be maintained by that person until he/she is relieved of Command. In the event anamed Incident Commander is (*) unavailable, the above list will be used to identify anIncident Commander.

There must be an Incident Commander in charge at all times and he/she will haveauthority to conduct all activities to manage the incident. The Health DepartmentMedical Duty Officer (MDO) will make all medical related command judgments.

* Unavailable shall mean that the person cannot be contacted within fifteen minutes.

CHAPTER 4

Evacuation and Re-Entry Procedures

In the event of a predicted emergency such as a hurricane or flood every effort will bemade to enable employees to take necessary action to ensure the safety of theirfamilies and the protection of their property. All employees are essential todepartmental operations in times of crisis but specific Critical Workforce (CWF)personnel have been identified and have specific responsibilities to the Department. Allemployees should have developed and implemented a dependent evacuation plan priorto the onset of the emergency. Preplanning for your family’s welfare is critical to thewellbeing of our workforce. (see Critical Workforce Plan Appendix)

All employees should make necessary plans to secure their property in advance andacquire any materials needed such as plywood, nails and screws before hand in orderto assure their availability and allow time to take the protective action indicated.

Until an announcement has been made, all employees will be expected to report forduty as usual unless they have been assigned to a special task directly related to theexpected emergency.

Employees on annual leave may be directed to cancel leave and report to theirsupervisor for instructions. If the employee is needed to meet the Department'scommitments in this plan, annual leave will be canceled and the employee should reportfor duty as directed.

Should a disaster occur during non working hours, a weekend or holiday, employeesshould stay tuned to local radio and television stations for information about officeclosing. This information can also be obtained by calling, (888) 235-8414, for arecorded message. This recording will be the current status of the Department and willbe updated as needed. It will take precedent over information that might be broadcastover the radio or TV stations, since the last press release. Employees may expect toreceive notification using the emergency call-down procedures.

After an event such as a hurricane or tornado information will be released to the mediaon operational status and placed on the recorded message system mentioned above.

It is the employee's responsibility to obtain the correct information on theoperating status of the Department.

If a county-wide evacuation is ordered the re-entry process will be as follows:

The Effingham County Health Department will serve as the staging point for resumptionof activities within Chatham County. If the above mentioned voice mail number is not inservice, all employees that are not actively serving in the recovery should report bytelephone to that facility as soon as possible to receive assignments.

The telephone number for Effingham County Health Department is (912) 754-6484

Map, directions, and telephone numbers are provided in the Employee Information

Packet.

Employees returning after a county wide evacuation should bring clothing, medicine,and personal items necessary for five days when they report to the staging center.

At this point in time the condition of employee's homes will not be known and housingwill not be available at the staging center. Families should remain in the host countyshelters or with friends or relatives until such time it will be safe for them to return totheir homes.

Entry into the damaged areas will be restricted to those providing critical services andproper identification will be required to gain entry.

BUILDING CLOSURES AND ADMINISTRATIVE LEAVE:

The Chairman of the Chatham County Commission, with advice from the EmergencyManagement Agency, is responsible for ordering an evacuation in the event of animpending disaster.

In the event of an ordered evacuation of the entire county, the Incident Commander orDesignee, will, in consultation with the Chatham Emergency Management Agency,authorize Health Department employees to evacuate.

Administrative/Disaster leave is not automatic. If you evacuate your worksite orworkstation without proper authorization you risk disciplinary action.

Building closures and employee disaster leave will be authorized only when conditionsare severe or where normal operations are significantly interrupted. If hazardousconditions develop during non-working hours employees should monitor local TVchannels and radio stations for instructions on reporting to work. This information canbe obtained by calling (888) 235-8414 and listening to a recorded message. It is theemployee responsibility to stay informed of current and changing events. A call-downmay also be used to disseminate emergency information.

Chapter 5

Operations

This Chatham County Health Department Hurricane Plan is modeled after the Georgia Division of

Public Health Internal Operating Procedures (Final Draft: 1996) and District Internal Operating

Procedures (IOP). The IOPs referred to in this document are intended to be used as a generic

template to manage County Emergency Operations. These IOPs will be used to maintainconsistency between the County EOC and the District Operations Center (DOC).

This EOP addresses primarily Hurricanes but can be adapted for use with any event that may requireevacuation and re-entry procedures.

By direction of the Incident Commander and County Administrator, the Facilities Director is

designated as the County Emergency Coordinator (CEC). The CEC is responsible for seeing thatdisaster preparations are coordinated in accordance with county Internal Operating Procedures

(IOP). District staff will be available to assist as needed. The CEC has responsibilities during all

phases of emergency management, the principal being to coordinate basic County activities underthe EOP.

! The County Emergency Coordinator will serve as the main contact between the CountyHealth Department, the District office and the local Emergency Management Agency. The

CEC may communicate directly with the District Emergency Coordinator (DEC) during any

emergency. In the event the CEC is unavailable, the designated alternate will serve in

this capacity. (see CHEART roster)! The CEC will create the County Health Emergency Assistance and Resource Team

(CHEART) see IOP 2.1.1

! The CEC will also Chair the County ESF 8 group.

The CEC will maintain contacts within the County and will communicate directly with the District

Emergency Coordinator in any emergency. CEC will utilize WebEOC or any other authorizedcommunications medium. The CEC will also coordinate with local EMA representatives on notices to

the public and opening of the County Emergency Operations Center. The CEC will communicate all

matters of urgency to the Incident Commander’s office before any decisions to evacuate are made.

Identified CHEART are:

County Administrative Services Duty Officer (CASDO) – Diane WeemsCounty Emergency Coordinator (CEC) – Jim Phillips) (1st alternate)

County Environmental Health Duty Officer (CEHDO) –Chris Rustin (2nd alternate)

County Medical Services Duty Officer (CMSDO) - Cathy Schmid (3rd alternate)

District Public Information Duty Officer (DPIDO) – Sally Silberman

TERMINOLOGY AND DEFINITIONS:

In the event that a hurricane is expected to make landfall in our area, there are key words that you

should know to help you to understand what is expected before, during, and after the storm.

Hurricane Watch A hurricane watch is issued for an area when there is a threat of

hurricane conditions within 24-36 hours.

Hurricane Warning A hurricane warning is issued when hurricane conditions are expected

in an area within 24 hours or less.

The local EMA bases the actions that they take upon Operating Conditions (Op-Cons), which reflect

various time frames in reference to the storm’s threat. The Coastal Health District Disaster Plan is

also based upon these Op-Cons. Remember, however, that the order to secure your area orevacuate will come from DHD or his designee only.

The Op-Con levels are:

Op-Con 5 – Normal conditions. Disaster Plan updated in May and distributed to Staff.

Op-Con 4 – A hurricane has developed. Local authorities may start evacuation of low lyingareas, medical facilities and nursing homes. (Alert Status) Place all staff on alert; cancel all

leave scheduled for this time.

Op-Con 3 – Hurricane may strike within 24 to 36 hours. (Possible Activation Status) Health

Director will announce time for suspended operations. Secure all clinic sites, up to point of

closure. (Hurricane Watch issued by NWS)

Op-Con 2 – Hurricane will probably strike within 24 hours. (Mandatory Evacuation)

Op-Con 1 – Hurricane will strike within 12 hours.

When a Hurricane Watch is issued, the Incident Commander or his designee will place all Public

Health sites on alert status for suspension of operations or give the order for evacuation. Notices of

closure will be issued to all appropriate media through the District Office. Staff will perform theirduties as outlined in the Disaster Plan and then will be released to take care of needs at home. With

the exception of the Critical Workforce, no staff will be required to stay on duty once a

mandatory evacuation order is given and that order will be given by the Incident Commander.If your duties require that you remain on duty, then make prior arrangements to secure your home.

Staff should maintain communications so that all may re-enter to begin recovery operations once the

gale force winds and incident stability has been achieved. The call for re-entry will be given by theIncident Commander.

The following action should be taken in securing your home and personal items.

Hurricane Watch Check often for official bulletins on radio and TV. Fuel all automobiles.

Stock up on canned foods and non-perishable goods. Check supply of

special medicines. Secure furniture and other loose items outdoors.Board windows; wedge sliding glass doors to prevent their lifting from

their tracks. Obtain tools and materials for emergency repairs.

Hurricane Warning Stay tuned for official bulletins. Board all windows and secure all doors.

Large windows should be braced inside and out. Move valuables toupper floors to avoid water

damage. Bring in pets and all loose lawn items. Fill containers with

several days’ drinking water.

For more Information: http://www.fema.gov/hazards/hurricanes/

If the National Weather Service (NWS) issues a hurricane watch during a weekend or holiday, staff

should tune in to the Weather channel for updates. A County Call-Down may be activated as well.

The CEC or designee will contact the EMA for advisories and be ready to communicate those

notices to the County CHEART and District Office. Each and every staff member is responsible for

knowing the operating status of his/her department/agency. Staff members should also be aware that

they may be contacted after hours and weekends to aid in securing facilities for a disaster response

Reentry/Recovery – All Chatham County HD staff must have their official identification cards with

them to enable them to enter the restricted areas for official duty. All staff must return to duty within

six (6) hours after the Incident Commander or Designee issues the call to reenter evacuated areasto begin recovery operations. It should be understood that family members may not be allowed into

these areas until later. If you evacuated and there was no landfall, you are to report for duty at your

normal work facility by 8 a.m. the day after the storm passes unless told otherwise. In the event of a

hurricane makes landfall in the County, the probability of telephone communication between you andyour supervisor may be non-existent. Re-entry meeting points have been established as the

Effingham County Health Department in Springfield and the alternate site of Walmart Parking Lot in

Rincon. All employees should be aware to the fact that their work facility may not survive the incident.The Employee Assistance Line (1-888-235-8414), a call-down, District Webpage, Groupwise or

Google Mail (GMAIL) as well as WebEOC can be used to disseminate important information to

employees. As soon as a determination is made as to which clinic site will be reopened, you will bemade aware through your reentry point as where to report to work.

