Written Survey Responses

Quick Response Report #149
Oregon Emergency Management: Evaluating Interagency Communication in the Post-Disaster Environment

Written Survey Responses

R = Respondent

2d. What is your agency’s communication role during the emergency response phase? (Provide Services)

R2	Transportation, heavy equipment, manpower, EOD, fire suppression, intel, communications (satellite, cellular, radio)
R3	Assist other agencies with equipment, resources, and facility use
R4	Technical support
R6	Provide technical advice to first responders. At some point provide the State on Scene Coordinator to represent the State and the agency to the responsible party, EPA, and other interested parties. Provide staff to Incident Command team.
R7	Structural review of buildings – we can provide some safety services such as air testing
R8	Bridge inspection, debris clearance, damage assessment, traffic control, coordination with railroads, road closure information, coordination of SSF-1 Transportation and SSF-3 Public Works and Engineering.
R9	Provide information to other prisons, inmate work crews, mobile kitchen, sack lunches.
R10	Document liquefaction, ground rupture, lateral spreading, landslides after earthquakes.
R11	No response
R12	Building inspection, boiler and elevator inspections
R13	Natural resource damage assessment
R14	For flood emergencies – probably supply Flood Hazard maps
R15	NRD – spills, etc.
R16	State interagency administrative coordination, extraordinary budget approvals, contracting emergency declarations
R17	Wildland firefighting, incident management teams, logistical support
R19	Provide communication offers to other entities as necessary.

2e. What is your agency’s communication role during the emergency response phase? (Other)

R2	Communicate with Department of Defense
R9	Only through agreement with juvenile and jail agencies ODOC will provide tactical response and crisis negotiations.
R12	Activate the post earthquake inspector registry statewide
R16	Director is a member of Governor’s Emergency Response Team and Security Council
R17	No response
R18	Federal agencies: US Dept. of Energy, nuclear regulatory commission, FEMA, FBI, US Coast Guard, Etc.
R20	In general, DOJ is not involved during an emergency. We are available to address legal questions as needed.

3. What is your agency’s communication role in the recovery environment?

R1	To respond to questions regarding toxic exposures (patient assessment, chemical info, pt. Treatment)
R2	Back up to existing primary responders
R3	When event takes place on parks land to assist other agencies and public as well as respond to media.
R4	Technical support
R5	Informational, relating to utilities, i.e. safety
R6	Provide technical advice to first responders. At some point provide the State on Scene Coordinator to represent the State and the agency to the responsible party, EPA, and other interested parties. Provide staff to Incident Command team.
R7	We can provide information and advice on building structural safety, workplace hazards, insurance issues and workers compensation processes.
R8	Communicating with news media and public about status of transportation system. Communicating with local government about damage assessment and repair of highways.
R9	Ensure prisons and ODOC functional units return to normal operations, use risk management and FEMA assistance to augment funding, and mitigate similar emergencies through infrastructure and using lessons learned.
R10	Man the ECC for a few days, if we can get there. Continue follow-up contact with media and public.
R11	ODA is responsible for communicating hazard or changes to the Aviation community: Pilots, airport manager, aviation related businesses.
R12	Communicate with the media, public, customers, municipalities and other state agencies regarding building inspections, plans and permits.
R13	ODFW conducts a natural resource damage assessment after an emergency event that impacts fish, wildlife or habitat (generally a spill of oil or other hazardous material), ODFW communicates with other federal, state or tribal trustee agencies during this process (e.g., US Fish and Wildlife Service, DEQ, and tribal governments)
R14	none
R15	Coordination of resources to needs
R16	Coordination among agencies and the Governor’s Communications Director, internal notices to all agencies, directives on budget, facilities, telecommunications, accounting, insurance, and others.
R17	Coordinated available resources with OEM
R18	Communicate with public, media, state agencies and Federal agencies: US Dept. of Energy, nuclear regulatory commission, FEMA, FBI, US Coast Guard, Etc.
R19	Make appropriate experts available to media or government. Determine which of our services are necessary to recovery and increase public awareness of their availability.
R20	None. Again, DOJ is available to provide legal advice as needed.

