Index of Forms

This section contains forms that are referenced throughout the plan and are reprinted here to make them easy to access, remove, reproduce, and fill out.

Note: Evacuation Forms are included in Appendix F or available online at

http://ready.alaska.gov/plans/

Acronyms and Abbreviations

Appendix C: Glossary

This glossary defines terminology used in this EOP based on definitions used by the Alaska Department of Homeland Security and Emergency Management and the U.S. Department of Homeland Security.

Local Governments

Maps

During an incident, the Mat-Su Borough Geographic Information Systems (GIS) department may be able to provide incident-specific maps, based on the location and type of incident. It is important to always check with the GIS department regarding the latest maps of populated areas, as the borough continues to experience new development and population growth. Refer to Part 1 for the following maps.

• Mat-Su Borough locator map
• Mat-Su Borough overview map
• Map of fire service areas

Current Borough roads maps are available in the Emergency Operations Center and from the Borough GIS office.

Evacuation Planning Information

This Appendix includes information and forms to assist with evacuation planning. The information comes from the Alaska Department of Homeland Security and Emergency Management and is also available on their website at http://ready.alaska.gov/plans/

FIELD GUIDE TO EVACUATION PLANNING & IMPLEMENTATION

INTRODUCTION:

One element of emergency response is the determination if, and to what extent, the movement and activities of the public should be controlled. Whether directing traffic around the site of an accident or emptying a town, the principles remain the same; assessing risk factors, planning an appropriate response, informing the public, then implementing the plan.

In Alaska, authority for evacuating persons from a threat is limited. Alaska statues specifically give an official of a fire department registered with the State Fire Marshall's office the authority to authorize an evacuation (AS 18.70.075 and .090]. While state and local law enforcement and various other emergency response organizations have no specific statutory authority to call for an evacuation they do have common law authority. The Department of Natural Resources, Division of Forestry is registered as a fire department with the Alaska State Fire Marshall. Because of this, employees of the Division of Forestry are considered fire officials and have statutory authority to call for evacuations. Federal agencies have no authority to call for an evacuation by either statute or common law.

In an effort to help bridge the gap between concept and implementation, this all-hazard evacuation guide has been developed to meet the following goals:

1. A fill-in-the-blanks field checklist for managers charged with the evacuation effort;
2. Collection and collation of data needed for planning and implementation by the incident command staff and local principal executive officer(s); and,
3. A permanent record of response efforts.

The primary focus of any response must be people. Citizens in the path of a threat must be informed, consulted and protected throughout the emergency. Emergency managers must always be aware of the impact associated with governmental requests or orders to abandon homes, businesses and property; however temporarily.

SCOPE:

This Field Guide is a useful tool for incident managers charged with assessing what segments of the public, if any, are at risk during the emergency and how best to protect them. It forces objective evaluation and is intended to help eliminate knee-jerk reactions to possibly erroneous perceptions of risk.

With today's "instant" communications, the presence of an emergency is usually common knowledge throughout a wide area within minutes and citizens living or working in or near the affected area want to know what impact an incident will have on them. Emergency telephone lines may become overloaded and responders may become distracted with questions to which they may have no answers.

Once the "who" is determined, decisions should be made about what constitutes an appropriate response. By completing each element of the Plan, managers can make objective selection of options: No direct action, movement restrictions, protection in place, limited evacuation or full evacuation. Options are then matched to each group, and that information is communicated as early, and widely, as possible.

NOTE: This guide is intended to assist agencies or assigned incident management teams with the planning and implementation of an evacuation. In municipalities or boroughs with an approved local emergency operations plan the incident management team must coordinate requests for and the implementation of any evacuation with the local authorities. This can best be accomplished through a Unified Command to bring into the incident local authority for an evacuation. Forestry and other agencies should consult with local authorities prior to the emergency and become familiar with local emergency plans and procedures for an evacuation.