Reentry Period: Employees evacuated from the area will report back for duty within six (6)

hours or the nearest daylight hour after the Incident Commander or designeeannouncement that essential personnel are permitted to return to the disaster

area. Notification will come from the Incident Commander and posted on the

Employee Assistance Line or Web Page.

Sheltering-In-Place - Each Health Department facility in the County should have a pre-identified “safe

haven” within each building. The site should have access to potable water, a restroom and a supplyarea. Adequate space should be available to assemble all staff and visitors on-site at the time of the

disaster. Doors to sensitive areas will be locked, HVAC systems secured and windows closed. A

common-sense approach to personal safety and health will be the norm. (See Security and Safety

Annex of the EOP)

Individual Employee Responsibilities - As a member of the County Health Department, you have

certain responsibilities, as defined in this disaster plan. Listed below are task-specific responsibilitiesin case of a hurricane or other disaster event. Additional duties may be assigned by your respective

supervisor.

Securing for Evacuation - County Inserts (See the following Departmental Preparedness Annexes

(PA) in this hurricane annex

Policy for Radio communications during Hurricane Preparation and Response

This policy references the use of communications instruments. The preferred use of communicationsequipment will be hard-line telephone first then, cell phone, Southern Linc, 800 MHz radios (if

available) and Amateur Radio, Email and FAX. 800 MHz radios may be issued to certain staff,

during hurricanes or other emergencies. 800 MHz radios may be available from the Local EMA. Useof radios and the requirements for carrying them will be based upon the Operating Condition (Op-

Con) of the Health Department.

Operating Conditions (Op-Cons)

Op-Con 5 – Normal Conditions No threat.

County staff that have been issued radios, will use the radios at the discretion ofthe CHEART.

Op-Con 4 – A hurricane has developed and there is a potential threat to the area.Selected staff will be required to carry radios. Periodic communications

addressing the potential disaster will be necessary. Random “call downs” or drills

may be issued in order to ensure the working condition of the equipment.

Op-Con 3 – Hurricane may strike within 24-36 hours. (Hurricane Watch issued)

All staff or alternates to whom radios have been issued are required to carry them

during a Hurricane Watch.

Op-Con 2 – Hurricane will probably strike within 24 hours. (Hurricane Warning issued)

Possible mandatory evacuation of non-essential workers order given. All disasterresponse staff that have radios will use radios for disaster communications. It is

recommended that the “ENV and NUR Group Channels” be utilized at this time in

order to alleviate confusion. Times of day will be designated for gathering on the

HD Group Channel”. Where appropriate to disaster planning, each county willreview “staging” areas to which staff will report during re-entry.

Op-Con 1 – Hurricane will strike within 12 hours.All staff will be out of the area, at their assigned duty station, shelter or retreating

to their planned refuge. To the point possible, all staff will maintain contact

through radio communications, telephone or webpage and await instructions fromthe District Operations Center.

Emergency Notification Call-Down Roster

In case of emergency, the person initially notified of the emergency (usually the CEC), will telephone

the person/s listed on this roster. The called person on the roster will then notify their staff and relay

the emergency message. If no answer, call the listed alternate contact person. The last person listed

on the roster will call the first person to indicate the “call down” is complete.

The following pages contain basic operations that apply to every Department’s preparednesslevel based on Operation Conditions (OPCON) system.

The PA section following these pages, contain individual department assignments identifiedas unique to the departments by the Department Directors.

The County Emergency Coordinator (CEC) will coordinate all activities involving evacuationand re-entry preparedness efforts within Chatham County. Efforts include securing orevacuating equipment or records, securing facilities and evacuating the vehicle fleet. It willbe the responsibility of each Department Head to assign responsibility to complete the tasksidentified to evacuate the County or to manage re-entry into the County once the disaster/incident has stabilized.

OPCON 5: (Prior to beginning of the Hurricane season)

All Departments/ all Clinics:1) Review Hurricane Preparedness Plans.2) Review and update Employee assignments3) Review and update Contact/Call-down Roster4) Review and update Refuge information.5) Verify availability of Re-entry meeting facilities.6) Check availability of evacuation supplies, equipment, containers, etc.7) Check serviceability of District ID Badges and require employees to wear at all times.8). Develop copy of the equipment inventory.9). Keep outside areas free of debris that could become missiles.10) Make Digital photo record of office equipment and inventory where necessary to aid

in cost recovery operations.11) Secure plastic bags and duct tape to package computers and other electronic

equipment12) Prepare personal in-home hurricane kits in preparation for storm or evacuation.

Secure your legal documents and important items prior to an actual hurricanewarning. Have bottled water, medications, food items, battery operated radio,flashlight, batteries and other necessary items stored away now so that in the eventof an emergency, you will be prepared.

OPCON 4: (72-36 hours before landfall)

1) Supervisory Staff will receive briefing on the current situation.2) Contact remaining staff and brief them on the current situation using employee call-

down roster.

3) Review assigned duties and responsibilities.4) Secure any department-use vehicles and make sure they are full of fuel.5) Make copies or back-up critical files.

OPCON 3 (24-36 hours before landfall)

1) Responsible person/s-secure computers and place them at the highest point in yourfacility if you don’t evacuate with them.

2) Responsible person/s- make deposits of any receipts not deposited,3) Responsible person/s- secure loose files and equipment. Ensure tapes/CDs are

properly stored, backed up and distributed to employees for evacuation.4) Cancel or reschedule appointments for the affected period.

OPCON 2 (Hurricane will probably make landfall within 24 hours)

1) Review all plans and task for completeness (OPCON 3 & 4)2) Remove all department–use vehicles and equipment to shelter or safe location.3) Begin Shelter-in-Place or evacuate to safe shelter as directed by the Incident

Commander.4) Critical Workforce will evacuate and stage at the Ebeneezer Middle School in

Effingham County and await re-entry instructions. (see County EOP for details)

Op-Con 1

1). If evacuated, remain at your Refuge site and in contact with your supervisor until theRe-entry process begins.

2). Establish contact with your re-entry staging point and follow re-entry directives.

Re-Entry: Once the EMA Director and Incident Commander gives the all-clear for CriticalWorkforce (CWF) to re-enter the area, CWF employees will report to the re-entry stagingpoint at the Effingham County Health Department or the alternate site as indicated.

The assigned PHAST will make entry into the area to determine the nature and scope ofservices needed to re-establish critical public health services. PHAST will report thesefindings to the District Operations Center for action. CWF will make preparations to re-establish services based on the recommendations of the PHAST.

At this point, we should have information to guide us to a suitable location to restore criticalhealth services. This information will be provided by the Local EMA and District OperationsCenter. The CHEART will meet morning and afternoon each day following re-entry to ensurea safe and efficient response by CCHD staff.

All CWF employees will assist in opening the Health Offices. When this is complete,staff will set up operations (location is damage dependent) and start completingassigned tasks.

PA-1

ACCOUNTING, MEDICAID AND PERSONNEL

HURRICANE PREPAREDNESS CHECK LIST

CONDITION 5 - Beginning of Hurricane Season (June 1)

1. Review plans and procedures and make required changes.

2. Maintain inventory of personnel and equipment.

3. Obtain plastic bags for wrapping and securing equipment.

4. Prepare personal hurricane packages at home in preparation forstorm or evacuation. Secure your legal documents and importantitems prior to an actual hurricane warning. Have bottled water,food items, battery operated radio, flashlight, batteries andother necessary items stored away now so that in the event of anemergency, you will be prepared.

CONDITION 4 - Potential Hurricane threat (48-96 hours)

1. Ensure an understanding of emergency assignments.

2. Coordinate support requirements with other offices, such as workorders to maintenance and to MIS office.

3. Begin implementing emergency plans and procedures to secureequipment, office and funds and to take care of personal matters.

CONDITION 3 - Hurricane Watch (36-48 hours)

1. Accounting office complete two full disk backups on tape andlabel the tapes, "ACCOUNTING"/date. Give one to the DataManagement Coordinator, Wanda Hill, for safekeeping at theCandler Hospital vault. The Business Manager will take andsafeguard the other tape. If the Business Manager is notavailable, one of the Accounting Technicians (Faith, Brenda,Joyce) will take and safeguard the backup tapes.

2. Request the MIS office to:* Disconnect the file server and all other computers from themaster ring node and file server.

Accounting, Medicaid or Personnel staff members will not attemptto do this.

3. The Accounting, Medicaid and Personnel staffs will:

* Use the plastic bags provided by Data Management Coordinatorto thoroughly pack each computer central processing unit withsurge protectors and cables, and each keyboard, monitor, modem,tape machine and printer.

* Also, pack in plastic bags each check signer, facsimilemachine, telephone, calculator, typewriter and the AdministrativeUnit copier.

* Label each bag of equipment with, "USER NAME/OFFICE" and date.

* Accounting office staff will wrap the safe in plastic andleave it in place.

* Move all equipment, except the safe, to the Personnel office.

4. Wrap or bag all unaudited budgets, accounting and personnelrecords and the current year budgets, payroll records, generalledgers, blank payroll and disbursement checks, edit balancereports, bank statements, check registers, blank purchase orders,blank receipt books, management/income/expenditure reports,software, inventory, pending position actions, personnel cards,leave records, some of each blank personnel forms and any otherimportant forms or documents. These will be stored in thePersonnel office.

5. Wrap or bag anything else in the office that could be vulnerableto water damage or breakage.

6. Do not tape windows.

CONDITION 2 - Hurricane Warning (24-36 hours)

1. Deposit all cash, except petty cash, and checks (change funds,payments and fees collected) in the bank before evacuationbegins. Retain the petty cash in the innermost compartment ofthe safe for small purchases prior to and immediately followingthe hurricane.

2. Finalize all other actions needed.

3. Depart work area as specified by management and evacuate yourselfand family to a safe area.

AFTER THE HURRICANE

1. Report back to work after hurricane force winds subside, floodwaters have receded and driving conditions are safe. It is

anticipated that safe conditions will prevail within 36 hoursafter the hurricane passes.

2. Call the health department auto-attendant for returninstructions. This can be accomplished by dialing (912) 353-3220. When the welcome message answers, enter 51050 and listento the instructions.