4e. What is your understanding of OEM’s role during the emergency response phase? (Other)

R8	Operating State Emergency Coordination Center, providing situation reports, periodic briefings.
R12	Funding via FEMA
R19	Ensure that Governor and Cabinet are informed and connected with agencies, activities, status as necessary.
R20	Depends on nature of incident

5. What is your understanding of OEM’s role in the recovery environment?

R1	Communication between agencies.
R2	Responsible for coordinate effort by state and federal agencies.
R3	Once event is stabilized to assist in resource and communication management until agency/county resources are able to manage exposure on their own.
R4	Facilitation – coordination of other state agencies and FEMA.
R5	Alert and notification, communication, coordination, service provision.
R6	Coordinate requests from local government, pass them to FEMA or other agencies and monitor satisfaction of requirements.
R7	To provide essential communication among state and federal agencies and to coordinate emergency response and agency action.
R8	Coordinating damage assessment, application for FEMA funds, providing summaries of statewide status.
R9	Public assistance to state and local governments, individual assistance for victims and family, and hazard mitigation through Federal and State funding programs
R10	Coordinate local emergency managers and state resources
R11	Evaluation of emergency response, coordination between agencies, communication
R12	Facilitate and develop coordinate local recovery efforts including FEMA funding, track activities, funds expenses and prepare reports
R13	We assume OEM would help to coordinate the response activities of various state agencies during the recovery phase of a disaster
R14	Serves as a clearinghouse for information on other available resources (e.g. SBA, FEMA funding…)
R15	Coordinate finding/funding resources
R16	Coordinate FEMA information with approval of this department on all state budget impacts
R17	Coordination of available state resources to facilitate assistance to the affected publics
R18	Alert and notification, communication and coordination
R19	Coordination, communication with state agencies, relief organizations, federal agencies, such as FEMA. Ascertain availability of emergency, coordinate distribution.
R20	Coordination, communication as needed. Otherwise depends on nature of incident and recovery.

6e. When the State Emergency Coordination Center (ECC) is activated, when would you expect your agency to be contacted? (other)

R14	If flooding – maybe during standby and limited activation because of agreement in FEMA contract to assist OEM during declared flood disasters.
R18	For events involving our agency (nuclear, petroleum, electricity, and radiological materials transport_ we would expect to participate in the decision to activate in the ECC.

7d. If your agency were contacted, what kind of information would you expect from the State ECC? (other)

R16	Director would be notified of where to meet with the Governor’s Emergency Response Team
R18	What notifications have been made by OERS

8c. To your knowledge, are the following mechanisms for communication effective in disseminating emergency information and supporting OEM/State Agency coordination? (Amateur Radio Services)

R18	However, reliability has yet to be proven

10b. Would your agency have a role in helping to provide any of the above information?

R1	We would assist State Health/First responders to determine risk to exposed individuals, which could help determine which actions the public should take for their protection.
R2	As follow-up to primary responders
R3	If the event took place on Oregon Parks and Recreation property
R4	No
R5	PUC staff would assist OEM at the ECC upon request from OEM
R6	As State on Scene Coordinator for oil and hazardous material incidents DEQ would provide much of the above information to OEM.
R7	We would be involved in communicating information about building structural soundness, workplace hazards.
R8	Providing information about the status of the transportation system. Director wishes to make our agency’s public information personnel available to assist in disasters.
R9	Emergency response administrator transmit above information to appropriate prisons.
R10	If geologic event like earthquake, we would provide information on affected areas (#2), warn of aftershocks if appropriate (#3).
R12	Building inspection and safety
R13	If impacted areas include important habitat for fish and wildlife
R14	If flooding we could convey information to communities and to the public regarding protection activities.
R17	OEM would be informed on any action taken by ODF as an OERS council agency
R18	In nuclear, radiological transport, petroleum, and electricity emergencies, our agency is responsible for providing the above information to the Governor, media, public, and others as appropriate.
R19	Depends on nature of emergency. E.g., info from Health Services about anthrax, precautions, etc.
R20	But only if legal issues need explanation

11d. Who should receive emergency notifications in your agency? (other)

R2	Military support officer
R6	DEQ primary or Secondary pager
R9	Emergency Response Administrator
R13	ODFW maintains and OERS call-down list of ODFW staff that should be notified in the event of a disaster that could impact fish, wildlife, or habitat.
R18	Oregon Office of Energy Duty officers, the duty officer will then notify the appropriate manager.
R19	This needs to be determined within the agency
R20	Any agency involved in response will, if it needs legal advice, contact its assigned counsel.

