Disaster Preparedness

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Alert!

Port Ludlow Disaster Preparedness

Are YOU Prepared?

Learn how to get prepared to survive and recover more quickly from any disaster.

A new direction for the committee will be an emphasis on Community Education. It is intended to assist residents in preparing to be self-sustaining for ten (10) days following an emergency or disaster.

Goal is to:  “Be Informed – Build a Kit – Get Involved.”  

David Aho also urges community members to visit the FEMA website www.ready-gov/ to become more educated, as well as Jefferson County Emergency management’s website at www.Jeffcoeoc.org

 

If you are interested in more information about Port Ludlow’s Disaster Preparedness plan, please contact David Aho at daho@cablespeed.com.

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Port Ludlow Disaster Preparedness Documents

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Table of Contents

I. Summary
II. Port Ludlow Disaster Preparedness
III. Disaster Preparedness Definitions
IV. Volunteer Disaster Preparedness Management Plan (need Attachment 1)
V. The Disaster Preparedness Team
VI. Basic Relationship of the Disaster Preparedness Team
VII. Emergency Response Team (CERT) Procedure   (need Attachment 2)
VIII. South Bay Response Areas   (need to add)
IX. North Bay Response Map      (need to add)
X. Criteria for Self-activation by Area Captains
XI. Radio Communications Guidelines
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I. Summary

1. The Port Ludlow Disaster Preparedness Group consists of over 100 volunteer residents that are trained to respond in case of a disaster in our area.

2. A disaster is a natural or man-made event (such as a storm, earthquake, wildfire or explosion that could occur which will result in one or more of the following conditions: (a) causes substantial property damage and/or serious injuries to residents; (b) shuts down the telephone system; and/or (c) disrupts transportation.

3. We do not respond to emergencies such as a heart attack or house fire. In that case, the resident calls #9-1-1 for assistance.

4. The Disaster Preparedness Group has a tested radio communication system linking 34 separate Port Ludlow neighborhoods with the South and North Bay Communications Centers located at the Bay and Beach Club.  There are over 100 trained volunteer neighborhood captains. We exercise these communications links and our neighborhood Captains each quarter.

5. Fire Station #31 has a Central Command and Control station that will link all neighborhoods in its Fire District with outside organizations such as Jefferson County’s Emergency Operations Center. Located also in the Fire Station #31 is a volunteer-manned local Emergency Communications Room that links with our North and South Bay Communications Centers. We cooperate with our local HAM radio operators to enhance our communications.

6. The Disaster Preparedness Plan, a listing of all North and South neighborhood Captains, plus other supporting procedural documents are maintained up-to-date and posted on the PLVC Website as well as on the “Port Ludlow Today” Website (note: as of May 1, 2013, the PLT site is no longer being maintained).

7. The Disaster Preparedness Group Director has overall responsibility for developing and maintaining the Port Ludlow Disaster Preparedness Plan, and with coordination with other Emergency Management System Groups, such as the Jefferson County Department of Emergency Management or the American Red Cross.  S/he is also the Chairman of the Disaster Preparedness Committee, which reports to the Port Ludlow Village Council that provides financial assistance.

8. In conjunction with Port Ludlow’s Disaster Preparedness Program’s Goals of Communication and Education, Community Emergency Response Team (CERT) training is made available to the community with the help of the PLFR at least once a year. CERT training prepares the community to independently survive a disaster.  (updated as of 3 Oct 2011)

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                               II. Port Ludlow Disaster Preparedness                                                                 

Introduction   Dedicated and caring residents that wanted to help or assist each other, if required or requested, established the Port Ludlow Disaster Preparedness organization years ago.  The current volunteers that lead and work for the Port Ludlow Disaster Preparedness organization believe in the ideas that established the organization.

This website will provide links to key Port Ludlow Disaster Preparedness documents and procedures for two reasons: 1. Any Block Captain or CERT Member may find and refresh their knowledge with Port Ludlow Disaster Preparedness reference material;  2. This is an easily accessed location where interested residents or potential volunteers can find out what this volunteer program is all about.

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III. Disaster Preparedness Definitions

If a person in your home has a heart attack or a major traffic accident, that’s an emergency and you dial 911 for assistance. Same process in case of a house fire.

 BUT

If the phone system fails for some reason or too many 911 calls overload our county emergency services and there are many emergencies. That’s a Disaster.

Port Ludlow’s Disaster Plan is activated whenever a storm or earthquake occurs of sufficient intensity or any other situation likely to meet the three following criteria:

1. Causes extensive injury to residents;

2. Shuts down the telephone system; and

3. Disrupts transportation.

Neighborhood Captains have been instructed to self activate should there be an event that results in the aforementioned criteria. The Port Ludlow Disaster Preparedness Director in coordination with the North and South Bay Area Coordinators may also make the decision to activate our disaster plan. Advance warning of a threatening event could be issued by NOAA, radio and television news or by a call to and from the Disaster Preparedness Telephone Tree (if the telephone system is still working). 