MAINTENANCE AND HOUSEKEEPING

CONDITION 5 - Beginning of Hurricane Season (June 1)


2. Maintain inventory of personnel, personnel emergency data andequipment.

3. Crank generator twice weekly. Ensure that it is fullyoperational and well tuned to handle electrical requirements,when needed.

4. Inventory supplies, such as plywood, garbage bags, water andgasoline containers, flashlights, etc., and replenish enough tosupport hurricane period and immediately thereafter.

5. Prepare personal hurricane packages at home in preparation forstorm or evacuation. Secure your legal documents and importantitems prior to an actual hurricane warning. Have bottled water,food items, battery operated radio, flashlight, batteries andother necessary items stored away now so that in the event of anemergency, you will be prepared.

CONDITION 4 - Potential Hurricane Threat (49-96 hours)


2. Prepare to implement plans and procedures in securing equipmentand buildings and taking care of personal matters.

3. Coordinate support requirements with other offices, such asCounty support and accomplishments of work orders from healthdepartment programs.

4. Perform operator maintenance on all vehicles and equipment,ensure that essential repairs are made and fully operational.


1. Move all outside objects that can be picked up and blown away byhigh winds to shelter inside a secure building.

2. Board up windows and doors at the Eisenhower facility, TeenClinic, Women's Health Center and Midtown.

3. Accomplish work requests from departments to help prepare for the

storm. Priority of work will be given by the DistrictAdministrator.

4. Move supplies and equipment as requested.

5. Assist Nursing Division in relocating drugs to a safe place.


1. Finalize all initiated work in preparation for the hurricane.

2. Make a final check of buildings and grounds to ensure that allessential tasks have been completed.

3. Check each health department facility to ensure that they are securedand that no loose objects remain outside. Ensure that all facilitiesare locked, after employees depart.

4. Move vehicles to the Effingham County Health Department until thestorm passes.

5. Depart work area as specified by management and evacuate yourself andfamily to a safe area.

AFTER THE HURRICANE

1. Report back to work as soon as feasible, after hurricane force windssubside, flood waters recede and driving conditions are safe.

2. Call the health department auto-attendant for return instructions.This can be accomplished by dialing (912) 353-3220. When the welcomemessage answers, enter 51050 and listen to the instructions.

3. Access damages to health department facilities, equipment and groundsand provide report to District Administrator.

4. Move vehicles from Effingham County Health Department back to ChathamCounty Health Department.

5. Coordinate repairs and clean up with county and other local offices.

6. Clean up building interior and outside ground damages caused by thehurricane to enable employees to return to work timely.

7. Assist offices in accomplishing clean up and work to resume healthdepartment operations as quickly as possible.

PA-2

ADMINISTRATION

During the onset of the Hurricane season, review disaster plans and procedures andmake required changes, maintain inventory of personnel and equipment and ensure anunderstanding of emergency assignments. Prepare personal hurricane packages athome in preparation for storm or evacuation. Secure legal documents and importantitems prior to the actual hurricane warning.

In the event of a disaster, complete 2 disk backups of critical information and labelthem "Administration" and date. One set of disks to be evacuated with theAdministrative Assistant for safekeeping. The other disk should be given to VirginiaRoss for safekeeping during an evacuation.

All computers will be unplugged, stored in plastic and placed on top of the table in theadministration conference room. All electrical cords will be unplugged and placed ontop of the desk. All important files will be placed in plastic containers and placed on topof the table in the administration conference room.

During the Re-Entry and Recovery phase, employees will return to the administrationoffice and assist in re-establishment of public health services to the community.

PA-3: Not Used

PA-4

ENVIRONMENTAL HEALTH

PA-5

FACILITIES

Facilities responsibility is ensure that the facility structure, grounds and physical plantequipment survives the disaster event.

CONDITION 5 – Prior to Beginning of Hurricane Season


2. Maintain inventory of personnel, personnel emergency data andequipment.

3. Crank generator twice weekly. Ensure that it is fully operational and welltuned to handle electrical requirements, when needed.

4. Inventory supplies, such as plywood, garbage bags, water and gasolinecontainers, flashlights, etc., and replenish enough to support hurricaneperiod and immediately thereafter.

5. Prepare personal hurricane packages at home in preparation for storm orevacuation. Secure legal documents and important items prior to anactual hurricane warning. Store bottled water, food items, batteryoperated radio, flashlight, batteries and other necessary items.

CONDITION 4 - Potential Hurricane Threat (49-96 hours)


2. Prepare to implement plans and procedures in securing equipment andbuildings and taking care of personal matters.

3. Coordinate support requirements with other offices, such as Countysupport and accomplishments of work orders from health departmentprograms.

4. Perform operator maintenance on all vehicles and equipment. Ensure thatessential repairs are made and fully operational.


1. Move all outside objects that can be picked up and blown away by high

winds to shelter inside a secure building.

2. Board up windows and doors at Eisenhower and Midtown.

3. Accomplish work requests from departments to help prepare for the storm.

4. Move supplies and equipment per plan


1. Finalize all initiated work in preparation for the hurricane.

2. Make a final check of buildings and grounds to ensure that all essentialtasks have been completed.

3. Check each health department facility to ensure that they are secured andthat no loose objects remain outside. Ensure that all facilities are locked,after employees depart.

4. Move vehicles to the Effingham County Health Department until the stormpasses.

5. Depart work area as specified by management and evacuate yourself andfamily to a safe area.

AFTER THE HURRICANE

1. Report back to work as soon as feasible, after hurricane force windssubside, flood waters recede and driving conditions are safe.

2. Access damages to health department facilities, equipment and groundsand provide report to District Administrator.

3. Move vehicles from Effingham County Health Department back toChatham County Health Department.

4. Coordinate repairs and clean up with county and other local offices.

5. Clean up building interior and outside ground damages caused by thehurricane to enable employees to return to work timely.

6. Assist offices in accomplishing clean up and work to resume healthdepartment operations as quickly as possible.

PA-6

HIV

During emergency operations the HIV Clinic is expected to continue to maintain a highlevel of care to at-risk clients. An HIV emergency response team will be on-call forshelter staff to manage the care of at-risk clients at special needs and congregateshelters and other local sheltering needs.

If a natural disaster is approaching or occurs there are certain tasks that must becompleted by the HIV team.

As soon as a decision to close Health department for impending bad weather, etc. ismade, Susan Alt will contact the above staff to initiate plans as listed below.

1. Each supervisor will be responsible for notifying the staff they supervise ofimportant information related to assignments in a disaster. All staff will bekept informed of closing, need for assistance, etc.

2. The clerical staff, consisting of Melody Yeo and Paula Henry, will be calledin to secure the computer equipment, patient records and officeequipment. The supervisory team will assist with this process.

3. When possible, scheduled patients for that day will be called and canceledby Paula Henry or Melody Yeo.

4. After the physical plant is secured as much as possible, the managementteam will transfer phones to the answering service and a nurse and casemanager will remain on call through the main clinic number.

5. Public service announcements will be the same as Health department,that the facility is closed. Additionally, PSA should announce that the HIVclinic and case management staff can be reached through the 356-2953number in the event of an emergency regarding out clients.

6. The nurse on call and Betty Simmons will be the main community liaisonsregarding evacuation problems with case management clients, etc. Asalways, Susan Alt will be available for backup by pager. All calls receivedon the answering service will be logged on the log sheet already utilizedby HIV staff.

7. Each case manager will maintain a roster of current clients and will beable to identify any disabled client who may need additional assistance inan evacuation

The regular county systems for emergency management will be utilized toassist these clients. Ms. Simmons will maintain contact with casemanagement staff regarding high need clients. In the event Ms. Simmonsis unavailable, Susan Alt will maintain this role.

8. The HIV team will be on-call to shelter staff regarding HIV problems asdeemed necessary by the Health Director, Red Cross officials, etc.

9. Accurate time sheets will be maintained for staff called in.

PA-7

LABORATORY

The Chatham County Health Department Laboratory has the following sections:

1. BacteriologyThroat culturesUrine culturesGonorrhea culturesDirect chlamydia testingPinworm prepVaginal cultures for Group B Streptococcus

2. SerologyVDRLRPRRubella screenABO Group and RH Type

3. ToxicologyBlood Lead Analysis

4. Water LabWater analysis for coliform

5. Smith/Kline ReferralSend our specimens to SK Lab

6. Other send out testsOva and Parasites - Waycross Regional LabEnteric cultures - Atlanta State Lab

7. All other send out tests are processed and shipped by the individual clinic.HIV Test - Atlanta State LabHepatitis B Profile - Atlanta State Lab

B. Lab test performed in an emergency situation:

1. Water analysis for coliform. Two sites if Health department is closedand/or without power.

Primary Site:Savannah Industrial and Development6183 Hwy 21 NorthPort Wentworth, GATony Tucker, Laboratory Supervisor(912) 964-0698

Secondary Site:Memorial Medical Center Lab4700 Waters Ave.Savannah, GALynn Ernst, Bacteriology Supervisor(912) 350-8152Mary Jones, Lab Manager(912) 350-8145

If the analysis can not be performed at either site for any reason, the water sample willbe shipped from these two sites to either of the following:

Primary Site:June Nustice, Superintendent of Lab ServicesP.O. Drawer 99Waycross, GA 31502-0099(912) 287-2940

Secondary Site:Georgia Department of Natural Resources Laboratory454 14th StreetAtlanta, GA 30318Marilyn Thornton, Laboratory Associate(404) 853-7910

Also pick up and drop off sites for water collection bottles, if Health department isclosed.

2. Ova and Parasites:Pick up site and drop off site for collection kit for analysis; (if Healthdepartment is closed):

Primary Site:Memorial Medical Center Laboratory4700 Waters Ave.Savannah, GALynn Ernst, Bacteriology Supervisor(912) 350-8152

3. If any of the outlying clinics have power and can service patients, but theHealth department Lab is still without power or can not function for anyreason:

a. The lab test performed in-house will be sent by Health departmentcourier to:

Memorial Medical Center Lab4700 Waters Ave.Savannah, GAMary Jones, Laboratory Manager

(912) 350-8145

b. Smith Kline Lab courier will be notified of the pick up site for Smith/Klinespecimens by the Health department Lab.

c. Lab test shipped out of town to state or regional labs will be the sole responsibility of that individual clinic.