12c. What method of communication should/would you prefer to use to receive this information? (other)

R1	Fax
R2	Pager
R3	Cell phone
R5	Pager
R6	Text pagers
R7	Nextel radio if phones are unavailable
R8	Pager
R9	Pager
R10	Eventually we will have a satellite phone as well
R15	Cell phone
R17	Pager
R18	OERS pages the duty officer all-call number, our duty officer will call OERS back for event information.

13. Do you have an agency/division emergency operations center? (If yes, how?)

R1	The poison center is an emergency operations center-we communicate with ECC through OERS
R2	Telephone and email/internet
R6	DEQ primary and secondary pager system
R7	OERS representative
R8	Phone, fax, email, ODOT radio
R9	Phone, email, ECC liaison if necessary
R17	Telephone/E-mail

14e. What services does your agency provide in response to a state declared emergency/disaster? (other)

R1	Medical assessment/recommendations for patient management
R2	Aviation as needed/Decon/Communications/Intel
R3	Campgrounds, yurts, campgrounds
R5	Information
R9	Inmate work crew, mobile kitchen, sack lunches
R11	Aviation contacts
R16	Support and administration to state agencies, budget, info-tech, insurance, facilities
R17	Incident management Teams
R19	Our services are generally those for which people must qualify (by income, disability, etc.) in an emergency we would take steps to increase awareness of our services in affected areas.
R20	Legal advice, as needed

15. What information needs does your agency have for emergency/disaster conditions?

R1

We need information about the incident – substance of exposure, on scene response, victim/patient condition, treating facilities.

R2

Governor declaration and SPT plan.

R3

Prompt notification and description of event.

R4

Water resources related – statewide geographical knowledge, hydraulic structure expertise

R5

The PUC has no specific materials for distribution to the public.

R6

Not clear what this means for DEQ

R7

Status of event – which parts of state are affected – need for our specialized resources – instructions from Gov for continuing agency operations.

R8

Areas affected, actions taken by local govt., actions taken by other state agencies, recommended protective actions, transportation and public works assistance needed.

R9

Nature and extent of emergency, impacted areas and potential impact areas, actions public should take for protection, and activities being carries out by officials.

R10

Need to know where is the affected area, any reports of geologic evidence of the event.

R11

Anything requiring airspace and / or airport closures

R12

Need to know when and where events occur when there is building damage, especially earthquakes

R13

ODFW has a need to get more information on the state’s fish, wildlife, and habitat resources into a GIS system so that it is easily accessible during an emergency

R14

No response

R15

Hydrologist/GIS support/weatherman/veterinarians (Biologicals) labs (animal health/food safety/plant/export lab)

R16

Adequate information to administer state government, especially those units that do not have a routine emergency response role.

R17

Amount and type of assistance needed. Some type of authorization from the Governor’s office to use state resources beyond agency mission

R18

Too broad, need additional information to answer the question adequately

R19

Not sure we understand question! See responses to #7 (event information)

R20

No response

16f. Has your agency relied on OEM for emergency/disaster services or information in the past? (If yes, what kind?)

R15

Assisted FEMA/Flood ‘96

R18

Use of the ECC during drills and exercises so the Oregon Office of Energy could direct the states response to nuclear emergencies.

17. How does the Oregon Emergency Response System Council help facilitate the communication between state agencies?

R1

Through collection and dissemination of information

R2

Face to face contact, agency awareness and direct communication

R3

Regular meeting minutes and emails

R4

Central information center

R5

The primary benefit to us is the communication links (ie radio, satellite phones) and the communication center communicating with utility companies during an emergency

R6

No response

R7

Ensures all members receive same information at the same time Provides a single point of contact for agencies.

R8

Through coordination projects such as the state emergency plan and OERS executive order. I see development of the SSFs as the nest order of business

R9

Notification of emergency, impact, actions taken and activities being carried out.

R10

Face to Face meetings, information transfer.

R11

It creates the opportunities for interpersonal relationships to be developed that can be used during and emergency.

R12

Regular meetings and reports, activation of the center and OEM email

R13

No response – ODFW does not have any staff positions dedicated solely to emergency response. For this reason, ODFW is not a regular participant in OERS Council meetings.

R14

No response

R15

Maintains list of contact persons within agencies

R16

By providing accurate information hazards, preparedness, and events.

R17

Information link

R18

Beyond meeting people from other agencies with similar responsibilities, we have not found the OERS Council meetings to be particularly worthwhile

R19

Function as an information network

R20

No response

18. How effectively has information been disseminated among agencies pre-disaster?

R18

This question is too broad, more information is needed to answer adequately.