PROCESS:

The extent to which an incident evacuation plan will be completed prior to implementation depends entirely upon the nature, scope and severity of the emergency, plus advance notice provided to the responsible agency. At an absolute minimum, evacuation instructions must be completed and signed by the Incident Commander (IC), Unified Command (UC) or local governing authority such as a city, borough etc., prior to any implementation. If there is no local authority the Alaska Division of Homeland Security and Emergency Management should be contacted. The authority for initiating an evacuation should be included in any delegation of authority to an Incident Management Team. Other applicable portions of the plan may be completed later to serve as a written record.

Some emergencies may allow time for sufficient planning and notifications if evacuation branch directors are involved from the earliest stages of the response effort. The evacuation process begins at the outset of any disaster or major emergency, even if the need to evacuate is not apparent and no decision to evacuate has been made. The process may be divided into six logical steps:

1. Prepare an analysis of:
   1. Threats,
   2. Affected area, and
   3. Objectives.
   If time permits, prepare a detailed evacuation plan. Contingency preparation saves valuable time. The analysis and plan will serve as a needs assessment upon which the Incident Commander or Unified Command and Principal Executive Officer can base their decisions. Stay flexible. Your analysis and plan may actually provide the basis for a decision NOT to evacuate.
2. Obtain authorization.
   1. If time does not permit advance completion of a written plan or decision by the principal executive officer, the Initial Attack Incident Commander will complete the Emergency Evacuation Form (Attachment A) and submit it to the person that will effect the evacuation. When possible this should be a law enforcement officer. The IC may use their delegated powers to make a unilateral decision to evacuate by signing the "Emergency Evacuation Form". The plan will be prepared at the earliest possible time.
   2. When it appears time will permit the normal planning and authorization process, complete an Incident Evacuation Plan (Attachment B) and submit it to the incident command staff and principal executive officer. A decision may then be made to evacuate immediately or authorize the Incident Commander to implement each stage under conditions included in the plan.
3. Keep the populace affected by the threat continually informed of the incident status.
4. Monitor defined stages and activate resources.
5. Implement the plan.
6. Deactivate the evacuation. This step requires reversing all the actions you initiated. Make sure to include everyone such as the public, incident management team, local jurisdiction and other involved agencies such as the Red Cross.

EMERGENCY EVACUATION PLAN: (Attachment A)

This plan will be used by the Initial Attack Incident Commander to provide for immediate evacuation actions. It is intended to be used only in those situations where the incident is moving so fast that there is not enough time to complete the Incident Evacuation Plan. It should not be used as a replacement for the Incident Evacuation Plan when there is ample time to complete that document. It is also important to recognize that the Incident Evacuation Plan should be completed after the Emergency Evacuation Plan is used to effect an evacuation action. The Incident Evacuation Plan will provide backup documentation for the decision that was made by the Incident Commander in this situation.

The Incident Commander must enter his/her name at the top of the document. It should be clearly printed in this location. The incident commander will sign and date the form at the bottom.

Select the type of evacuation action being taken. The Incident Commander(s) may only select "Evacuation Warning" or "Evacuation Directive". The "Evacuation Order" refers to a case by case situation that is described below and is NOT available as an option to the incident management.

The Incident Commander(s) must describe the specific area that the evacuation action applies to. This should be as specific as possible and should include descriptors that are commonly known and understood by the local citizens.

The Incident Commander(s) must identify the staging areas and/or evacuation centers that the citizens should report to under an evacuation directive. These should be located well away from the incident to minimize the possibility of re-evacuation. While the Incident Commander(s) should identify these for the evacuation directive, it is strongly recommended that they also be identified for the evacuation warning in case citizens choose to evacuate early.

The Incident Commander(s) should describe what the citizens are to be told. The form list two general statements and provides for an optional statement. It is vitally important that all citizens be given similar instructions to avoid confusion.

The Incident Commander(s) should determine if perimeter controls are necessary and, if so, where and what type. It should be understood that neither a checkpoint nor a roadblock will completely stop non-incident traffic. While this is not ideal for the incident, it will provide the incident management with some control over traffic while causing minimum impact to the local citizens. A road closure will stop ALL non-incident traffic and should be used only where absolutely necessary. This is the reason that it is available only at the inner perimeter. If only one perimeter is established, it will be understood that it is an "Outer Perimeter" and a road closure is not an option.