*Blood lead specimens will be sent by the Health department Lab to:

Albany Regional Lab1109 N. Jackson St.Albany, GA 31701-2022Ann Blalock, Laboratory Supervisor(912) 430-4122 GIST 341-4122

C. Participating Agencies in the case of emergency for lab services:

Memorial Medical Center Lab4700 Waters Ave.Savannah, GAMary Jones, Lab Manager (912) 350-8145Lynn Ernst, Bacteriology Supervisor (912) 350-8152

Albany Regional Lab1109 N. Jackson StreetAlbany, GA 31701-2022Ann Blalock, Lab Supervisor (912) 430-4122

Savannah Industrial and Development6183 Hwy 21 NorthPt. Wentworth, GATony Tucker, Laboratory Supervisor (912) 964-0698

City of WaycrossJune Justice, Superintendent of Lab Services (912) 287-2940P.O. Drawer 99Waycross, GA 31502-0099

Georgia Department of Natural Resources Laboratory454 14th StreetAtlanta, GA 30318Marilyn Thornton, Laboratory Associate (404) 853-7910

*Waycross Regional Laboratory 1101 Church Street Waycross, GA 31501 Frances Bowen, Laboratory Supervisor (912) 285-6000

*GA Department of Human Resources Laboratory 47 Trinity Ave., SW Atlanta, GA 30334 Tommie Monroe, Immunology Supervisor (404) 656-4855 Martha Ray, Bacteriology Supervisor (404) 656-4787

*These laboratories already perform testing for this health department.

Personnel List for Laboratory Division

Deborah N. Leslie, Lab SupervisorHome: (912) 692-0130Beeper:(912) 961-2276Cell: (912) 658-0719Father:(912) 728-3817 (Mr. Leslie)

Michael C. GordonHome: (912) 898-0134Beeper:(912) 650-5238Cell: (912) 661-1141Grandmother: (912) 832-5390 (Dorothy Gordon)

Betty ButlerHome: (912) 354-5458Mother:(912) 234-3857 (Anna Butler)Sister:(912) 443-0662 (Jennifer Capers)

Carrie KelloggHome: (912) 897-9803Mother:(904) 282-1466 (Judith Hartley)In-Laws: (912) 897-9224 (Don & Martha Kellogg)

Janet BennettHome: (912) 920-3404Mother:(912) 283-5269 (Colleen Bennett)Sister:(912) 283-0932 (Ellen)

Marsha SingletaryHome: (912) 920-3172Cell: (912) 667-1968Friend:(912) 786-4150 (Liz Johnson)

Work # Lab @ St. Joseph’s Hospital

Kathy VealHome: (912) 826-5495Beeper:(912) 231-6045Daughter: (912) 233-0939 (Angela Veal)

Michaela ShawHome: (912) 692-0651Sitter:(912) 355-1547 (Lynn Small)

E. Reports

1. All reports will be generated by the emergency disaster team.

I. CONDITION 5Beginning of Hurricane Season (June 1)

SITUATION CHECKLIST ACTION RESPONSIBLE PERSON

1. Possible power outage.Lab unable to performtesting.

1. Check each agreementfrom last year.

1. Reaffirm any pastagreements for lab servicesfrom other agencies.Negotiate any newagreements needed.

1. Primary: Deborah Leslie, Lab Supervisor

Secondary: Carrie Kellogg, Lab Scientist Sr

2. Shortage of supplies. 2. Check supplies andmaterial needed foremergency laboratoryprocedures.a. Water collection bottles (400-500)b. Water cards (400-500)c. Colilert test ampules (400-500)d. Ova and Parasite collection kits (50)e. Enteric culture collection kits (50)

2. If supplies are less thanthe requirement, orderimmediately.


Secondary: Lisa Harris, Lab Scientist Sr. (Water supplies)

Carrie Kellogg, Lab Scientist Sr. (Stool sample supplies)

3. Portable incubatorpossible needed for backupfor water samples.

3. Check the portableincubator to see iffunctioning properly.

3. Plug in the portableincubator and recordtemperature for one weekto check for stabilization.


Secondary: Carrie Kellogg, Lab Scientist Sr.

4. Blood Leads from alloutlying counties andprivate physicians not

4. Check with Albany Lab. 4. Write Memo to the effectfor all outlying counties andphysicians


effected by the emergency. to mail their blood leadsamples to Albany Lab untilfurther notice. Hold untilCondition 3.

Secondary: Carrie Kellogg Lab Scientist Sr.

I. CONDITION 5 cont.


5. Secured equipment. 5. Check for places to putequipment away frompossible damage. Checksupply of computerprotection kit for MISDepartment.

5. Make arrangements torelocate equipment iffeasible.



6. Staff duties. 6. Check staff's phonenumbers and emergencynumbers. Check plan ofaction and go over withstaff. Check with otherdepartments for any info orhelp needed.

6. Ask each staff memberfor any changes of phonenumbers or emergencynumbers. Go over the planof action with every staffmember. Check withnursing on status ofimmunization needs fromlab. Management forfurtherinstructions effecting thelab.



7. Generator operation. 7. Check with MaintenanceDept. to see if generator isworking.

7. If not or has not beenchecked within a month,contact Mr. Snelgrove.



I. CONDITION 4Potential Hurricane Threat (72-36 hours)



1. Check to make surethere are no problems withthe agreements from theother agencies.

1. Call each agency tomake sure there are noforeseeable problems withtheir agreement.



2. Shortage of supplies. 2. Check status of supplies. 2. Order any suppliesneeded.



3. Portable incubatorpossibly needed for backupfor water supplies.

3. Check the portableincubator to see iffunctioning properly.

3. Plug in portableincubator and keep on untilafter the disaster ends.



4. Blood Leads from alloutlying counties andprivate physicians noteffected by the emergency.

4. Call Albany lab to givestatus.

4. Make copies of memo tobe sent out.





5. Secured equipment. 5. Re-evaluate plan tosecure equipment.

5. Make sure all equipmentis ready to be shipped tooff-site location.



6. Staff duties. 6. Go over plan of actionwith staff again.

6. Give staff their duties onwhat to do before, duringand after.



7.Generator operation. 7. Check status withMaintenance Dept.

7. Contact Mr. Snelgrove ifany problems.



I. CONDITION 324-36 Hours or Hurricane "Watch"



1. Recheck step inCondition 4.

1. Go over plans again withstaff and make anynecessary changes. InformManagement.



2. Shortage of supplies. 2. Recheck step inCondition 4.




3. Portable incubatorpossibly needed for backupwater supplies.





4. Blood Leads from alloutlying counties andprivate physicians noteffected by the emergency.







5. Secured equipment. 5. Recheck step inCondition 4.




6. Staff duties. 6. Recheck step inCondition 4.




7. Generator operation. 7. Recheck step inCondition 4.




8. Lab samplesunanalyzed.

8. Check on the status in alldepartments of lab samplesnot testedyet.

8. Try to perform all labtests. If unable, try to storein a safe place.



I. CONDITION 2


1. Steps 1-7 from Condition4.

1. Recheck all steps fromCondition 4.

1. Pack supplies to go tooff-site location. Takeportable incubator andsupplies to MMC Lab.Take water supplies toSavannah I&D. Pack upcomputers and otherequipment. Transferequipment to off-sitelocation. Call Albany Laband give status. Send outmemo to outlying countiesand private physicians tosend blood leads to AlbanyLab until further notice.



8. Lab samples. 8. Check again to see thestatus on lab samplescollected by not analyzed.Store in a safe place.

8. Analyze all samples ifpossible. Make a specialtrip to Smith Kline Labs ifneeded.



I. CONDITION 1


1. Steps 1-8 if still at work. 1. Check to see all plans ofaction has been taken.

1. If any problems try tosolve the best we can.



RE-ENTRY AND RECOVERY


1. Re-entry and recovery 1. Check employee Healthdepartment phone numberfor instructions.

1. Call all lab staff to checktheir status. Give furtherinstructions.



2. Health departmentbuilding power outage.Generator not operable.

2. Check to see whengenerator will be operable.

2. Call all agencies andgive status report.



3. Health departmentbuilding power outage.Generator operable.

3. Check each agency ontheir status. Checkequipment and supplies.

3. Call all agencies andgive lab status. Recoversupplies and equipment off-site. Unpack equipmentand supplies needed foremergency lab testing.Give status report tomanagement and nursingservice.



MEMORANDUM OF UNDERSTANDING

The purpose of this memorandum of understanding between the Albany RegionalPublic Health Laboratory, the Chatham County Health Department laboratory, and theGeorgia Childhood Lead Poisoning Prevention Program is to ensure that the analysis ofblood specimens for lead is available on a timely basis regardless of mechanical failuresor other unforeseen circumstances. The provisions are as follows:

1. The Albany Regional Public Health Laboratory agrees to provide back-upservices for blood lead analysis for the Chatham County HealthDepartment Laboratory on a mutually agreeable, as needed basisbetween July 1, 1995 and June 30, 1996. If CDC funding of laboratoryservices is terminated during this period, the memorandum ofunderstanding is void.

2. The Chatham County Health Department Laboratory agrees to provideback-up services for blood lead analysis for the Albany Regional PublicHealth Laboratory on a mutually agreeable, as needed basis between July1, 1995 and June 30, 1996.

3. Neither laboratory will be charged for the back-up services provided or forthe supplies used. However, the utilization of each lab as a back-up to theother will be monitored and if one lab is determined to have used the otherdisproportionately, that lab may be asked to provide supplies to the otherlab.

4. Each laboratory agrees to maintain proficiency testing and quality controland to provide the other laboratory director and the GCLPPP director withquarterly documentation of such.

5. This understanding can be terminated at any time by either party.

Elizabeth A. Franko, Dr. P.H., Director DatePublic Health Laboratory

Deborah Leslie, Director DateChatham County Health Department Laboratory

Thomasin Bradford, Director Date

PA-8

PHARMACY

Responsibilities

The Pharmacy is responsible for securing vaccines in the event of disaster.

