East Devon District Council

Cookies information

eastdevon.gov.uk uses cookies to make the site simpler. Find out more about the cookies we use.

Guide Corporate emergency response plan

Show all parts of this guide

5. Action check sheets

Emergency co-ordinator - action check sheet

The appointment

The On Call Duty Officer will fill this role in the first instance, until relieved by the Chief Executive or nominated officer.

The task

  • Overall co-ordination of the district response
  • Liaison with the emergency services
  • Obtaining resources
  • Maintaining the normal services of the council
  • Dealing with elected members and MPs
  • Liaison with central government agencies
  • Liaison with other local authorities
  • Briefing the media

Initial actions to consider

The duty officer (emergency co-ordinator) will assess the situation and determine the initial level of alert/response required:

  • Where? What? When? – Confirm all known details of incident/emergency (Use the major emergencies card)
  • Maintain a Log. Write down everything – it may be needed weeks or months later at a Public Inquiry or similar proceedings.
  • Who do you need to contact? See the aide mémoire on P16
  • Has a Major Incident/Emergency been declared, or likely to be declared?

If the answer is NO – consider the following actions:

  • Is the situation one that the senior management team needs to be contacted?
  • Is a rest centre required? If so, nominate a suitable officer to activate and resource a rest centre. Ensure the civil contingencies manager is aware of the need for a rest centre and liase in selecting an appropriate rest centre in consultation with Devon County officers.

If the answer is YES – Consider the following actions:

  • By whom? (Declaration of a major incident/emergency will trigger the council Emergency Response Plan)
  • Does a specific plan already exist, for example, major incident plan for flooding. If so follow that specific plan.
  • Is a rest centre is needed. If so, nominate a suitable officer to activate and resource a rest centre. (Ensure the civil contingencies manager is aware of the need for a rest centre) Select an appropriate rest centre from the rest centre list.
  • If there is a need to activate the emergency management team?
  • What time scale is required for response?
  • Is there a need to put staff and resources on stand-by?
  • Does the emergency centre need to be activated? If so, nominate an emergency centre manager to activate the centre.
  • Is a specialist local authority liaison officer needed? If so, where and who do they need to report to?
  • Is support required from the county council or other districts? If so, liaise with Devon County Council duty civil contingencies officer.

Other actions to consider during the ongoing response phase of the incident

  • Consider the legal implications and the availability of legal advice
  • Advise all departments involved in the response to keep a record of requests made to them and by them, and of actions taken
  • Arrange and chair regular emergency management team briefings
  • Brief the head of finance and ensure that any necessary guidance is issued to staff on logging expenditure, for example cost centres and job codes to use
  • Ensure that regular briefings/updates are given to control room staff, telephonists and other personnel dealing with the incident
  • Keep the leader of council informed of developments and as necessary any other elected members
  • Support from central government, other local authorities, utilities, MoD and voluntary organisations
  • Shift working to deal with the emergency and the need for essential routine work to continue
  • Arrangements for visiting VIPs and appeal fund
  • Production of the post incident report

Communications team - action check sheets

The appointment

The communications team will fill this role.

The task

  • Manage and co-ordinate the district’s media strategy in conjunction with the police and other responding agencies

Initial actions to consider

  • Maintain a log. Write down everything – it may be needed weeks or months later at a Public Inquiry or similar proceedings.
  • Arrange for a member of the team to go to the emergency centre, if required.
  • In conjunction with other agencies, determine the need for a media centre and co-ordinate if necessary.
  • Arrange for a member(s) of the team to go to the multi agency media centre (if appropriate)
  • Liaise with Devon County Council’s public relations/media office and the police where necessary to ensure a consistent message is accurately reported.
  • Prepare rosters, briefings and debriefings for the communications team staff.
  • Review press statements of other organisations and monitor news channels.
  • Brief the emergency management team and agree council strategy.
  • Agree press statements and process for distribution.
  • Depending on the severity of the incident liaise with the Government News Network (GNN) for a consistent approach.
  • Identify a communications team and district council spokesperson(s) (If appropriate).
  • Agree methods of communication with the local community.
  • Arrange all public appearances and statements by elected members and provide update information at regular intervals to elected members as agreed by the police and emergency co-ordinator.
  • Agree process for briefing and communicating with staff, and other external service partners.
  • In conjunction with the police, co-ordinate the media arrangements for VIP visits.
  • Instruct officers not to make ‘on the spot’ comments to the public or the media. All requests for information should be directed to the communications officer.

 Nominated officer to manage a rest centre - action check sheets

The appointment

A nominated head of service will fill this role (normally the head of housing)

The task

Manage and co-ordinate the arrangements for activating, managing and staffing a small rest centre (30 or under)

Initial actions to consider

  • Maintain a Log. Write down everything – it may be needed weeks or months late at a Public Inquiry or similar proceedings.

If they have been moved from their homes:

  • Where are they?
  • How many are involved?
  • Has DCC civil contingencies unit been informed?
  • Who is currently looking after them (school staff, WRVS, local people, police)?
  • How long can they remain there?
  • If transport is required agree with the police a suitable rendezvous point [RV].
  • Is there radiation or chemical contamination involved?

If they have not been moved from their homes:

  • How long before they must be moved?
  • How many are involved?
  • Has DCC civil contingencies unit been informed?
  • If they must be moved in the immediate future (say within half hour) ask the Police to select a place of safety with good access
  • If transport is required agree with the police a suitable rendezvous point [RV].
  • Is there radiation or chemical contamination involved?