INCIDENT EVACUATION PLAN: (Attachment B)

The Incident Evacuation Plan is intended to provide the incident managers with a standard format to document a decision to conduct an evacuation. It can be used to collect information documenting an evacuation that was initiated under an emergency evacuation. It can also be used to collect information to be used for a potential evacuation. The Incident Evacuation Plan contains the following sections: a Coversheet, Evacuation Authorization, an analysis of the Threats, Area, and Objectives, Evacuation Stages, Perimeter and Access Control, the Implementation Plan, and a summary of the Anticipated Resource Requirements. Each of these sections are discussed below:

1. Coversheet:
   
   The Coversheet provides important information to the reader that may not be located anywhere else in the document. It includes the name of the person that was responsible for the preparation of the document. It also includes the name of the agency that is responsible for the document. The date and time the document was completed, the person the document was submitted to (usually the Incident Commander, but it could be the Planning Section Chief or Operations Section Chief) and a checklist identifying the sections that were completed are also on the coversheet
   
2. Authorization:
   
   The authority to evacuate citizens and to restrict use of public byways varies according to jurisdiction. As a general rule, an evacuation may not be implemented without the express approval of local principal executive officer(s) unless the Incident Commander can demonstrate an immediate threat to life and safety precluding advance authorization. A Unified Command with local authorities is recommended when the local authority has jurisdiction and an evacuation is anticipated or required. In such instances, formal authorization should be obtained as soon as possible.
   
   Authorization for evacuations should be obtained in one of three processes. These are:
   
   
   1. When there are persons with clear statutory authority to initiate an evacuation at the incident and the IC is an employee of an agency without clear statutory authority for such actions, the IC should recommend that an evacuation be conducted. The official with clear statutory authority will authorize (or not authorize) the evacuation. The evacuation is conducted under the management authority of the incident. It is preferable that a Unified Command is placed in charge of the incident, with at least one commander having clear statutory authority for evacuations.
   2. When there is no one present at the incident with clear statutory authority to initiate an evacuation, the person with emergency expertise should authorize the evacuation.
   3. When there is no one present at the incident with clear statutory authority or with emergency expertise, anyone in authority can initiate the evacuation.

   A civil authority such as highway department or municipal street department should generally approve restrictions on the use of public highways, roads and streets. Early liaison is recommended. Again, unilateral action by the Incident Commander should be immediately followed by formal notification and authorization.
   
   The implementation of an evacuation is usually performed by law enforcement personnel, but that may vary according to jurisdiction. Early liaison is recommended to allow planning and mobilization of necessary resources.

3. Analysis of Threats, Area(s) and Objectives (Part I):
   1. Threats:
      
      A brief summary of the nature, scope and severity of the emergency at the time the plan was prepared should be included. Threats can be multiple and transitory. Consider secondary threats like downed power lines and ruptured gas pipes. Consider how the threat may actually increase during the period when residents are moving out of the area (traffic congestion, narrow roads, obstructions, etc.).
      
      Are there special populations within the affected area? For example schools, hospitals, or nursing homes? Is the threat specific to a particular segment of the population such as persons with respiratory problems? Consider protection in place for short-term threats such as a fast moving vapor cloud in which mass movement may prove more hazardous than restricted movement. Also consider the potential dangers of moving people through the incident, lack of a safe shelter area, poor or no means of evacuating people.
   2. Area:
      
      Define area(s) affected using common boundaries such as roads, rivers, drainage's, subdivisions, etc. Should sub-areas be defined? Area "A" may need immediate evacuation while Area "B" is under a warning and Area "C" is safe but needs to be reassured it is not at risk. Describe all boundaries in terms easily recognizable by the public during broadcasts ("The area from South Avenue to the river and between Reserve and Russell streets").
   3. Objectives:
      
      The listed objectives apply to any emergency. Additional objectives may be set by specifically stating how each defined threat is to be mitigated for each defined area. Set clear objectives.
4. Evacuation Stages:
   
   Evacuation planning does not necessarily mean an evacuation is imminent. Some situations allow sufficient time to obtain necessary approval and implement each stage. Proper planning allows the Incident Commander and principal executive officer(s) to review and approve or revise benchmarks at which stages will be implemented.
   