Tasks to be done:

1. Review and update the Pharmacy Emergency Plan. Inventory equipmentneeded for transporting vaccine.

2. Stamp "Health Department" on boxes of vaccine.

3. Send letters to Memorial Medical Center and Effingham County Hospitalrequesting space for temporary storage of Chatham County HealthDepartment's vaccine in the event of a disaster.

4. Review staff leave request for June - November, and request back upassignments when indicated.

5. Transport vaccine from satellite clinics to Drug Room - Eisenhower.

6. Inventory vaccine transported from Satellite Clinic and add to Drug Roominventory.

7. Notify assigned staff to load truck and transport vaccine to MMC orEffingham County Hospital. (See instruction sheet for transportingvaccine).

8. Pack vaccine and return to the Eisenhower site Drug Room.

9. Inventory vaccine returned to the Drug Room.

10. Report vaccine inventory discrepancies.

PA-9

NURSING

PA-10

Chest Clinic

- Staci Fontaine- Maintain hardcopy list of TB patients and cases to includename/address/phone/current dosage of medication.

- Yasmin / Lerma - Provide one or two week supply of TB medication for selfadministration, using waterproof container.

- Elizabeth – Package medications for self administration in waterproof containers.- Yasmin/Lerma- Provide patients with surgical masks and proper usage to limit

exposure.- Staci – Provide patient current copy of pharmacy generate profile (CDCIS), current

medication list, visit history. Lerma/Yasmin to distribute.- Pedro/Lerma/Yasmin - Assist patients with arranging sheltering- Pedro/Yasmin/Lerma – Obtain client contact phone numbers and provide client with

both local and state TB staff contact information to ensure communications after theevent.

- All Staff- Inform LTBI clients who call to take labled RX bottles with them and theycan be refilled at a Health Department more inland or outside pharmacy.

- All Staff - Unplug all electrical equipment and move away from outside windows.- Joyce – Make sure X-RAY equipment is unplugged.- Yasmin/Lerma- Unplug refrigerator and take medications to main lab storage area.- All Staff – cover all electrical equipment with plastic.- All Staff - Lock file cabinets- Margaret or Debbie- Money to accounting

PA-11

Fast Track

WIC manual vouchers – NARecent Master Lists - NAWIC Stamps - NAWIC Folders - NAGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Veronica RicheySecure loose paperwork - Simone JohnsonLock file cabinets - Simone JohnsonMoney to accounting - Simone JohnsonEquipment inventory - Connie Best

PA-12

Triage Lab

WIC manual vouchers – NARecent Master Lists - NAWIC Stamps - NAWIC Folders - NAGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - All staffSecure loose paperwork - Gladys PhillipsLock file cabinets - NAMoney to accounting - NAEquipment inventory - Gladys PhillipsPackage Vaccine - Louise Lewis, Diane Wilson

PA-13

Health Check

The primary responsibilities of the Health Check Program in time of emergencies are tonotify all clients with prior scheduled appointments of any cancellations and/or closure,to protect and secure the required equipment, to secure and transport all vaccine, andto make sure all employees of this program are knowledgeable of their role.

WIC manual vouchers – Lajuanan/RosemaryRecent Master Lists - Lajuanan/RosemaryWIC Stamps - Lajuanan/RosemaryWIC Folders - Lajuanan/RosemaryGeneral Ledger - NAChecks - Ida HarrellPayroll Information - Ida HarrellUnplug Computers - Sharon, Katie, Tia, Cindy, ShemekaSecure loose paperwork - Sharon, Katie, Tia, Cindy, ShemekaLock file cabinets - Sharon, Katie, Tia, Cindy, ShemekaMoney to accounting - Ida HarrellEquipment inventory - Ida HarrellCover computers - Sharon, Katie, Tia, Cindy, Shemeka

Individual assignments: Midtown Health Check Clinic

WIC manual vouchers – NARecent Master Lists - NAWIC Stamps - NAWIC Folders - NAGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Pat Farmer/G. DukesSecure loose paperwork - Pat Farmer/G. DukesLock file cabinets - Pat Farmer/G. DukesMoney to accounting - Pat Farmer/G. DukesEquipment inventory - Pat Farmer/G. DukesPack/Transport Vaccine- Estella Gamble/J. Groover

PA-14

MIDTOWN ADULT HEALTH CLINIC

The main concern of the Midtown Clinic is notification of clients of the evacuation,securing of medical records, proper storage of equipment, and securing the clinicto prevent break-in and looting.

WIC manual vouchers – NARecent Master Lists - NAWIC Stamps - NAWIC Folders - NAGeneral Ledger - NAChecks - Vera Gardner (Cashbox)Payroll Information - NAUnplug Computers - Pam Johnson (Appointment Desk)Secure loose paperwork - NALock file cabinets - Geneva Kelly (HIV)Money to accounting - Vera GardnerEquipment inventory - Julia Hamilton, Beulah Kelly (Lab)

PA-14

General Clinic (Eisenhower)

-WIC manual vouchers – NA-Recent Master Lists - NA-WIC Stamps - NA-WIC Folders - NA-General Ledger - NA-Checks - NA-Payroll Information - NA-Unplug Computers - Dolores Robertson-Secure loose paperwork - Karen Kelly-Lock file cabinets - Thomasina Harris-Money to accounting - Deshanna Hanshaw-Equipment inventory - Karen Kelly-Backup hardrives and remove to secure location out of town – Delores

Robertson.-Put computers on desk and cover with plastic – Dolores Robertson to supervise.

PA-17

WIC Offices

WIC manual vouchers – Antoinette GordonRecent Master Lists - Antoinette GordonWIC Stamps - Charlotte MonroeWIC Folders - Charlotte Monroe/Antoinette GordonGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Charlotte Monroe/Antoinette GordonSecure loose paperwork - Antoinette GordonLock file cabinets - Charlotte Monroe/Antoinette GordonMoney to accounting - NAEquipment inventory - Charlotte Monroe/Antoinette GordonVOC cards - Antoinette GordonFM Manual Vouchers- Antoinette GordonVPOD Inventory- Charlotte MonroeManual Inventory- Charlotte MonroeVOC Inventory- Antoinette Gordon

Individual assignments: Midtown WIC Clinic

WIC manual vouchers – Lajuana BeadlesRecent Master Lists - Lajuana BeadlesWIC Stamps - Rosemary WalkerWIC Folders - Rosemary Walker/Lajuana BeadlesGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Rosemary Walker/Lajuana BeadlesSecure loose paperwork - Rosemary WalkerLock file cabinets - Rosemary Walker/Lajuana BeadlesMoney to accounting - NAEquipment inventory - Rosemary Walker/Lajuana BeadlesVOC cards - Rosemary WalkerFM Manual Vouchers- Lajuana BeadlesVPOD Inventory- Rosemary WalkerManual Inventory- Rosemary WalkerVOC Inventory- Lajuana Beadles

Individual assignments: Tuttle WIC Clinic, HAAF

WIC manual vouchers – Crystal HallRecent Master Lists - Crystal Hall

WIC Stamps - Crystal HallWIC Folders - Crystal HallGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Crystal HallSecure loose paperwork - Crystal HallLock file cabinets - Crystal HallMoney to accounting - NAEquipment inventory - Crystal HallVOC cards - Crystal HallFM Manual Vouchers- Crystal HallVPOD Inventory- Crystal HallManual Inventory- Crystal HallVOC Inventory- Crystal Hall

PA-18

DFCS Office

WIC manual vouchers – Delia SwainRecent Master Lists - Delia SwainWIC Stamps - Delia SwainWIC Folders - Delia SwainGeneral Ledger - NAChecks - NAPayroll Information - NAUnplug Computers - Delia SwainSecure loose paperwork - Delia SwainLock file cabinets - Delia SwainMoney to accounting - NAEquipment inventory - Delia SwainVOC cards - Delia SwainFM Manual Vouchers- Delia SwainVPOD Inventory- Delia SwainManual Inventory- Delia SwainVOC Inventory- Delia Swain

PA-19

Procurement (Under development)

PA-20

Public Information Office

Information that is to be released to the media will be written and contain the following:

1. A release date. For immediate release: June 22, (plus time if time is afactor or it supersedes a previous release)

2. A contact person's name and telephone number, including a homenumber or after hours number.

3. A headline that states the major topic of release.

4. The first sentence or "lead" should include most if not all of the following;who, what, where, when, why, and how.

5. The release should not exceed one page unless there is a good reason.

6. Paragraphs should be limited to 30 words with one idea to a sentence andone or two sentences to a paragraph.

7. If a photo is a part of the release it should be noted on the release. Thephoto should be black and white since most papers rarely use colorphotos other than those taken by their staff.

8. The release should be double spaced.

9. Type only on the front page NEVER use the back.

10. If a second page is necessary, do not split paragraphs between twopages and always type MORE at the bottom of the page. The secondpage should have a "slug line" at the top identifying it as the second pagealong with a key word or phrase.

11. The end of a release is indicated by typing -30- or "#####".

12. All Public Service Announcements should be placed on departmentletterhead.

The release should comply with the Associated Press (AP) style conventions. TheHealth Education and Planning unit has a copy available for review.

Carefully check the document for misspelled words and grammatical errors.

The release should be noted in the communications log giving the time of release andthe distribution. The distribution can be given by referring to the attached media list orlisting specific reporters, stations, or papers. A copy of the release should be inserted inthe log for future reference.

If TV or radio interviews are given they should be entered in the log giving the station,the reporter, date-time, and a short description of the topic discussed.

The person giving an interview should be very familiar with the topic being discussedand aware of the impact of the interview and his answers. He should not try to answerany question which he is not certain that his answer is correct. It is not embarrassing tosay that, "I don't know at this time but I will find out and let we know or have the personwith the proper training and information get in touch with we". VERIFY THATFOLLOW-UP HAS BEEN MADE.

Press releases to radio stations, TV stations, and newspapers must be faxed or handdelivered. A list of telephone and fax numbers is attached.

