ESF 15 - External Affairs

Emergency Support Function (ESF) #15

External Affairs ________________________________________________

Primary Agency

Emergency Management

Public Information Officers

Secondary/Support Agencies

Harrisonburg Fire Department

Rockingham County Department of Fire & Rescue

Harrisonburg Police Department

Rockingham County Sheriff’s Office

City of Harrisonburg/Rockingham County Public Schools

City of Harrisonburg/Rockingham County Information Technology Department

Central Shenandoah Health District

Harrisonburg/Rockingham Department of Social Services

Virginia Department of Emergency Management

Federal Agencies Liaison

Introduction:

Purpose:

Emergency Support Function #15 (External Affairs) is responsible for keeping the public informed concerning a threatened or actual emergency situation and to provide protective action guidance as appropriate to save lives and protect property.

Scope:

ESF #15 manages information during an incident so that the most up-to-date and correct information is used to inform the public. This emergency support function will use media reports to support the overall strategy for managing the incident. ESF #15 will coordinate with all agencies involved with the incident so that one message is used for public information to avoid any conflicts of released information. This emergency support function is organized into the following functional components:

• Public Affairs

• Community Relations

• Legislative Affairs

• International Affairs

Policies:

During an emergency the Public Information Officer will:

Disseminate information by appropriate means, to include any local alert systems, media outlets, cable channels, the Emergency Alert System, NOAA All-hazards radio, and the locality’s website.

Clear new releases with the Director of Emergency Management before releasing them to the media.

Will encourage news media to publish articles to increase public awareness; and

Will ensure information is accurate and released in a timely manner.

Concept of Operations

General:

In an emergency or disaster, it is important to provide timely and accurate information to the public and to the media outlets. News coverage and social media must be monitored to ensure that accurate information is being disseminated and to stay ahead of rumor control. The City of Harrisonburg and Rockingham County need to be prepared to keep local legislators and other political figures informed.

Organization:

Public Affairs are responsible for coordinating messages from the various agencies and establishing a Joint Information Center. Public Affairs will gather information on the incident and provide incident related information through the media and other sources to keep the public informed. Public Affairs will monitor the news coverage to ensure the accuracy of the information being disseminated. Public Affairs will handle appropriate special projects such as news conferences and press operations for incident area tours.

Community Relations will prepare an initial action plan with incident-specific guidance and objectives, at the beginning of an actual or potential incident. They will identify and coordinate with the community leaders and neighborhood groups to assist in the rapid dissemination of information, identify unmet needs and establish an ongoing dialogue and information exchange. The Commonwealth and FEMA can deploy a joint Community Relations Team to the locality to assist these operations.

Legislative Affairs will establish contact with the state legislative and congressional offices representing the affected areas to provide information on the incident. The City of Harrisonburg and Rockingham County should be prepared to arrange an incident site visit for legislators and their staff. Legislative Affairs will also respond to legislative and congressional inquiries.

International Affairs, if needed, will work with the Department of State to coordinate all matters requiring international involvement.

Actions:

Evaluate the situation,

Monitor local, state, and national news coverage of the situation (as applicable).

After coordination with the VEOC, time permitting, the PIO will begin to disseminate emergency public information via news releases to the local news media.

The content should be coordinated with the city/county EOC, participating agencies, adjacent jurisdictions, and the VEOC.

Emphasize citizen response and protective action.

Develop accurate and complete information regarding incident cause, size, current situation, and resources committed.

Continue to keep the public informed concerning local recovery operations.

Assist the Health Department in disseminating public health notices, if necessary.

Assist state and federal officials in disseminating information concerning relief assistance; and

Document expenses.

Responsibilities:

Establish a working arrangement between the City of Harrisonburg and Rockingham County PIOs, the EOC, and local media.

Encourage local media to periodically provide general information about those specific hazards, which are likely to occur, such as flooding and industrial accidents.

Prepare and provide general information as appropriate to special groups such as the visually impaired, the elderly, etc..

If necessary, designate a phone number and personnel to handle citizen inquiries (hotline).

Assure the availability of back-up generators at local EAS radio stations.

Arrange regular press briefings.

Coordinate the release of information through public broadcast channels, and written documents; and

Maintain an up-to-date telephone and fax number list for all local news organizations.

Emergency Support Function #15 – Attachment 1

________________________________________________

Local – Public Information Notification of an Incident.

At _________________(a.m./p.m.) today, an incident/accident occurred on______________________________________(highway/street). Certain dangerous materials have been spilled/leaked/released from a car/truck. Due to the toxicity of material released to the atmosphere, all traffic on ______________________________(highway/street) is being rerouted via ______________________________(highway/intersection) until further notice.

Due to the possibility of an explosion and major fire, all residents living within _____________________________feet (or miles) of the site are urged to:

EVACUATE:

Leave immediately and report to _______________________________________________ (school, church, etc.).

OR

SHELTER IN PLACE:

Immediately turn off all heating and cooling systems. Close vents. Close all doors/windows. If possible cover openings with plastic and seal with duct tape. Take food, water, flashlight, and an emergency radio to an interior room on the upper floor of your location.

Follow directions given by emergency workers, State Police, Harrisonburg Police Department, or Sheriff’s Office.

You will be notified when it is safe to return to/open your homes. Stay tuned to this station for additional information/instructions.

Emergency Support Function #15 – Attachment 2

________________________________________________

Local – Public Information Notification of an Incident (Fire and/or Explosion Imminent):

At _________________(a.m./p.m.) today, an incident/accident occurred on______________________________________(highway/street). Certain dangerous materials have been spilled/leaked/released from a car/truck. Due to the toxicity of material released to the atmosphere, all traffic on ______________________________(highway/street) is being rerouted via ______________________________(highway/intersection) until further notice.

Due to the possibility of an explosion and major fire, all residents living within _____________________________feet (or miles) of the site are urged to:

EVACUATE:

leave immediately and report to _______________________________________________ (school, church, etc.).

SHELTER IN PLACE:

Immediately turn off all heating and cooling systems. Close vents. Close all doors/windows. If possible cover openings with plastic and seal with duct tape. Take food, water, flashlight, and an emergency radio to an interior room of your location.

Follow directions given by emergency workers, State Police, Harrisonburg Police Department, and Sheriff’s Office.

You will be notified when it is safe to return to your homes. Stay tuned to this station for additional information/instructions.