   Part Two of the Incident Evacuation Planidentifies four distinct evacuation stages plus perimeter and access control. The stages should be seen as a process that may be entered at any stage depending on the immediacy of the incident. While there is an "Evacuation Order" described in this field guide, it is not included in the plan as an evacuation stage available to the incident managers. It should be very clearly understood that an "Evacuation Order" is an action that will take place only on a case by case basis. As such, it is not an available action for a broad area around the incident. Incident managers should begin with the lowest possible stage and work up as conditions warrant. As the emergency wanes, work back down to Stage A. Incident staff should clearly identify what conditions will mandate movement from one stage to another, up or down.
   1. Pre-evacuation Briefing and Information:
      
      Contact teams should go door-to-door whenever possible. Provide accurate information about the emergency and determine special needs of those contacted. Special health problems, latchkey kids, special transportation needs, etc. When appropriate, complete Pre-evacuation Contact Sheets for planning successive stages. If possible, have the documentation team develop an accurate census of potential evacuees and prepare a map for incident managers. At a minimum, contacts should provide the following information: (a) Current incident status, (b) Notification procedures to be used if evacuation become necessary, (c) Evacuation route(s), (d) Location of evacuation center(s), and (e) Method(s) to be used to keep the public informed of incident status.
      
      

      PRE-EVACUATION CONTACT DATA SHEETS: (Attachment C). Some emergencies, most notably floods and wildland/urban fires may allow plenty of time for contact with the affected public during the pre-evacuation stage. When scope and timing permit, Pre-Evacuation Contact Data Sheets should be used. Contact teams should be able to obtain the necessary information in 5 to 7 minutes. Pre-Evacuation Contact Data Sheets are doubly useful; first, as an invaluable planning document and second as a reassurance to those contacted that the incident manager is concerned about the safety and welfare of the affected public and actively working to protect them. Information obtained during the contacts will help incident managers prepare safety and contingency plans. It will also help the Red Cross determine what assistance facilities are required.

   2. Evacuation Warning: (NOTE: This stage must be authorized by the Incident or Unified Command.)
      
      There is a good probability of the need to evacuate. This is the time for precautionary movement of persons with special needs or health problems, mobile property (including household items) selected and transported by the owner, and under certain conditions, pets and livestock. If property and livestock holding/security areas have been designated, this information needs to be relayed. Avoid any implied promises by responders to provide resources to move personal property. Incident staff should likewise carefully evaluate the wisdom of allowing volunteers inside the perimeter to help move property. Liability and security issues must be addressed.
      Implementation conditions should allow plenty of time for coordination with those affected.
      Post-evacuation conditions for this stage may include concerns about allowing persons with particular health conditions or other special needs to return prematurely, and safety or security considerations if people are allowed unrestricted movement within the incident perimeter.
   3. Evacuation Directive: (NOTE: This stage must be authorized by the Incident or Unified Command.)
      
      Evacuation directives should be issued only where a clear and immediate threat to the health and safety of the population or responders exists. Evacuation directives are designed to remove all occupants from a specific area, therefore the occupants of the affected area(s) are directed to leave within a specified time period by pre-designated route(s) and report to an evacuation center. Perimeter roadblocks are in place and access is restricted. If a person who appears capable of making a reasonable and informed decision decides to remain within the area covered by the evacuation directive, he/she may do so. The emergency responders will not use force to remove persons from areas covered by an evacuation directive. However, the emergency responders should clearly inform the person that failure to evacuate may result in serious physical injury or death and future opportunities to evacuate may not exist.
      
      An adult making an informed decision to remain in the immediate vicinity presents very real legal and liability issues to the incident staff. However, adults making such informed and reasoned decisions should be allowed to do so under the "Evacuation Directive". A specific warning of the dangers by responders, followed by documentation of the refusal, is appropriate.
      
