IceStorm 98 Study

G. Emergency Operations Centers (EOC) and Emergency Control Group (ECG) Meetings

1. Pick EOC’s ahead of time.

   “[The biggest setback was] not having a place set up, a place ready to have an immediate response. For example, we had to set up an area [to] work [in]. We had to move equipment in there. There is nothing more important, after seeing what has happened, than to have a proper command post, emergency operation center. Anything, any building that’s ready to go. Basically, virtually a plug in the wall outlet is a start. And it’s probably the most important aspect for success when it comes to responding to emergencies.”

   Constable Al Melvin, City of Kingston, Police

2. An EOC should be in a building controlled by the municipality but not in a building which is likely to be busy during an emergency such as a police station or fire hall.
3. Do not locate EOC’s in shelters, where the noise is disruptive to shelter operations.
4. Locate an EOC where public access can be controlled.
5. Locate an EOC close to a major road.

   “You need a major artery for replenishment of supplies. So, clearly with any type of operation, you want to be close to be able to have transport. I mean, you have lost everything else. You have lost communication. You have lost everything, and what is left is your ability to travel and transport. You have to be somewhere [close] to a main artery. So, that would be one of the key things”.

   Constable Al Melvin, City of Kingston, Police

6. Provide back-up power for the EOC.
7. Have an EOC “kit” ready to go (paper, pens, status boards, etc.)
8. Equip EOC’s with phone lines (and capacity to install more), ham radio towers and equipment, fax machine, photo copier, stand alone computers, up-to-date site plans and maps, good acoustics, good lighting, eating areas, and sleeping or rest areas.
9. EOC’s need to have several rooms.
10. For a large scale emergency a large EOC is required which includes plenty of parking, meeting rooms, separate rooms and wings for different groups of people to work in, a media room and conference area.
11. Room in the EOC is needed for representatives of various groups and their alternates.
12. Ensure there is no voice mail on phone lines at the EOC so messages do not pile up.
13. Remember military personnel can help set up an EOC. Appoint an EOC manager.
14. It is difficult to move an EOC – try to pick the right place in the beginning. Pick an EOC where other activities will not need to take priority. Avoid using 2 EOC’s. This causes confusion and duplication of effort.
15. A senior level representative from each discipline should be present at all ECG meetings. (This was impossible in rural areas where the OPP staff sergeant was in charge of a geographic area which had 10 or more EOC’s). Consider having the County take the lead role to avoid this problem.
16. Ensure the head of Council is at ECG meetings and invite the other politicians.
17. Invite the media to ECG meetings.
18. Ensure emergency response is co-ordinated through the ECG. Do not spend time on operational issues at ECG meetings – spend time setting priorities and making decisions.
19. Make decisions at the ECG meetings, not privately after the meeting and record those decisions on status boards and in minutes as the meeting is taking place. Minutes should clearly state who is responsible for what.
20. Include a military liaison at the EOC.
21. Keep the public out of the EOC.
22. Use visual information (status boards) so people can get information without having to ask.