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IV. Volunteer Disaster Preparedness Management Plan 

(updated 2013)

The Port Ludlow Disaster Preparedness Management Plan will be activated whenever a natural or man-made event (such as a storm, earthquake, wildfire or explosion) occurs which will likely result in one or more of the following conditions:

  • Causes substantial property damage and/or serious injuries to residents
  • Shuts down the telephone system
  • Disrupts transportation

Neighborhood Captains have been instructed to self activate should there be an event that results in the aforementioned criteria. The Port Ludlow Disaster Preparedness Director in coordination with the North and South Bay Area Coordinators may also make the decision to activate our disaster plan. Advance warning of a threatening event could be issued by NOAA, radio and television news or by a call to and from the Disaster Preparedness Telephone Tree (if the telephone system is still working).

Disaster Preparedness North and South Bay Coordinators will travel to their respective Communications Centers (Beach and Bay Clubs) to handle communications locally to and from their neighborhood Captains and externally to the Fire Station Emergency Communication Room for transfer to those outside Port Ludlow who are needed to render assistance to Port Ludlow.

The neighborhood Captains will report to their Communications Center on the status of the residents, houses, streets, and utilities in their areas by FRS/ GMRS radio.

An organization chart that shows the basic relationship of the Port Ludlow Disaster Preparedness Team is shown in attachment (1)

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V. The Disaster Preparedness Team

The Disaster Preparedness Director has overall responsibility for developing the Port Ludlow Volunteer Disaster Preparedness Plan and the coordination with other Emergency Management System Groups such as the Jefferson County Department of Emergency Management or the American Red Cross. The director, as Chairperson of the Disaster Preparedness Committee of the Port Ludlow Village Council from which it receives financial support, develops, maintains, and communicates the Disaster Preparedness Plan to the community.  He shall develop, maintain and communicate the Disaster Preparedness Management Plan. He is also the Chairman of the Disaster Preparedness Committee, which reports to the Port Ludlow Village Council that provides financial assistance. Should a disaster occur, the Director will travel to Fire Station 31 and coordinate efforts from the Emergency Communications Room and the Fire Chief of Port Ludlow Fire and Rescue District #3

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The Community Emergency Response Team (CERT) – Program educates people about disaster preparedness for hazards that may impact their area and trains them in basic disaster response skills such as fire safety, light search and rescue, team organization, and disaster medical operations. Using the training learned in the classroom and during exercises, CERT members can assist others in their neighborhood following an event when professional responders are not immediately available to help. The skills which are taught in the CERT training are applicable to the functions of neighborhood Captains. These include the proper approach to assessment of damaged buildings, management of gas leaks, movement of injured people and early triage. Therefore neighborhood Captains are encouraged to avail themselves of CERT training.

Port Ludlow CERT procedures are contained in attachment (2) to this Plan.

The Jefferson County Department of Emergency Management will coordinate the needs of Port Ludlow with the professional disaster workers and coordinate their activities.

The American Red Cross Disaster Coordinator is responsible for making the Port Ludlow Plan compatible with that of the Red Cross and for providing Red Cross assistance to Port Ludlow as it becomes available.

The Fire Chief of Port Ludlow Fire and Rescue District #3 is responsible for integrating the planning of Fire District #3 with the emergency planning of Port Ludlow. The Fire Department will handle fires; provide search and rescue services, and emergency medical care. Emergency Medical Technicians and Paramedics from Fire District #3 are the primary resource for medical emergencies. Located at the Fire Station is the Emergency Communication Room with communications with the U.S. Coast Guard Auxiliary, Ham radios, North and South Bay Communications Centers and the Jefferson County Emergency Operations Center. This room will be manned by designated Port Ludlow residents following a disaster incident.

Port Ludlow Amateur Radio personnel will provide outside communications in coordination with Amateur Radio Emergency Service (ARES) and Radio Amateur Communications Emergency Service (RACES) groups. They will also man the South Bay Communication Center’s Ham radio that will communicate from the Bay Club to the Fire Station’s Emergency Communications Room.

  • ARES is a volunteer radio communications service that can provide reliable primary or secondary communications links for government agencies and/or not-profit organizations when needed.
  • RACES is a special phase of amateur operation sponsored by FEMA that provides radio communications for civil-preparedness purposes during an emergency that can include natural disasters such as fires, floods and earthquakes. Ham radio operators in the RACES network contribute significantly to the Port Ludlow Disaster Preparedness organization.

Emergency Communications Coordinators will man the Fire Station’s Emergency Communications Room and are responsible for establishing and staffing the external emergency communications for Port Ludlow. They will provide guidance and/or direction to both the North and South Bay Disaster Preparedness Coordinators for incidents in their respective areas.