      Implementation conditions should be clearly relayed to occupants through personal contact, media broadcast, or both. Realistic timetables should be established.
      
      Post-evacuation elements of this stage will recognize that certain occupants may re-enter at their own risk to check on property. Vehicles should be flagged or otherwise identified at perimeter roadblocks and careful instructions provided concerning safety.
   4. Return:
      
      Evacuees are allowed to return according to conditions established for each stage. Hardship and special needs are evaluated by the incident staff. Close coordination with relief agencies is important during this stage if property has been damaged or destroyed. Continued exchange of information between incident staff and evacuees is vital.
      
      Post-evacuation contacts and briefings: Follow-up contacts are necessary once evacuees have had the opportunity to survey any damage to their property. Again, timely and accurate information about mitigation efforts will ease fears and build cooperation.
   5. Evacuation Order: (NOTE: This is NOT an option available to the incident management for use generally throughout the incident area, therefore it is not listed in the plan.) this step MUST only be done on a case by case basis. An evacuation order will be issued only where conditions present a clear and immediate threat to the health and safety of occupants or responders and the person(s) ordered to evacuate appear to not be capable of making a reasonable and informed decision due to their physical or mental condition or their inability to self evacuate. This may be caused by the person(s) level of intoxication, dementia, senility, age, or other physical or mental conditions that could impair their judgement or by a lack of ability to evacuate due to transportation or similar problems. This phase of an evacuation must be limited to individuals or small groups of people.
      
      All evacuation orders must be documented. Officials are encouraged to use the Evacuation Order Report (Attachment D). If this report is not completed, the official issuing an evacuation order must at a minimum document in writing the reason for the order, the name of the person(s) involved, the location from which the person(s) was evacuated and the location to which the person(s) was evacuated, and the date and time of the evacuation order. This written documentation must be submitted to the Incident Commander through the proper channels as soon as practicable after the evacuation order is carried out.
      
      Incident managers should understand that persons refusing to evacuate after receiving an "Evacuation Order" will be removed by force if necessary. Arrest is the least desirable option unless the person is clearly endangering others by his or her refusal to cooperate; therefore it is preferable to use "Evacuation Directives" whenever possible. Evacuation Orders should only be used rarely and to resolve specific circumstances.
      
      Implementation conditions should take into account responder and residents safety. Persons ordered to evacuate will not be permitted to return until the conditions that resulted in the evacuation order no longer exist.
      
   6. Perimeter and Access Control:
      
      While perimeter and access control may be important prior to initiating an evacuation, it is imperative that the incident management consider this when an evacuation is in effect. There are two levels of perimeter control that are available to the incident. These are:
      1. Outer Perimeter: The outer perimeter is a line of perimeter and access control that may be well away from the active portions of the incident. The outer perimeter is usually used as a means of slowing access and informing the public rather than restricting or limiting access. Outer perimeters are typically controlled by checkpoints and/or roadblocks. They are never controlled by a road closure.
         
         
      2. Inner Perimeter: The inner perimeter is a line of perimeter and access control that should be as close as possible to the active portions of the incident. The inner perimeter can be used to slow access or to restrict access. Inner perimeters can be controlled by checkpoints, roadblocks or road closures.

   When an incident establishes a perimeter without describing whether it is an outer or inner perimeter, it will be assumed to be an outer perimeter.