MEDIA TELEPHONE AND FAX NUMBERS

TELEVISION STATIONS:Telephone Fax

WJCL-TV - Channel 22 ABC 925-0022 921-2235

WSAV-TV - Channel 3 NBC 651-0307 651-0320

WTGS-TV - Channel 28 FOX 925-2287 921-2235

WTOC-TV - Channel 11 CBS 234-6397 238-5133

RADIO STATIONS:

WAEV-FM 232-0097 232-6144

WBMG 897-1529 897-8785

WCHY-FM & AM 964-7794 964-9414

WEAS-FM & AM 234-7264 233-7247

WIXV-FM 897-1529 897-9795

WIZA-AM 236-9926 236-3832

WJCL-FM 925-0022 925-8621

WNMT 964-8124

WSGA-AM 233-8807 233-4487

WSOK 232-3322 232-6144

WSVH-FM - Public Radio 238-0911 232-5648

WYFS-FM 748-0031 348-0031

WZAT-FM 233-8807 233-4487

WGCO-FM 351-9830 352-4821

WLOW-FM - Hilton Head 1-800-768-7500 1-803-842-3369

WIJY-FM - Hilton Head 1-800-343-4569

NEWSPAPERS: Telephone Fax

SAVANNAH NEWS PRESS 652-0369 234-6522

GEORGIA GUARDIAN 238-2434 238-2440

SAVANNAH TRIBUNE 233-6128 233-0196

THE HERALD 232-4505 232-4079

CREATIVE LOAFING OF SAVANNAH 231-0250 231-9932

COASTAL SENIOR 233-3622 236-7066

STATESBORO HERALD (Savannah #) 233-3601 489-8181

HILTON HEAD NEWS (Savannah #) 236-9511 234-6522

THE ISLAND PACKET (Hilton Head) 898-1847 * * Same as telephone, hit send at any time during message.

PUBLIC SERVICE ANNOUNCEMENT

FOR IMMEDIATE RELEASE ____________________ (Date)

CONTACT: ____________________________

Time: 30 seconds

For Use Through: ____________________________

HEALTH DEPARTMENT SAYS, "STAY OUT OF FLOOD WATERS"

Flood waters produced by the heavy rains associated with tropical storms and

hurricanes could be dangerous. Dr. Diane Z. Weems, Interim Director of the Chatham

County Health Department, warns residents of areas that are flooded to limit contact

with accumulated surface waters.

These waters could be contaminated since they may have come in contact with

untreated sewage, animal wastes, decomposing plants and animals. They may also

contain unknown chemicals from manufacturing plants, transportation activities, and

agricultural or lawn applications.

If we have come in contact with flood waters we should take a bath with

bactericidal soap and change to clean dry clothes. Exposed clothing should not be

worn until it has been thoroughly washed and dried. A chlorine based bleach should be

used if it will not damage the fabric.

####



CONTACT: ____________________________

Time: 30 seconds

For Use Through: ____________________________

HURRICANE SUPPLIES

With the threatening weather in the tropics the Chatham County Health

Department reminds we to keep food safety in mind when we shop for our "hurricane"

supplies.

Foods chosen should be those that require no refrigeration and little or no

preparation and cooking.

If we plan to use foods that require the addition of water, we should also

purchase enough bottled water or store an adequate amount of safe water before the

arrival of the storm.

If we have an infant or elderly person in our family that must have formula or a

dietary supplement, it should be purchased in "ready to serve" form and the container

discarded after the initial use. Therefore, purchasing single service sizes is

recommended to reduce waste.

####



CONTACT: ____________________________

Time: 20 seconds

For Use Through: ____________________________

PRESCRIPTION MEDICATIONS

When major storms such as hurricanes come ashore our lives are disrupted.

The Chatham County Health Department thinks that this can be lessened by

proper planning for our health needs in times of disaster.

We recommend that we have a two week's supply of prescription medications on

hand in case we have to evacuate our home and normal supplies will not be available.

Contact our pharmacist or physician to plan for medical needs in such instances.

####


FOR IMMEDIATE RELEASE _____________________ (Date)

Contact: _____________________________

Time: 30 seconds

For Use Through: _____________________________

FOOD SUPPLIES

With the threatening weather in the tropics, the ______________ County Health

Department reminds we to keep food safety in mind when we shop for our "hurricane"

supplies.

Foods chosen should be those that require no refrigeration and little or no

preparation and cooking.

If we plan to use foods that require the addition of water, we should also

purchase enough bottled water or store an adequate amount of safe water before the

arrival of the storm.

If we have an infant or elderly person in our family that must have formula or a

dietary supplement, it should be purchased in "ready to serve" form and the container

discarded after the initial use. Therefore, purchasing single service sizes is

recommended to reduce waste.

####


FOR IMMEDIATE RELEASE _____________________(Date)

Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

CONTROL RATS AFTER FLOOD

Are we moving back into a house that was flooded? Remember that many rats

are also looking for a dry place to live. Don't let them use our home as a rodent shelter.

Put away food that could attract rats. Use garbage cans with tight lids. Keep

piles of boxes, lumber and other supplies away from the outside walls of our house, or

on platforms one foot above the ground. Block holes in our walls and screens and seal

the spaces where pipes and drains enter our house.

A health alert from the Chatham/Effingham County Health Department.

####



Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

AVOID HAZARDS FROM GAS, ELECTRICITY

If we're moving back into a flood-damaged house, be careful. Turn off our

electricity at the circuit breaker. Have an electrician inspect our wiring and appliances

to make sure they're safe. If a propane tank is out of place, don't try to move it. Call our

emergency response team for help. Do not light the pilot lights on gas stoves or heaters

until we're sure there aren't any leaks. A leak could cause an explosion. Call the gas

company if we're in doubt.

A safety alert from the Chatham/Effingham County Health Department.

####



Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

MOSQUITO CONTROL AFTER FLOOD

Mosquitoes are a nuisance, and they may get worse after a flood. However, they

are not a health problem in Georgia. Spraying poison would kill all insects, including the

ones that eat mosquitoes. There is a better solution: Eliminate the standing water

where mosquitoes breed.

Don't leave any open containers of water in our house and yard. If we bring

water into the house, be sure to use it right away or cover it. Outside, empty the water

from tires, buckets, cans and wading pools. Wear insect repellent with DEET.


####



Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

NO SHOTS NECESSARY FOR FLOOD VICTIMS

If we live in a flood damaged area, be careful. Use clean water for drinking and

cooking. Don't eat food that the flood water has touched. But don't worry about getting

shots for diseases like typhoid or hepatitis. If we have an injury that broke the skin, and

we don't remember having a tetanus shot within the past five years, go to our doctor or

the county health department right away. But if we haven't been cut, we don't need a

tetanus shot.


####



Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

FLOOD CLEANUP: AVOID INFECTION

Cleaning up after the flood? Protect ourself and our family from infections.

Disinfect our walls, floors and furniture. Pay special attention to places where we

keep or prepare food, and where small children play. Make sure the detergent we use

can kill mold. If we don't have a strong detergent, we can use soap and water with a

half cup of bleach in each gallon of water. Never mix bleach with any other

disinfectants.

When we rip out damaged walls and woodwork, be careful not to breathe in

mold, asbestos and other dust. Wear a dust mask.


####


FOR IMMEDIATE RELEASE _____________________

Contact Person: _____________________________

Time: 30 seconds

For Use Through: _____________________________

BE SURE OUR WATER IS FIT TO DRINK

The flood has polluted many wells and water systems in our area. Drink only

bottled water or water from wells that have been tested by the county health department

and found to be safe to drink.

If we can't get safe water, we can disinfect the water we have by bringing it to a

full boil for two minutes. If we can't boil it, add two drops of household chlorine bleach

to each quart of clear water. Add four drops of bleach to each quart of cloudy water.

Then, let the water and bleach mixture sit for half an hour before we use it.


####

SAFETY HAZARDS

The destructive winds of a hurricane create many hazards that can lead to injuries. Anytrip outside calls for extreme care in order to avoid being hurt.Falling trees often break power lines and poles causing them to fall to the ground wherethey have the potential of electrocuting anyone that comes into contact with them. Allwires on the ground should be treated as if they are live, this calls for avoiding thementirely. Report all downed wires to closest available law enforcement officer or powercompany employee and keep all other people away until the line has been removed orrepaired. Even though a line is not live at one time it may become "hot" at a later timeas power is restored to the system or by feedback if an unauthorized generator isconnected to any structure in the system.

TO BE SAFE, DO NOT TOUCH ANY WIRE LAYING ON THE GROUND.

The fallen trees present another potentially fatal hazard. Many people that do notroutinely operate chainsaws undertake the cleanup of their yards and use them to cutup fallen trees. Because the trees were blown over they may still have their rootsattached and be very unstable. This could lead to unexpected movement and causethe saw to "kickback" causing a serious injury. Other injuries occur when people try tocut limbs while standing on a ladder or other unstable footing. The use of chainsawsshould be limited to those who have proper training and experience to use them safely.

As the shingles are blown off of buildings they often pull out the nail that held them inplace. Because of this the ground might be covered with nails that can easily penetrateones shoes and inflict a nasty wound. If we must walk outside, choose our routecarefully and step only where we can see no nails.

Animals become scared, disoriented, and often injured in the destructive violence of ahurricane. As the result of this stress they may become aggressive or even vicious.Wildlife is forced from its normal habitat and may move into populated areas seekingrefuge from flooding. This includes small mammals such as opossums, raccoons,rabbits, rats, foxes, and coyotes. Many of these serve as reservoirs for diseasesincluding rabies. All animals should be considered as dangerous until observationindicates otherwise, even household pets that we know should be approached withcare.

Many ground dwelling insects are forced from their homes by rising water and presenttheir own special hazards. Among these are spiders, yellow jackets, scorpions, nonflying wasps, and fire ants. Fire ants survive flooding by clinging together in a ball andfloating until they hit dry land. They then disperse in their new home in an aggressivemood inflicting painful bites to all who encounter them. Be aware of insect infestationsand take measures to protect ourselves, children, and pets.