Other actions to consider

Selecting a rest centre

  • You must get permission from the owners before action is taken
  • If a large rest centre (over 30) is required consult with the *Duty CCO
  • If the premises are a Devon County Council building, the Duty CCO will make the arrangements. Otherwise contact the person in charge of the premises and arrange for them to be opened up and heating provided.
  • It is important that the person ultimately contacted is able to arrange immediate opening, heating and lighting.
  • Activate rest centre volunteers from the county council’s internal volunteers list

Find additional staff

In conjunction with the DCC duty CCO call out other agencies as required:

  • WRVS
  • Red Cross/St John
  • Social Services
  • Scientific Services
  • RSPCA (Pets Corner - warn if screening and cleansing required)
  • Salvation Army
  • British Telecom
  • Animal Health (Pets Corner)
  • Social Security Benefits (alert only)

If transport is required

  • In the first instance contact local resources such as taxi or coach firms
  • If numbers are large or if you have difficulty, for example, with out-of-hours numbers, contact the DCC civil contingencies duty officer

Bedding and clothing

  • Local sources will be contacted at the time.
  • Vehicles for the collection and delivery of these are available from the streetscene team or otherwise from a private firm.
  • If numbers are large or if you have difficulty, contact the DCC civil contingencies duty officer.

Emergency feeding

The responsibility for feeding rests with the rest centre manager or their deputy.

Schools:

  • Confirm with DCC civil contingencies duty officer that food is available on-site and that school staff will operate the kitchen. If school staff are not available, check that the WRVS have been called in for the task.

Small hall or other premises:

  • If support is needed from the WRVS, contact the DCC civil contingencies duty officer and request they contact the WRVS on your behalf [Pink Pages Section 1A.2]
  • if there is insufficient or no food and drink on the premises, purchase from local shops (see Section 5)
  • if the shops are shut ask police to rouse the out-of-hours key holder of the shop concerned

Information required by the WRVS:

  • name of the organisation responsible for the call out
  • nature and location of the emergency
  • type of assistance required (numbers and any special skills)
  • officer (and location) to whom the WRVS Unit should report
  • equipment required
  • whether or not any of the agencies, other than the one calling on their service, has been informed

District emergency centre manager

The appointment

A nominated head of service will fill this role.

The task

  • Supervise the establishment and setting up of the district emergency centre
  • Manage and co-ordinate the activities of the district emergency centre
  • Supervise and co-ordinate the work of staff manning the district emergency centre
  • Ensure accurate and timely briefings to the emergency management team

Before agreeing to deploy – consider the following

  • Are you able/fit to respond?
  • Are you are fit to drive?
  • Do you have use of a vehicle - if so, have you got fuel?
  • What other commitments do you have that may stop you deploying (work/personal)?

On agreeing to deploy – ensure you have the following with you:

  • Your medication, if applicable
  • Your mobile phone, emergency response plan and contact list, PDA, laptop
  • Appropriate clothing, money, keys, ID card

Initial actions to consider

  • Start a log with outline of incident/threat – where, what, when
  • When and where will the emergency management team meet
  • What is your own capability:
  •        are you local ?
  •        what time will you be able to report in ?

Do you need support from any other members of your team. If so, advise the emergency co-ordinator that you will be activating other members of your team to support you.

Emergency management team member

The appointment

Deputy chief executive, heads of service and nominated service managers will fill this role.

The task

  • Manage and co-ordinate the local authority response to a major incident/emergency

Before agreeing to deploy – consider the following

  • Are you able/fit to respond?
  • Are you are fit to drive?
  • Do you have use of a vehicle - if so, have you got fuel?
  • What other commitments do you have that may stop you deploying (work/personal)?

On agreeing to deploy – ensure you have the following with you:

  • Your medication, if applicable
  • Your mobile phone, emergency response plan and contact list, PDA, laptop
  • Appropriate clothing, money, keys, ID card

Initial actions to consider

  • Start a log with outline of incident/threat – where, what, when?
  • When and where will the emergency management team meet?
  • What is your own capability:
  •      are you local ?
  •      what time will you be able to report in ?

Do you need support from any other members of your team. If so, advise the emergency co-ordinator that you will be activating other members of your team to support you.

Local authority liaison officer

The appointment

Nominated service manager and technical officer from environmental health, building control as appropriate will fill this role.

The task

  • To deploy to a designated location (Silver and/or Bronze) in order to liaise with the emergency services and other responding organisations
  • Provide the district and other responding local authorities with information about what is happening
  • To anticipate adverse effects on local authority services and assets
  • Operate on own initiative to support the local authorities in their response
  • Provide technical advice and guidance to the emergency services

Before agreeing to deploy – consider the following

  • Are you able/fit to respond?
  • Are you are fit to drive?
  • Do you have use of a vehicle - if so, have you got fuel?
  • What other commitments do you have that may stop you deploying (work/personal)?

On agreeing to deploy - ensure you have the following with you:

  • Your medication, if applicable
  • Your mobile phone, emergency response plan and contact list, PDA, Laptop
  • Appropriate clothing, money, keys, ID card (personal identification for the police)

Initial actions to consider

  • Start a log with outline of incident/threat – where, what, when
  • When and where do you need to report?
  • Who should you report to on arrival (get name and contact number of police officer)
  • Will anyone else from the council be assisting you
  • Provide your vehicle details and estimated arrival time – so they can be passed over to the police

Major emergencies card

Please see the PDF version of the plan for this section on page 32.