5. Implementation Plan:
   Part Three of the Incident Evacuation Plandocuments specific procedures to be followed and outlines certain evacuation management issues.
   1. Emergency Implementation Procedure: Develop and disseminate a contingency plan to be used if conditions worsen so quickly that personal notification of a request or order cannot be made. Coordinate with area media. Assign a unique signal and make sure it is not used for any other part of the incident response. Residents should know that use of the signal is an immediate directive to evacuate by pre-designated route(s). One useful signal is the "high-low European style" siren.
   2. Obstruction Response Procedure: Determine the response that evacuation branch personnel will provide to persons who decide to remain within the affected area when directed to evacuate and who refuse to evacuate when given an evacuation order. Typically persons who decide to remain when given an evacuation directive will be allowed to do so. They should be given a warning that they will face sever risk of personal injury or death, that their presence may impede work on the incident, that they could be held personally liable for injury or damages to another person or to other property due to their refusal to evacuate and that there may not be emergency personnel available to rescue them at a later time. If they understand these situations and appear to be capable of making an informed and rational decision, they should be allowed to remain.
   3. Traffic Plan: Three main elements should be considered in the preparation of a traffic control plan for the evacuation:
      1. Evacuation routes,
      2. Perimeter control, and
      3. Traffic coordination.
      Selection of evacuation routes should take into account the volume of evacuee traffic (largely dependent upon the beginning stage of the evacuation effort) available selection of suitable roadways and volume of responder traffic in the area. Remember to plan alternate routes whenever possible during an evacuation.
      
      Perimeter control is established with checkpoints, roadblocks or road closures supplemented by mobile patrols. The Incident Commander should establish an inner and outer perimeter for the incident. The outer perimeter is used to provide information and to reduce sightseeing traffic. Local traffic and those with valid reasons will be allowed past the outer perimeter. The inner perimeter is used to restrict traffic to emergency response vehicles only.
      
      Checkpoints are staffed locations where vehicles are provided with information on the incident. They should be staffed by Public Information Officers and may use law enforcement officers if available. Vehicles may or may not be stopped at checkpoints.
      
      Roadblocks are locations along a road, highway, street, trail or other location that blocks the passage of people or vehicles and where they are prevented from traveling into an area without providing a specific waiver or justifying their need to enter the area to a representative of the incident. At a minimum, they will be required to provide:
      • One piece of identification (driver's license, I.D. card, social security card, etc.) and the location to which they are traveling.
      • A reasonable explanation of their need to enter the area.
      • Affirm they understand their presence may hinder emergency workers/operations within the area they are entering.
      • Affirm they understand they may incur some personal liability by hindering emergency operations within the area.
      • Affirm they understand there may be personal risks of injury/death by entering the area.
      • Affirm they understand there may be limited or non-existent opportunities/resources to affect their rescue should they encounter life-threatening circumstances.

      In order to ensure that the proper information is passed on to all motorists at roadblocks, all personnel are encouraged to use the Roadblock Datasheet (Attachment E).
      
      Road closures may be staffed or unstaffed. These are points at which the road is closed to non-emergency traffic. The general public will not be allowed past these points. If road closure points are staffed, they should be staffed with law enforcement officers. Public information officers are not necessary at these locations since non-emergency vehicles will not be allowed past them. Road closures will be used only on the inner perimeters; therefore vehicles should have passed a roadblock before arriving at a road closure. Public information personnel should have been available at the roadblocks to provide information
      
      Traffic coordination may involve the use of pilot vehicles, designating traffic flow by time period (i.e. access during first half of each hour, and egress during the second half) or fixed traffic control points using radios to coordinate flow. DON'T ASSUME THAT PEOPLE WILL AUTOMATICALLY GIVE RESPONDER TRAFFIC THE RIGHT OF WAY. Consider buses or other mass transit methods for evacuee movement.

