ŠĻą”±į>ž’ ˆŠž’’’†‡’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’’ģ„Į)` šæś<bjbjóźóź 4`‘€‘€ś4’’’’’’¤¤,6,6,6,6$P6d¤nu2Ą6Ą6Ą6Ą6Ą6Ą6Ą6Ą6ķtļtļtļtļtļtļt$ vhyhuźCĄ6Ą6źCźCuĄ6Ą6(u F F FźCĄ6Ą6ķt FźCķt F FĀ]oD-sĄ6“6 P8B9aĪ,6üD”p&ķt>u0nuĒpfpyF|pyL-s-spyAt¬Ą6J ; F>tŽ@\Ą6Ą6Ą6uuŠFĄ6Ą6Ą6nuźCźCźCźC¤¤¤d"'$¤¤¤'¤¤¤’’’’ DUKES COUNTY JOINT INFORMATION CENTER PLAN PURPOSE OF THE DUKES COUNTY JOINT INFORMATION CENTER (JIC) The primary purpose of the Dukes County Joint Information Center is to facilitate the exchange and dissemination of disaster related information between the public safety participating agencies in order to enhance island-wide situational awareness among the participants and to provide real-time information availability to the Dukes County EOC and the Dukes County Communications Center. The primary purpose also includes information exchange between the public safety agencies and the non-public safety infrastructure agencies. The secondary purpose is to relay disaster related messages from the town emergency managers to the public through the media, websites and smartphones FUNCTIONS TO BE PERFORMED BY THE DUKES COUNTY JIC OPERATIONAL ????????? DESCRIPTION AND OPERATIONAL POSTURE JIC operations differ widely according to the situation. The direction taken by the JIC will generally be devided into three categories Normalcy, when no emergency is taking place or anticipated Operational posture is not required Emergency Without Warning, such as earthquakes, terrorist attacks or hazardous material incidents. Operational posture is required Emergency With Warning, such as an impending tornado, hurricane, or international crisis providing strategic warning Operational posture is required Information exchange and dissemination is divided into five sections Information collection Information assembly Information distribution to the Dukes County EOC, public safety entities and non-public safety participating entities Information dissemination to the public Communication Coordination FUNCTION POSITIONS AND DESCRIPTION Functional positions are divided into 6 positions. The positions are: The Joint Information Center Manager, who normally acts in the position of the Data Coordinator and is in overall charge of the JIC. The Data Collection Section has two members, whose jobs are to collect data from various sources . Team member #1 initiates queries and collects data from Public Safety agencies, Non-public safety agencies, and the general public. Team member #1 sends collected data to the Data Assembler. Team member #2 collects data using software programs and sends the collected data to the Data assembler Data Assembly Section has one member whose job is to receive data from the Data Collection Team members and assemble, verify and prioritize the data and pass it to the Data Coordinator The Data Coordinator is usually both the Joint Information Center Manager and the member who coordinates the distribution method and the final destination of the collected data. The Data Coordinator in the role of the Joint Information Center Manager also acts as the JIC liaison to the EOC. The Data Display and Transmittal Section has one member receives data from the Data Coordinator and transmits the data to various output devices and systems 6. The Radio Operator uses radio equipment to collect data, transmit data to the Data Collection Section, and transmit messages from the Data Coordinator A. INFORMATION COLLECTION Information is collected from the County EOC participants, the Dukes County Communication Center, town Emergency Managers and Board of Health Agents, Regional Emergency Planning Committee partners (MV Hospital, NSTAR, Verizon, SSA, Airport, VTA, Comcast, Mass State Police, Mass Highway, etc.), the National Weather Service, and the Massachusetts Emergency Management Agency. and other participating non-government organizations (NGO), such as the American Red Cross Shelter Managers, Salvation Army Managers, Information is collected in the following manner Information collection from County EOC participants (verbal queries/email/text /telephone (Landline/Cell)) Information collection from Emergency Managers (email/text /telephone (Landline/Cell)/fax) Information collection from Board of Health agents (email/text /telephone(Landline/Cell)//fax) Information collection from ARC shelters (internet /telephone(Landline/Cell)//fax) ARC Shelter managers Other town Emergency shelter managers Salvation Army manager Information collection from REPC partners (email/text /telephone(Landline/Cell)//fax) Hospital Steamship Authority VTA Airport Mass State Police Mass Highway Information collection from Comm Center (Radio scanner) Information collection from Weather Services (Internet) Information collection from MEMA / NWS (Internet) Information collection fromm Comm Center by CAD program B. INFORMATION ASSEMBLY The collected information is assembled and verified by the Dukes County Emergency Management JIC staff and prepared for distribution to the above participants. C. INFORMATION DISTRIBUTION TO PUBLIC SAFETY ENTITIES AND NON-PUBLIC SAFETY PARTICIPATING ENTITIES Local Distribution Information distribution of the collected disaster information to the Dukes County Sheriff’s EOC, participating town Emergency Managers and other local disaster decision makers is accomplished through a password protected website that was designed and is maintained by the Dukes County Emergency Management office. The information on this website can be viewed on computer, tablet or Smartphone. The information is sent directly to the large wall screen(s) in the Dukes County Sheriff’s EOC for viewing by decision makers at the EOC. Information and information useful to the Comm Center would be sent directly to the operators at the Comm Center. Sufficient backup methods of distribution are accomplished through landline, cell phone, fax, email, and text. Information display for Public Safety Decision Makers (dcjic.net and dcjic.mobi websites/email/text /telephone/fax) Non-local Distribution Distribution of information to the Massachusetts Emergency Management Agency is accomplished through the state WEBEOC internet program, landline, fax, email, radio and text. D. INFORMATION DISTRIBUTION TO THE PUBLIC Information and Directions are distributed to the public by the following methods: 1. Information transmittal to Dukes County Employees (dcjic.org websites/email) Information transmittal to Friends of Dukes County (dcjic.org websites /email) Information transmittal to Martha’s Vineyard visitors (ping4! Downloadable app) Information transmittal to media (dcjic.org websites /email/text /telephone(Landline/Cell)//fax) MVTV WCAI WMVY on the web Patch.com Dukes County website MV Gazette MV Times E. COMMUNICTION COORDINATION 1. Conference calls SIZE OF THE JIC STAFF AND ORGANIZATION FOR OPERATIONS The JIC is composed of 6 staff members per shift TEAM MEMBER 1 – Data Collection Team TEAM MEMBER 2 – Data Collection Team Data Assembly Team member (1) Data Display and Transmittal Team member (1) Data Coordination member (1) Radio Operator (1) SPACE REQUIREMENTS FOR THE JIC FACILITIES Physical Needs Heat/cooling Lights Power receptacles Telephone receptacles Internet Space requirements (6’ x 16’) Eating and Food Preparation Sanitary facilities Rest area EQUIPMENT Computers (5) Monitors (7) (can include screens of laptos) Long tables (2) Chairs (5) Telephones (2) Fax machine (1) Telephone lines (3) Printer (1) Smartphones (3) UPS (2) Television Whiteboard Radios & antennas VHF (2) 800 Mhrz (1) 2 meter (Ham Radio) (1) SOFTWARE 1. WEBEOC 2. FTP 3. kompoZer - Webpage-editor 4. Hurrevac (Hurricanes) 5. Internet browsers 6. MS Word 7. Pictometry (HazMat) 8. Virtual Town hall program 9. Twitter JIC LOCATION Dukes County Sheriff’s EOC Should be located near enough to on-site decision makers to allow queries for information and answers to queries to be coordinated. Radio communications room – should be located separately from the EOC due to audible radio traffic JIC LAYOUT See Appendix ??? COMMUNICATIONS NEEDS See EQUIPMENT items 1,5,6,7,11, 13 OTHER JIC SUPPLIES AND EQUIPMENT NEEDS 1. printer paper 2. whiteboard markers and erasers STANDARD OPERATION PROCEDURES See Appendix ?????????? JIC TRAINING AND DRILLS JIC personnel will be trained quarterly and drilled semi-annually Appendix ?????????? DUKES COUNTY JOINT INFORATION CENTER Standard Operating Procedures ACTIVATION Authority The JIC will be activated as required for exercises of impending or actual emergencies on the order of the Dukes County Emergency Manager and in coordination with the participating town Emergency Managers in the County of Dukes County and with the knowledge and consent of the Dukes County Sheriff. The JIC shall not be activated for surprise exercises without the knowledge and consent of the County Sheriff. The JIC, with the exception of the radio room, will be located in the Dukes County Sheriff’s Emergency Operations Center. The JIC operations and equipment will be set up