19. How effectively has information been disseminated between agencies during disaster response?

R18

For events involving our agency, the Oregon Office of Energy coordinates very effectively with other local, state, and federal agencies.

20d. How can communication be improved between and among agencies? (other)

R2

Facilities – New ECC will help in Coordination with agencies

R4

Maintain existing system as an information center facilitating informational meetings and training opportunities

R5

OERS should promote manuals to involved agencies that detail operations and procedures to be followed during an emergency

R7

Build on what individual agencies already have – we have a well – structured IMS, with good internal emergency communications

R9

Calling trees when information flow is required to be prompt

R10

Provide agencies with email capabilities during an actual emergency event

R15

Go together – training is available, but need increased awareness of that

21. Additional Comments

R2

In light of 9/11, there is a need for clarified jurisdictional requirements and limitations. Continued dialogue and negotiation is key to overall success of emergency response to Oregon citizens. Eliminating historical outlooks and perceptions regarding capabilities will drastically improve response time and performance.

R3

Daily updates of current National Crisis has been helpful in determining agency response

R7

Generally, agencies don’t know what’s out there or how it might work – won’t know until an event occurs. OERS is a good start. Our OERS representative asks that she receive fewer, more concise emails.

R8

The move to a new ECC should provide opportunities for increasedcoordination and education of agency representatives. In my opinion, the operation of OERS and the coordination the OERS Council did on the recent plan revision are both good examples of things working well. I believe more education may be needed for groups such as the newly formed Governor’s Security Council for terrorism. For both terrorism and Y2K, it seems that a lack of knowledge and perhaps a lack of confidence in the existing system led to a lot of duplication of effort. Also, I believe that many of the OERS council representatives may not have a clear enough understanding of the system (partly because they are relatively new or their agency does not get involved very often.)

R9

Checklist of information flow, FEMA services, and required documentation

R10

In the event of severe earthquake: phone, fax, and email may be inoperative. Back up systems need to be in place: Satellite phones and HAM radio. These need to be tested during excercises.

R12

During recent Marion/Polk County exercise we discovered we have reliance on computer and telephone technology – need contingency clause for radio and other communications that link in critical agencies. State agencies need assistance in establishing Emergency Response and Recovery Plans and business continuation plans that are based on consistent state directions and expectations.

R13

ODFW has had some minor concerns in the past about OERS notification, primarily related to the timeliness of notification. OERS staff was very responsive to our concerns, and very committed to working constructively with us to develop mutually acceptable solutions to address our concerns. We appreciate their efforts very much.

R15

Increased awareness of current “flow” of the system – as well as past practices – Agency memory is lacking.

R17

Development of an internal specific disaster category on the OEM web page would be useful and informative.

R20

As a general matter, the DOJ is not directly involved in emergency operations. Rather, the Department is always available to OEM or any other state agency to provide legal advice as needed. Typically legal advice is not needed when emergencies occur, because that has been taked care of in the preparation stage. It is possible, of course, that legal advice could be required during a response or during recovery.

R1	We need information about the incident – substance of exposure, on scene response, victim/patient condition, treating facilities.
R2	Governor declaration and SPT plan.
R3	Prompt notification and description of event.
R4	Water resources related – statewide geographical knowledge, hydraulic structure expertise
R5	The PUC has no specific materials for distribution to the public.
R6	Not clear what this means for DEQ
R7	Status of event – which parts of state are affected – need for our specialized resources – instructions from Gov for continuing agency operations.
R8	Areas affected, actions taken by local govt., actions taken by other state agencies, recommended protective actions, transportation and public works assistance needed.
R9	Nature and extent of emergency, impacted areas and potential impact areas, actions public should take for protection, and activities being carries out by officials.
R10	Need to know where is the affected area, any reports of geologic evidence of the event.
R11	Anything requiring airspace and / or airport closures
R12	Need to know when and where events occur when there is building damage, especially earthquakes
R13	ODFW has a need to get more information on the state’s fish, wildlife, and habitat resources into a GIS system so that it is easily accessible during an emergency
R14	No response
R15	Hydrologist/GIS support/weatherman/veterinarians (Biologicals) labs (animal health/food safety/plant/export lab)
R16	Adequate information to administer state government, especially those units that do not have a routine emergency response role.
R17	Amount and type of assistance needed. Some type of authorization from the Governor’s office to use state resources beyond agency mission
R18	Too broad, need additional information to answer the question adequately
R19	Not sure we understand question! See responses to #7 (event information)
R20	No response

R15	Assisted FEMA/Flood ‘96
R18	Use of the ECC during drills and exercises so the Oregon Office of Energy could direct the states response to nuclear emergencies.