   4. Evacuation Shelters: Determine the number, location and size of evacuation shelters that will be needed for the incident. Coordinate with the Alaska Division of Homeland Security and Emergency Management and the Red Cross, Salvation Army, and other similar agencies to staff and operate the shelters. The jurisdictional chapter of the Red Cross, or other voluntary organization, will designate a Shelter Manager and ensure that there is a reliable means to contact that person. Assign Incident Information Officers (IOFR) to each shelter. The IFOR will be responsible for informing the evacuees on the progress of the incident and the evacuation efforts.
   5. Pre-Evacuation Activities: Determine the type and extent of pre-evacuation activities that will be completed. This includes determining whether or not evacuation teams will contact residents, what will be provided to the residents and where any datasheets or information collected during these activities will be taken.
   6. Resource Locations: Select sites to be used for each element of the evacuation. Sites should be selected that will not be subject to potential evacuation or threats from the incident. Public Information Officers should be assigned to each center or shelter. Command and staging areas for evacuation responders may be most useful away from the main incident base to avoid congestion and make movement more efficient. Shelters and Assistance centers are usually pre-designated by the Red Cross or other relief agencies. They may need time to open a shelter and begin receiving evacuees. Informing them well in advance will permit set-up time. Evacuation centers are usually a joint effort of incident staff and relief agencies to serve as a clearinghouse. They are used to re-unite families and respond to inquiries from anxious relatives. Evacuation centers should be located close to the evacuated area. EVACUEES SHOULD BE ENCOURAGED TO CHECK-IN AT AN EVACUATION CENTER IMMEDIATELY AFTER EVACUATING EVEN IF THEY WILL NOT BE STAYING THERE. By doing this, the evacuees can improve chances that friends and relatives can locate them during the early stages of an evacuation.
      
      Remember to coordinate any evacuation with the Red Cross, DHS&EM, or other responsible agency that will be assuming responsibility for the people.
      
      Some emergencies will permit the time to select and staff to secure areas for the temporary storage of personal property. Fenced compounds are preferable. Access and security are paramount considerations. If holding areas are used, evacuees should be encouraged to move property as early in the incident as possible. Liability considerations should be discussed with area legal officials during this planning stage. Restrictions should be made clearly known (no unloading of trucks or trailers, loads should be enclosed or tarped, etc.). The same considerations apply if arrangements are made for the temporary holding of pets or livestock.
   7. Communications: Public information is the single most important element of any evacuation plan. Plan for the most effective use of all resources: Briefing sheets for contact and traffic control teams, area emergency notification networks, regular media briefings, limited-range radio broadcast units and resident briefing sites are some of the available options.
      
      Direct briefings with the evacuees and public should be done early on and be the first priority for providing public information. Remember that the media may not and often will not provide the same level and quality of information as you can by meeting directly with the affected public. If available the Local Emergency Alert System can also be used to provide critical information in the early stages. Hold community meetings at shelters early and often.
      1. Radio frequencies used by evacuation teams should be established in advance and lists disseminated to incident staff. The agency responsible for evacuation and traffic control efforts may well utilize communication frequencies completely separate from the incidents. Be certain to provide for networking between evacuation command and the other incident staff.
      2. Public Information Officers are needed to conduct community briefings. Ensure that a public information officer is assigned responsibility to set up, coordinate and/or conduct community briefings as necessary. Since many of the community residents may be living in an evacuation center(s), consider having a PIO assigned to the evacuation center(s) on a continuing basis.
      3. Designated markings, usually flagging and signs are helpful in identifying completed contacts, locations requiring special consideration, perimeter boundaries, and vehicles or persons allowed access to restricted areas. For example, red flagging tied to a mailbox may indicate the resident has been personally contacted during Stage A and white flagging may indicate the occupant has a condition requiring extraordinary care.
6. Resource Requirements:
   
   Part four of the plan describes the anticipated resource requirements needed the evacuation. It includes personnel, equipment, traffic control devices, other resources and who will cover the costs of the evacuation.
   1. Personnel, Vehicles and Radios: Available resources, especially in rural areas may limit the scope of an evacuation effort. Early planning allows the incident management team to identify and obtain needed resources through mutual aid requests or other means without having to draw from operational specialists on the incident (Don't assign firemen to roadblocks if law enforcement officers are available.).
      
      It is important to remember, however, that when an evacuation is initiated it may very well become the primary responsibility of the incident. As such, it is likely that all incident resources will be diverted to the evacuation branch until it is apparent that all citizens in the affected area have been contacted.
      
      A typical evacuation organization looks like this:
      
      
      
      
      The Incident Management Team having evacuation responsibility should determine staffing requirements for each element and include those totals in Part Four, Section 1, of the Plan.
      
      Specialized equipment such as vehicles (marked and private) and radios are included in the same table. Other necessary resources should be identified and listed. Special requirements such as personal protective equipment for persons inside the perimeter should be considered.
      