along the back wall of the EOC in such a way as to not interfere with the operation of the EOC. The radio room will located in the storage room of the former Dukes County Communications building. Alerting The Dukes County Emergency Manager is responsible for alerting the JIC staff (Alert list , Appendix ???????) Setup Furniture and support equipment will be brought into the Dukes County EOC from the Dukes County Administration building and set up according to the sketch in Appendix ???????. The Dukes County JIC staff is responsible for this action Communications equipment will be permanently installed in the storage room of the former Dukes County Communications building. The radio operator is responsible for start up and testing of the radio equipment. The Dukes County Emergency Management Agency is responsible for moving the necessary equipment from the Dukes County Addmin Building to the EOC. The Emergency Mawnagement Director is also responsible for ensuring that extra copies of the Ddukes Cdounty JIC Standard Operating Procedures and related annexes, and checklists are available in the EOC COMMUNICATION PROCEDURES General The primary function of the JIC is to collect and disseminate information. Information will reach the JIC through many different channels: telephone, government radio, amateur radio (RACES), citizens band radio, commercial radio and television, internet sources, social media, etc.. The following paragraphs describe the responsibilities of the various elements of the JIC staff in receiving and processing incoming and outgoing information. ////////????????????????//////////////////// DISPLAY PROCDEDURES General Because the Joint Information Center’s major purpose is accumulating and sharing information to ensure coordinated and timely emergency response, the following displays must be accurately and timely updated. These displays are displays within the EOC, displays on the Emergency Managers website, displays on the public website, and displays on the Dukes County Website Within the EOC ????????????????? On the Emergency Managers Website ????????????????????? On the Public Website ??????????????????????? On the County Website OPERATIONAL PROCEDURES Declarations Early in the emergency the Dukes County Emergency Management Director will determine whether to declare a local emergency and in coordination with the participating town Emergency Managers. Security and Sign-In Depending on the nature of the emergency, the Sheriff may decide to establish special security for the EOC. The Sheriff is responsible for physical security of the EOC and its critical systems, the Sheriff shall establish an EOC roster and sigh-in sheet as conditions require or at the request of the Emergency Management Director Shift Scheduling As soon as possible after the onset of the emergency, 12-hour shift schedules should be prepared by the shift supervisors and posted near the JIC operating area. Relief shifts should arrive 30 minutes early so that briefings can be conducted on what has occurred and what decisions have been reached and what problems remain. Briefings and Conferences Briefings for the Emergency Management Director, the Sheriff, and the JIC and EOC staff should be scheduled at six-hour intervals. The JIC coordinator will post a briefing schedule on the bulletin board.. The briefing will include – unresolved problems; – major new problems during the previous six hours; – assistance neede fro other agencies or outside organizations; – information developed that should be passed to other agencies. Additional briefings may be organized at the request of the JIC coordinator, the Sheriff, town Emergency Managers, Selectmen, or Public safety officials. These may include VIP, news media briefings, and situation reviews for newly arrived state or federal representatives. Conferences with the JIC coordinator of key EOC personnel may be convened at any time by the EOC chief to discuss and resolve major issues. These conferences will be held at the place and time of the EOC chief’s choosing. The JIC coordinator is responsible for ensuring that any decisions reached at conferences ar relayed to the affected parties. Reports The JIC coordinator is responsible for ensuring that all required reports are forwarded to the next higher EOC (State Regional EOC at Bridgewater) on time. He or she is also responsible for preparing and sending any special reports on damages, threats, and assistance needed. 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