During a hurricane buildings are subjected to tremendous forces by winds oftenexceeding one hundred miles per hour. Such stresses may completely destroy abuilding or only weaken it leaving a structure that may collapse at any time.

Damaged buildings should be avoided until they have been inspected by someonetrained in this area and pronounced safe. Even then, there may be dangers of fallingplaster or weakened support structures.

DO NOT ENTER A BUILDING IF WE DO NOT KNOW THAT IT IS SAFE

PA-21

Management Information Systems (MIS)

The Management Information Systems Department (MIS) is responsible for allcomputer operations for the Coastal Health District. It is the responsibility of thisdepartment to make sure that all supervisors and staff are aware of the procedures thatwill be needed to safeguard computer equipment, software and data in the event adisaster arises and that they have the instructions and supplies necessary to performthese procedures.

OPERATIONAL PROCEDURES

1. ANNUAL REVIEW:

Each May a review will be done of the current plan and updated asneeded and yearly agreement secured. This procedure will be done byWanda W. Hill in coordination with the MIS staff. This will be done by the15th of each May.

2. PRE-DISASTER PREPARATIONS:

Beginning of Hurricane Season: (June 1 each year)1. Update Internal Standard Operating Procedures.2. Update Personnel listing.

3. Check and update inventory listings. (Currently each department has asupply of bags and tape for use with computers. These supplies arelocated with each department head and instructions are in each bag as tohow to wrap and label equipment. Each bag within our department’scontains 25 bags and one roll of tape.

4. Check for additional supplies needed in event of hurricane/disasterand order.

Potential Hurricane Threat: (96-48 hours prior)

1. Review plans and procedures with MIS staff.2. Alert Personnel and external technicians.3. Have MIS staff prepare homes for disaster.

HURRICANE/DISASTER WATCH: (48 hours prior)

1. Secure backup tapes of all computer systems. One set is given tothe MIS Department Second set is given to designated systemsupervisor. (See list below)

Clinical: Martin DeanAdmin../Acct: Brent JordanEducation: Kim ChaffinMercy Server: Pat PeterEnvironmental: Connie RinerLab: Deborah LeslieHIV: Susan AltMidtown: Ida HarrellTeen Clinic: Earnestine SmallWomen’s Health: Vera Gardner

2. Computer operations will be discontinued.

3. LAPTOPS:Each person having possession of a laptop computer isresponsible for the safety of this computer. TAKE IT WITH YOU!!Wrap external equipment.

4. STAND ALONE SYSTEMS/NETWORK-REMOTE STATIONS:Disconnect cable from our computer, modem and printer,. Ifpacking a laser printer, be sure to remove the toner/ink cartridgefrom the machines and wrap separately.

5. Wrap computer in heavy duty plastic bags. These bags may beobtained from our DEPARTMENT HEAD. It is the DepartmentHead’s responsibility to know where these bags are and to let weknow also. Label all bags. Be sure to place electrical cables inbags with computer/monitor/printer/modems.

6. NETWORKS:

If we are on a network system call the MIS office and let themknow that we are ready to pack. They will come around anddisconnect our from the network. If in the event the MIS does notanswer the phone, please beep them using the beeper numberslisted below. It will be the responsibility of the MIS office to makesure everyone is disconnected properly.

BEEPERS: 921-6114, 921-6115, 921-6228, 921-6229 or 921-6796

7. Once disconnected from the Network server, computer(s) may bedisassembled and placed/wrapped in plastic bags/wrap. Be sureappropriate cables are placed in bags with computer, printers,monitors, modems and tape drives.

8. Once the computer(s) is secured in plastic bags/wrap, we should

see that it is placed in an area not directly in front of a windowwithin our department. Make sure all systems are off the floor.If the equipment in our area needs to be moved, please see theattached schedule as to where to move it to. If we are not on thelist, they our equipment can stay where it is at, but be sure and bagand move off of the floor.

9. Computer network servers will be remove from the building toEffingham County Health Department. Do not disconnect theseservers, as the Micro Manager’s office will be responsible for this.Servers will be remove by Micro Manager’s staff.

POST-DISASTER RECOVERY

To recover after the disaster has passed, the below procedures will befollowed:

1. If unable to re-enter building, laptops will be pulled from staff and amini network system will be installed at the command post forpublic health functions. Jamie Smith with Millennia Micro and theMIS Department will coordinate this effort using laptops andnetwork servers.

2. If entry is available to building, electrician will be called in to check wiring for damage. Once the building is found safe MIS staff will benotified to return to work.

3. Within 48 hours all equipment will be reassembled to proper placeand checked for damages. Network servers will be move back intothe building(s) and reconnected in a priority manner.a. Clinical (Eisenhower)b. Clinical (Midtown)c. Labd. Environmentale. Administration/Accountingf. Women’s Healthg. Mercyh. Teen

1. Computer operations resume.

HURRICANE RELOCATION SCHEDULE

ACCOUNTING: Equipment will be placed in Personnel Office.

ADMINISTRATION: Equipment will be placed in inner offices where no access can begained through windows.

EDUCATION: Equipment will be placed off the floor in middle modular unit.

MIS: Equipment will be placed in Medicaid Office.,

CLINICAL SVCS: Equipment will be placed off the floor next to the inner office walls.

LAB: Equipment will be placed off the floor and away from the windows.

CHEST: Equipment will be placed off the floor and away fromwindows.

ENVIRONMENTAL/COMMUNITY CARE: Equipment will be placed off the floor and away from windows. If

a room is available where there are no windows, placeequipment in this room.

SCHOOL BASE: Equipment will be placed into a room at Savannah High wherethere are no windows.

MIDTOWN: Equipment will be placed into a room where no windows are located.

WOMEN’S HEALTH: Equipment will be store in a room where no windows are located.

TEEN CLINIC: Equipment will be stored in a room where no windows arelocated.

HIV/IDC: Equipment will be placed in a room in the General Clinic modularunit where no windows are located.

RESOURCE CENTER: Equipment will be placed in a room where no windows arelocated.

NOTE: ALL EQUIPMENT SHOULD BE PLACED ON THE TOP OFDESKS. DO NOT LEAVE IT SITTING ON THE FLOOR.

PA-22

VITAL RECORDS

It is the responsibility of Vital Records, in an emergency situation to secure and protectthose records which are irreplaceable (records from 1890 to 1919). Records from 1919to present are duplicated in Atlanta Vital Records Service, Atlanta, Georgia and couldbe retrieved from their systems if need be. As soon as the danger has passed, it is ourresponsibility to restore service to our customers in the most efficient and reasonablemanner possible.

During the planning stages, we must purchase equipment and supplies necessary forclean up and restoration of operations following the disaster. Registrars in areas wheredisasters, such as flooding have occurred have been contacted. They felt thatpurchase of Industrial Water Vacuum Pumps is essential for clean up. During theirdisaster, they had access to only one pump per facility which was inadequate for theirclean up.

Mr. Marvin Veale, Manager of Administrative Services for Chatham County, has beencontacted; he has stated in the event of eminent disaster, Vital Records staff shouldcall him and he will ready storage for our vital records on the fourth floor of the OldCounty Jail, located on Oglethorpe Avenue between MLK Boulevard and MontgomeryStreet, with our entry being through the sally port on Oglethorpe Avenue.

Within a 72 to 96 hour warning of pending disaster and evacuation, we must reserveaccess to a small enclosed truck to transport (approximately 30 square feet of property)vital records to a safe and secure area.

Within a 24 to 36 hour warning, staff must be contacted to help secure packing suppliesand prepare to pack books for the move, complete the process for securing computersper MIS Section’s instruction plan and secure supplies and records which well remainon site. Funeral Homes in the Savannah area will be contacted in reference to holdingtheir death certificates until operations at the Vital Records Officer can be restored.

All Savannah area Hospital Deputy Registrars will be contacted in reference tosuspending all mail correspondence to the Vital Records Office until operations can berestored following the disaster.

A. Pre-Disaster Tasks:

1. All Staff will be mobilized to prepare for moving vital records and securingrecords and equipment to remain on site.

2. Registrar will act as the contacting agent to mobilize staff whether of notthey are in an on-duty or off-duty status.

3. When the disaster warning begins, 24 to 36 hours prior to expectation ofdisaster, staff will be assigned rotating duties for pre-disaster and post-disasterresponsibilities.

4. A small enclosed truck will be secured for transportation of records to the OldCounty Jail.

B. Interfacing Agencies: (see contact sheets following)Pages 8 & 9

C. Staff Roster:

1. Norma J. Oliver, Registrar, Vital Records1732 King’s WaySavannah, Georgia 31406Phone: 912-355-0810

Emergency Contact: Capt. Robert L. Oliver - Spouse Chatham CountyPolice Department 295 Police Memorial Drive Savannah, Georgia 31405Phone: 912-652-6607 or 652-6500

In the event of pending disaster he will be stationed at the Chatham EmergencyManagement Agency.

Emergency Contact: Keith L. Oliver - SonPhone: 770-979-6816 (home)770-935-7600 (work)

Should I have to leave town, he will know where I’m staying. Emergency DutyAssignment: On-call to organize and implement emergency management plan.

2. Jeanette Veasey, Deputy Registrar, Vital Records105 Jacquelyn DriveSavannah, Georgia 31406Phone: 912-355-1185

Emergency Contact: June Harrison - SisterAtlanta, GeorgiaPhone: 404-355-2308

Emergency Duty Assignment: On-call to organize and implement emergency

management plan. Will act in Registrar’s absence.

3. Thelma W. Campbell, Deputy Registrar, Vital Records202 Jasper DriveGarden City, Georgia 31408Phone: 912-964-5789

Emergency Contact: Elizabeth Watson - MotherClayton, North CarolinaPhone: 919-553-4083

Emergency Duty Assignment: On-call to implement emergency management plan. Willact as second in line in Registrar’s absence.

4. Rebecca D. Sanders, Clerk 2, General, Vital Records2125 South Fernwood DriveSavannah, Georgia 31401Phone: 912-354-7829

Emergency Contact: Geraldine Causey - Grandmother21 Rhinehart StreetSavannah, Georgia 31401Phone: 912-232-5806

Ms. Sanders has no family outside the Savannah area. She will call supervisor to let her know where she is going, should she leave town.