      Position description summaries for the typical positions assigned to an Evacuation Branch are included as Attachment F.
7. Evacuation Expenses:
   
   Do not delay or avoid a needed evacuation due to funding questions. Because evacuations can be expensive, it is imperative that the incident manages and tracks all cost carefully. Responsibility for the actual evacuation expenses will be determined later, considering all responsible parties.

FORMS ROUTING:

The various forms used in this evacuation procedure shall be routed as follows:

Operational Concepts

The Mat-Su Borough will activate shelters or congregate care facilities when necessary to meet one or more of the following needs during or immediately following a disaster:

• Sheltering of persons who have been displaced from their homes
• Delivery of human services including behavioral health
• Triage and delivery of medical services to support hospital operations when hospitals are operating at or near capacity or during an incident of widespread catastrophic illness
• Staging and dispensing of Strategic National Stockpile (SNS) assets
• Sheltering of domestic animals

For the purpose of this plan, the term "sheltering" is used to describe the process of providing temporary housing, food, and basic support needs to individuals and families displaced from their homes by an emergency. "Congregate care," sometimes referred to as "special needs sheltering," refers to sheltering arrangements where the shelter occupants required additional care, such as medical or mental health services. While the Borough will strive to meet as many needs as possible at each activated shelter or congregate care facility, not all services may be delivered at each facility.

The Matanuska-Susitna Borough, Mat-Su Borough School District and American Red Cross have assumed joint responsibility to provide sheltering and mass care services for local citizens in the event of a disaster emergency.

The requirements for congregate care services vary depending upon the nature and phase of the disaster emergency. Local officials must be ready to provide different types of support in response to the unique nature of the situation. Shelter planning must not only provide for the need to shelter citizens in their home community, but must also plan to shelter individuals who have been displaced by a disaster emergency.

A managing authority will be designated and a facility agreement established as soon as possible when an emergency requires congregate care facility activation. The managing authority will coordinate efforts through the EOC and with the assistance of the facility operator.

• The American Red Cross of Alaska will manage emergency shelter operations.
• Health and Human Services will manage delivery of health and human services and SNS assets.
• Borough Animal Care and Regulation will manage domestic animal shelter operations.
• Coordination with local hospitals and medical centers is important when operating congregate care centers.

The American Red Cross has an agreement in place with the Mat-Su Borough School District to operate shelters in local public schools. In addition, the Red Cross is working on an agreement with the City of Wasilla to use their Multi Use Sports Center as a shelter facility, and the Red Cross also has an agreement in place with the Mat-Su Borough for use of the Willow Area Community Center. The Red Cross has numerous other shelter agreements with local churches and other facilities in the Borough.

During an incident where sheltering needs are significant, the American Red Cross may step in to manage or operate a shelter under its own authority as a non-governmental "sheltering organization."

All American Red Cross-managed facilities will report to a central American Red Cross location. Data will be gathered, analyzed, and confirmed, then shared on a timely basis with the EOC. Besides sheltering and feeding, the American Red Cross can perform a variety of other valuable emergency services, including additional support for disaster victims, providing supplies and services to disaster workers, coordination of other volunteer organizations, and assistance to local governments in damage assessment.

To activate an American Red Cross shelter, the Borough Department of Emergency Services contacts the Mat-Su Borough Red Cross Chapter. Both jointly decide where they would like a shelter opened based on the nature of the emergency and the structural safety of various potential shelter buildings. The Red Cross subsequently informs the facility point of contact and arranges a walk through prior to establishing the shelter.

During the 2008 update to this EOP, it was noted that the Mat-Su Borough School District has very few employees who have received American Red Cross shelter training. It is recommended that additional Borough and School District personnel attend the shelter operations training offered by the American Red Cross to ensure a sufficient number of locally trained people to assist with shelter operations.

The following table summarizes how shelter management responsibilities may be assigned, among borough employees, Red Cross Volunteers, local community members, and other Mat-Su Borough agencies and personnel.

incident, multiple facilities may be opened, or a single shelter may be designated.