Communications Centers are located at both the Beach Club and the Bay Club. Each communications center is equipped with emergency power generator, a FRS Base radio station and antenna as well as various Disaster Preparedness materials. The Bay Club is also equipped with a Ham radio for communications with the Fire Station’s Emergency Communications Room. In the event the Bay Club or Beach Club are damaged and can not be used as the Communications Center for their respective areas, the North and South Bay Coordinators will use their own vehicles to establish an appropriate location to set up Mobile North or South Bay Communications Center and function as before to communicate with their assigned Block Captains and function as before to communicate with their assigned Block Captains and the Fire Station.

In the event the Fire Station’s Emergency Communications Room is damaged and can not be used, the Emergency Communications Coordinator will relocate to the vicinity of the Fire Station’s Command Center and use portable FRS or HAM communications equipment to maintain communications.

The North and South Bay Disaster Preparedness Area Coordinators are responsible for selecting, training, and leading the teams of North Bay and South Bay neighborhood Captains. In a disaster situation, they will locate to their Communications Centers and wo/man the radios and record the reports from the neighborhood Captains. The North or South Bay Area Coordinator will determine if CERT response is required in a particular area after assessment reports are received from their neighborhood Captains. They have a listing of all CERT qualified residents and will activate the CERT response by notifying these individuals by whatever means are possible.

The Neighborhood Captains are responsible in their neighborhoods for compiling and maintaining an inventory of residents, and in the event of a disaster, after securing their own home and family, walking their neighborhood. They will attempt to contact residents of every home (look for GREEN OK sign or RED HELP signs) and will assess homes for damage and determine needs. They will then communicate their assessment of urgent needs to their Communications Center. They may then help with easy tasks such as opening garage doors or shutting down utilities if required.

Olympic Water and Sewer is responsible for planning and providing for the distribution of water and the collection of sewage.

The Resort at Port Ludlow is responsible for the guests that are in residence at the time of the disaster.

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VI. Basic Relationship of the Disaster Preparedness Team

Community Emergency Response Team Procedures

Attachment (1)

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VII. Community Emergency Response Team (CERT) Procedures 

The Port Ludlow Community Emergency Response Team procedures will be developed and tested by the CERT Coordinator. The CERT Coordinator will work with the Fire Chief of Port Ludlow Fire and Rescue District #3 to train Volunteers in CERT basics. The CERT Coordinator will travel and report to the Fire Station if a Disaster situation occurs.

CERT trained volunteers will be grouped into neighborhood response teams that will report/ communicate to their respective communications centers. A CERT Team will consist as a minimum of six assigned and trained personnel. These are:

  • Administrative Team leader                                                                                                  CERT Team Communicators                                                                                                         Four or more Team members

The neighborhood CERT teams will be located as follows:

  • Reporting to the North Bay Area Coordinator located at the Beach Club:

(To be provided)

  • Reporting to the South Bay Area Coordinator at the Bay Club

(To be provided)

Similar to the Block Captains, CERT Neighborhood teams will SELF ACTIVATE when an incident occurs that (1) causes serious injuries and/or substantial property damage to residents or (2) shuts down the telephone system or (3) disrupts transportationCERT members will initially locate with and assist their neighborhood block captains while waiting for an activation call on their radios to activate their neighborhood CERT team.

CERT Teams duties are:

  • Secure their home and family.
  • Check their house for damage and interruption of utilities.
  • Locate and assist their neighborhood Block Captain, walk their assigned neighborhood and note any apparent damages.
  • Make status report to assigned Communication Center.
  • When directed by radio call up, report to the assigned CERT neighborhood meeting location that has been determined by their Administrative Leader.
  • Report by radio to their Communications Center with their CERT Team assessment of (1) Medical needs, (2) Damage reports, (3) Transport Needs or (4) Chemical Spills and (5) What actions their CERT Team has undertaken.
  • Assist neighboring Block Captains or CERT Teams if needed.

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Attachment (2)

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VIII. South Bay Response Areas  (needs to be added)

IX. North Bay Response Map       (needs to be added)

 

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Port Ludlow Disaster Preparedness Group

X. Criteria for Self-activation by Area Captains

ACTIVATE

A.   By Notification From:

1.   NOAA radio

2.   Radio and/or Television News

3  A call from telephone tree

B.    By Event:

1.   Earthquake strong enough to cause local damage

2.   Immediately following a windstorm of sufficient strength that caused substantial damage

3.   Wildfires

4.   Any other widespread event that might endanger residents such as terrorist chemical attacks or hazardous material leaks.