Emergency Duty Assignment; On-call to implement emergency management plan.

5. Patricia A. Helmken3 White Hawthorne DriveSavannah, Georgia 31419Phone: 912-927-0833

Emergency Contact: Michele WhitenerHephzibah, GeorgiaPhone: 706-592-2056 (home)706-790-2030 (work)

Emergency Duty Assignment: On-call to implement emergency management plan.

D. Public Information:

a: FOR IMMEDIATE RELEASEDate: April 17, 1998Contact: Norma J. Oliver912-353-4908, Fax: 912-356-2544

Vital Records Suspending Service due to Threat of Disaster

Savannah, Georgia

Operations will be restored as quickly as possible. The public will be notified as to thedate and time of return to normaloperations.

b. Anticipated Questions:

1. How will the records be secured?

They will be transported to the most secure location we have been able to locate, onthe fourth floor of the Old County Jail, located on Oglethorpe Avenue, adjacent to theCourt House.

2. Are there any copies of your records in case they are destroyed?

The only records we well be storing are those that cannot be replaced. Those recordsare from 1890 to 1919. Duplicates of all other records are also stored at the VitalRecords Service in Atlanta, Georgia.

3. After the emergency, how long do you anticipate it will take to get back inoperation?

As soon as the emergency is over, my staff and I will be working immediately to provideclean up and restoration of our building. I cannot predict what sort of damage willoccur, however, I do anticipate being back in operation in only a few days, with theexception of Genealogy Research, and we will restore those records as soon aspossible.

4. Registrar will be the spokesperson for Vital Records. She can be reached at912-355-0810.

e. Post-Disaster Tasks:

1. Registrar will contact all agencies listed on the following contact sheets toapprise them of the

reinstatement of all operations of the Vital Records Office.

2. Since the stored records are not critical to restore service to our customers,Marvin Veale, Manager of Administrative Services for Chatham County, will be notifiedwhen it is convenient for staff to pick up the records and these records will be unpackedand replaced to their shelving during normal working hours.

3. All Vital Records staff will be notified by Registrar to return to regular work hourswith assigned duties of cleaning up and restoring equipment, supplies and fulloperations of the office.

f. Post-Disaster Public Information:

FOR IMMEDIATE RELEASEDate: April 17, 1998Contact: Norma J. Oliver912-353-4908, Fax: 912-356-2544

Vital Records will immediately return to Full Operations except for GenealogyResearch.

Savannah, Georgia

Genealogy research operations will be restored as soon as possible. We will notify thepublic as to the date and time of return to full, normal operations.

g. Special Reports:

1. Time Sheets:

Each employee shall prepare a time sheet for his/her shift. Each time sheet shall bemaintained and stored safely until it can be given to the supervisor. Vital RecordsRegistrar shall turn in time sheets to the Program Director as instructed.

2. Communication Log:

Each employee shall complete communication log during his/her shift. This log will begiven to the next employee on duty and passed to the next and so on, so as to providea continuum of information for all staff throughout the disaster and clean up operations.A copy of the communication log shall be kept on site and the original routed to thesupervisor. Vital Records Registrar shall turn in communication logs to the ProgramDirector as instructed.

3. Status Reports:

Each employee shall complete a status report including information on significantactions or events which have occurred during shift. These reports shall state the on-going activities, problems, personnel involved, needs and activities planned for the nextshift and any anticipated problems. Reports must be signed and dated and state thetime. A copy will be kept on site with the original routed to the supervisor. VitalRecords Registrar shall turn in communication logs to the Program Director asinstructed.

4. Expenditure Reports:

These reports will be prepared by the Registrar and will include all items purchased,the supplier, cost of the item, the purchasing program and the employee authorizing thepurchase. A complete inventory of all existing used during the disaster and clean upwill be made for reimbursement purposes. Vital Records Registrar shall turn inexpenditure reports to the Program Director as instructed.

InterfacingAgencies

Agency Name Position Program Pre-EventLocation/Phone #

Chatham County Marvin Veale Manager ofAdministrativeServices

Chatham CountyGovernment

Chatham CountyCourt House 912-652-7178

Fox & Weeks FunHome

Joe Wall Funeral Director Funeral Home 700 Drayton Street 912-233-1103

Fox & Weeks FunHome

Val Prescott Funeral Director Funeral Home 7200 HodgsonMemorialDr. 912-352-7200

Fox & Weeks FunHome

Robin Attaway Funeral Director Funeral Home 4605 Hwy 80, E.912-898-0900

Fountain FuneralHome

Cleve Fountain Funeral Director Funeral Home 5 Birkenhead Rd., Pt. Wentworth,Ga.912-964-4336

Bynes-Royall FunHome

Frenchie Bynes Funeral Director Funeral Home 204 W. Hall Street912-233-2175

Baker FuneralHome

Hubert Baker Funeral Director Funeral Home 7415 HodgsonMemorial Dr912-927-1999

Michael & BrownFuneral Home

W. Bruce Michael Funeral Director Funeral Home 1429 W Bay Street912-964-2862

Massey ChapelFun Home

George Spivey Funeral Director Funeral Home 2794 Hwy 80, W.912-964-2862

Sexton-Hall FunHome

Horace Hall Funeral Director Funeral Home 118 E. 35 Street912-236-8273

Sidney A. JonesFun Home

MatthewJones/JamesJenkins

Funeral Director Funeral Home 124 W. ParkAvenue912-234-7226

Speed & SmartFun Home

Bruce Adams Funeral Director Funeral Home 224 HoustonStreet912-236-0307

Sipple’s Mortuary Ed Gamble Funeral Director Funeral Home 5525 AbercornStreet

Street912-354-1411

*See notes atbottom

Memorial MedicalCenter

Rachel Huff Deputy Registrar Medical/BirthRecords

4700 WatersAvenue912-350-8679

St.Joseph/CandlerHospital

Tina Brown Deputy Registrar Medical/BirthRecords

5353 ReynoldsStreet912-692-6663

*Registrar will contact all Funeral Homes to inform them of our emergency plan isbeing activated and to ask that they hold death certificates until operations canbe restored.

*Registrar will contact all Hospital Deputy Registrars to notify them that youremergency plan is being activated and they should suspend all mailcorrespondence to Vital Records until further notification.

SA-1

National Incident Management System (NIMS) (in separate binder)

SA-2

RESOURCES ( in separate binder)

SA-3

SUPPORTING AGENCIES (in separate binder)

SA-4

DISEASE FACT SHEETS (DFS) (in separate binder)

SA-5

WebEOC Management Software

County WebEOC Access

Enter this link: http://eoc.chathamcounty.org/eoc6/ into you web browser. Once at thelogin screen save to your favorites for future access.

Find “Jurisdictions” and click on it. Scroll down to “Health and Medical” and click on it.Click on “County-Public Health” and enter the password “Cema4500” without thequotation marks. Make sure you are in the right event for the incident. This will takeyou to the “Navigator” box.

State WebEOC AccessDirections to access the WebEOC browser

Enter this link: http://167.193.156.163/EOC6 into your web browser. Click “GO” andthis should take you to the WebEOC login screen. Save in your Favorites.

Once at the login screen, scroll down the “User” box until you see your particularassignment under 9-1. Example: 9-1 Administrator, 9-1 MIS, or 9-1 BT/EC.

Click once on your assignment, then, enter “1234” in the Password box and login.

This will take you to a screen called “Select your Role” and in the scroll down box clickon “Default” then click “OK”

This should take you to the WebEOC “Navigator” box……….your in!

WebEOC training will take about a half -hour to familiarize you with the operations.

SA 6: Call Down List

Chatham County Call-Down List

(Updated 7/1/2008)

Diane Weems (H) 912-598-8297, ( C) 912-657-4629

Alternate: Jim Phillips

Jim Phillips (FM) (H) 912- 232-1425, (C) 912-441-9465

Alternate: Kathryn Martin

Cathy Schmid (N) (H) 912- 355-6126, (C) 912-224-8240

Alternate: Staci Fontaine (H) 912-897-0218, ( C) 9122249524

Chris Rustin (EH) (C) 912-224-8276, (SL) 912-217-8341

Alternate: Helena Barton (H) 912-308-1730 © 912-224-8301

Deborah Leslie (L) (H) 912-756-5053, (C) 912-224-8341

Alternate: Lisa Harris (H) 912-748-2462, ( C) 912-308-7715

Myron Burke (VR) (H) 912-920-1557, (C) 912-220-8640

Alternate: Thelma Campbell (H) 912-964-5789, ( C) 912-484-8058

Donna Camacho

(CC)

(H) 912-897-4497, (C) 912-663-4727

Alternate: Cynthia Shields (H) 912-234-1121, ( C) 912-398-8923

Susan Alt (IDC) (H) 912-898-1274, (P) 912-921-9627

Alternate: Debbie Hagins (H) 912-238-0652, ( C) 912-441-7728

Mike Adams (H) 912-898-9663, (C) 912-224-8228

Diane Weems (H) 912-598-8297, ( C) 912-657-4629

Dr Skelton (DHD) (H) 912-598-8297, (C)912-441-9463

Jamey Smith (MIS) (H) 912-233-9777, (C)912-441-9645

Tom Hodgson (HR) (H) 912- 925-8777 (C) 912-604-9823

Sally Silberman

(PIO)

(H) 912-691-1958, (C) 912-484-4116

Brent Jordan (DA) (H) 912-748-5802, (C) 912-441-9462

Alternate: Evan Hacken (H)545-3611©222-3998

Cristina Gibson(HE)

(H) 912-713-1287, (C) 912-484-1885

Betty Dixon (DN) (H) 912-898-1222, (C) 912-484-0374

Annette Neu (DEC) (H) 912-634-8602, (C) 912-332-2128

Harry Hickson (DD) (H) 912-236-2225, (C ) 912-332-0875

Karen Home: 912-756-4527 Pager: 912-921-6490

Wanda: © 912-441-9712

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