The Atlantic basin hurricane season occurs June 1st through November 30th. During this time, there is a heightened risk of severe rain events, high winds, flooding and storm damage.
Many employees have designated roles, performing various functions, within the Emergency Operations Organization (EOO) during emergency incidents. All employees may be called upon to support those functions during any particular event. The EOO chart (page 3) identifies the roles of the key individuals and demonstrates an organizational framework described by the National Incident Management System (NIMS) and Incident Command System (ICS). It is required that all employees take the online introductory NIMS/ICS courses (Emergency Operations website) to gain a better understanding of both systems and to appreciate the structure and management of the EOO. Staff should scan and submit a copy of their certificate of completion for the NIMS/ICS courses to the Human Resource Office. Again, keep in mind that all employees, including those without designated emergency roles, may be called upon in the case of an emergency to perform job duties related to or in support of emergency operations activities. Please contact your supervisor and/or the District’s Emergency Coordinating Officers to determine your emergency response role.
District staff involved in declared emergency related tasks prior to, during, or after an event will be required to complete “yellow packet” documentation. Please familiarize yourself with this procedure by reviewing the “yellow packet” documents available on the Emergency Operations website.
To specifically prepare for, respond and document actions the District will undertake before, during and after flood events, such as hurricanes, tropical storms and other periods of significant rainfall, the District has developed its Flood Event Guideline. Please familiarize yourself with the Guideline by reviewing the document which is available on the Emergency Operations website.
Important emergency preparedness links containing weather, emergency management, family preparedness, and other useful information are maintained on the District’s Emergency Operations website. You may find this information helpful in preparing yourself, your family, and your home for a potential emergency event.
When are offices closed?
The Executive Director may close District facilities during designated emergency situations or in response to the Governor’s decision to close governmental operations. Please note that District offices may remain open, even if state agency or county government offices are closed. It is possible for some District offices to remain open, while others are closed, depending upon the ever-changing location and projected path of a storm. Decisions are based on the best available information.
How does the District communicate office closures?
- Information is posted on the District’s internet and intranet sites.
- A voice recording with pertinent information will be available via the District’s emergency telephone hot line (1-866-788-4083). [DO NOT call the Emergency Operations Center for inquiries about office closings, leave usage and similar issues. All calls to the District during an office closure due to an emergency situation are forwarded to the EOC].
- A rapid voice notification service (e.g., VoiceShot) may be utilized to call staff.
- Reports to the media will be provided to appropriate radio, television and print media.
- It is ultimately the employee’s responsibility to understand when and where to report to work in the event of an office closure by utilizing all available sources of information.
Who has to report to work when offices are closed?
Designated staff with assigned emergency management roles in the EOO can be expected to report to work (once travel conditions are safe) when offices are closed. However, any District employee may be called upon in the case of an emergency to perform job duties related to or in support of emergency operations activities.
Do you get paid if the office is closed?
See the District’s Personnel Guidelines: Attendance and Leave & Disaster Preparedness and Recovery on the Emergency Operations website.
Recommendations to employees to facilitate communications:
- Update your home address, home telephone number and cellular telephone in Ultipro within the Personal area.
- Keep your District-issued cell phone, personal cell phone, 2-way portable radio, or other communications device charged, turned on, and with you at all times.
To assist employees during an emergency event:
The Executive Director may authorize certain District facilities or property (e.g., showers and ice makers) for employee’s personal use. Such usage would be for a limited time only and will not interfere with emergency response operations.
The District recognizes the needs of its employees to be able to deal with unplanned personal situations during emergency events. Supervisors, managers and chiefs shall be sensitive to the needs of employees who require time off to deal with such situations.
Questions?
Should you have any questions about the District’s emergency operations program, feel free to contact Kawika Bailey, Emergency Coordinating Officer, at 6513 or Tim Fallon, Emergency Coordinating Officer, at 4300.