R1	Through collection and dissemination of information
R2	Face to face contact, agency awareness and direct communication
R3	Regular meeting minutes and emails
R4	Central information center
R5	The primary benefit to us is the communication links (ie radio, satellite phones) and the communication center communicating with utility companies during an emergency
R6	No response
R7	Ensures all members receive same information at the same time Provides a single point of contact for agencies.
R8	Through coordination projects such as the state emergency plan and OERS executive order. I see development of the SSFs as the nest order of business
R9	Notification of emergency, impact, actions taken and activities being carried out.
R10	Face to Face meetings, information transfer.
R11	It creates the opportunities for interpersonal relationships to be developed that can be used during and emergency.
R12	Regular meetings and reports, activation of the center and OEM email
R13	No response – ODFW does not have any staff positions dedicated solely to emergency response. For this reason, ODFW is not a regular participant in OERS Council meetings.
R14	No response
R15	Maintains list of contact persons within agencies
R16	By providing accurate information hazards, preparedness, and events.
R17	Information link
R18	Beyond meeting people from other agencies with similar responsibilities, we have not found the OERS Council meetings to be particularly worthwhile
R19	Function as an information network
R20	No response

R2	Facilities – New ECC will help in Coordination with agencies
R4	Maintain existing system as an information center facilitating informational meetings and training opportunities
R5	OERS should promote manuals to involved agencies that detail operations and procedures to be followed during an emergency
R7	Build on what individual agencies already have – we have a well – structured IMS, with good internal emergency communications
R9	Calling trees when information flow is required to be prompt
R10	Provide agencies with email capabilities during an actual emergency event
R15	Go together – training is available, but need increased awareness of that

R2	In light of 9/11, there is a need for clarified jurisdictional requirements and limitations. Continued dialogue and negotiation is key to overall success of emergency response to Oregon citizens. Eliminating historical outlooks and perceptions regarding capabilities will drastically improve response time and performance.
R3	Daily updates of current National Crisis has been helpful in determining agency response
R7	Generally, agencies don’t know what’s out there or how it might work – won’t know until an event occurs. OERS is a good start. Our OERS representative asks that she receive fewer, more concise emails.
R8	The move to a new ECC should provide opportunities for increasedcoordination and education of agency representatives. In my opinion, the operation of OERS and the coordination the OERS Council did on the recent plan revision are both good examples of things working well. I believe more education may be needed for groups such as the newly formed Governor’s Security Council for terrorism. For both terrorism and Y2K, it seems that a lack of knowledge and perhaps a lack of confidence in the existing system led to a lot of duplication of effort. Also, I believe that many of the OERS council representatives may not have a clear enough understanding of the system (partly because they are relatively new or their agency does not get involved very often.)
R9	Checklist of information flow, FEMA services, and required documentation
R10	In the event of severe earthquake: phone, fax, and email may be inoperative. Back up systems need to be in place: Satellite phones and HAM radio. These need to be tested during excercises.
R12	During recent Marion/Polk County exercise we discovered we have reliance on computer and telephone technology – need contingency clause for radio and other communications that link in critical agencies. State agencies need assistance in establishing Emergency Response and Recovery Plans and business continuation plans that are based on consistent state directions and expectations.
R13	ODFW has had some minor concerns in the past about OERS notification, primarily related to the timeliness of notification. OERS staff was very responsive to our concerns, and very committed to working constructively with us to develop mutually acceptable solutions to address our concerns. We appreciate their efforts very much.
R15	Increased awareness of current “flow” of the system – as well as past practices – Agency memory is lacking.
R17	Development of an internal specific disaster category on the OEM web page would be useful and informative.
R20	As a general matter, the DOJ is not directly involved in emergency operations. Rather, the Department is always available to OEM or any other state agency to provide legal advice as needed. Typically legal advice is not needed when emergencies occur, because that has been taked care of in the preparation stage. It is possible, of course, that legal advice could be required during a response or during recovery.

Quick Response Report #149 Oregon Emergency Management: Evaluating Interagency Communication in the Post-Disaster Environment

Written Survey Responses

Quick Response Report #149
Oregon Emergency Management: Evaluating Interagency Communication in the Post-Disaster Environment