C.   Events Resulting In:

1.   Loss of telephone communications

2.   Impassable roads

3.   A significant number of injuries to residents

ACTIONS

Turn on your communications radios

  • All North Bay Captains except those in areas N8 and N9 turn on FRS radio channel SEVEN (sub 0) and will report to November Communication Center. The North Bay Captains in areas N8 and N9 will tune their radio channel to FRS channel SIX (sub 0) and will report to Sierra Comm Center.
  • All South Bay Captains except those in areas S12, S14, S15, and S20 turn on radio to FRS channel SIX (sub 0) and will report to Sierra Communications Center. The South Bay Captains in areas S12, S14, S15, and S20 will tune their radios to FRS radio channel SEVEN (sub 0), and will report to November Communications Center.

After securing your own home and family, walk your neighborhood and try to arouse residents of every home (Look for GREEN OK sign or RED HELP signs).

Write down damage or special needs using street numbers.

Communicate your assessment of urgent needs to your assigned Communications Center.

Help with easy tasks such as opening garage doors, shutting off water main.

Communicate need for further help to your assigned Communications Center.

DURING A POWER OUTAGE LASTING MORE THAN 5 HOURS DURING DAYLIGHT, AREA CAPTAINS SHOULD CHECK THEIR NEIGHBORS FOR ANY NEEDED HELP.

(revised October 2008)

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Radio-Communications

XI. Radio Communications Guidelines

The Fire Station’s Emergency Communications Room and the North and South Bay Communications Centers should be active within 30 minutes after an incident.

  • All North Bay Captains except those in areas N8 and N9 turn on FRS radio channel SEVEN (sub 0) and will report to November Communications Center. The North Bay Captains in areas N8 and N9 will tune their radio to FRS channel SIX (sub 0) and will report to Sierra Communications Center.
  • All South Bay Captains except those in areas S12, S14, S15, and S20 turn on radio to FRS channel SIX (sub 0) and will report to Sierra Communications Center. The South Bay Captains in areas S12, S14, S15, and S20 will tune their radios to FRS radio channel SEVEN (sub 0), and will report to November Communications Center. 

There are three elements of good two-way communications that you have control over that can affect the transmission/reception quality either positively or adversely.

1)   Location

UHF radios operate over Line-of-Sight for very short distances. That makes them very effective without interfering with other transmitters. The downside is that if you get too far away, or obstructions block the signal, they become less effective or sometime totally ineffective.

2)   Good transmitting and listening etiquette. 

These little gadgets work really well when only one person is talking at a time. Unfortunately, receivers are not dedicated; therefore they cannot distinguish or segregate a conversation. The receiver will pick up anything broadcasting on the same frequency.

Now The Tips!

Gather your information together before calling. Your report should include area location, damage and/or injury report and assistance requested.

Stop. Listen. Go: Make sure the frequency is clear before you start.

Stay calm, speak slowly and clearly, so people can hear and understand you. Key the mike and wait one second before you talk.

Identify The Intended Party: Say their name twice clearly and slowly in a normal voice. This is called hailing, and only need be done at the outset. Yelling at the radio does not make it louder on the other end. Only the other guy’s volume control can do that.

Identify Yourself: Do I need to explain this one?

Let them Know You Are Done: Conclude all transmissions for which you expect a response with “OVER”

Sign Off: Conclude the engagement with “OUT”. This is a matter of courtesy. It tells others that it’s now their turn.

Radio Check Glossary:

  • Loud and clear-just like it sounds
  • Loud and garbled-it is loud enough, but you can’t understand the words.
  • Weak and clear-the words are clear enough; you just have to strain to hear. Check your own volume control first.
  • Weak and garbled-just like it sounds. Usually you hear something, but you just aren’t sure what it was. Check your volume control.

Each of these has special meaning, which may help us determine what corrections may need to be made with regard to transmitting locations. Please limit yourselves to these so everyone knows what you really mean

Typical two-way exchange: 

“November Comm. Center, this is November Six Captain (last name), over.”

 “November Six Captain (last name), this is November Communications Center, over.”

“November Communications Center, this is November Six Captain (last name),  We have a  large tree down on top of the house at  number _____, ______ street.   There is no-one answering in the house but we can smell some propane gas.  No other damage in our area, over.”

 “November Six Captain (last name), this is November Communications Center, I copied your report and will relay. Take no further action at this time until I return to you, over.”

“November Communications Center , this is November Six Captain (last name), I copy your last and am standing by.  Thank you, out.”

3)   To Improve Your Reception 

  • Change your location.
  • Move to a window
  • Get out of your car.
  • Hold your radio vertically and slightly to the side of your mouth

(Revised October 2008)

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  • Management Plan                                                    
  • Preparedness Team
  • Basic Relationship of the Port Ludlow Disaster Preparedness Team
  • Team Procedures
  • Self-Activation Criteria for Captains
  • North Bay Response Map
  • South Bay Response Map
  • Radio Communications Guidelines

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