FROM:              Area Command Team 1
SUBJECT:           Severe Weather Contingency Planning
TO:                In-briefing IMT’s and LMT’s
       The ongoing tropical storm season offers several threats that can
significantly affect your team’s operation, including protracted rain events,
tornadoes and hurricanes. Teams need to plan for these events from two
different perspectives:
    1. Protection of team personnel & resources by sheltering-in-place,
       relocation or a combination of the two.
    2. Hosting other teams and/or responders that have to evacuate their

       Hurricane Rita graphically demonstrated the needs to accurately assess
the potential threats and develop a phased response plan. Even though there
was plenty of advance warning of the hurricane, the actual path and threat
severity to IMT / LMT locations changed right up until Rita made landfall.
Teams throughout the area had to be ready to shelter-in-place, relocate or host
with little advance notice.

      Area Command will make strategic decisions concerning who goes
where and who hosts whom based on your plans plus current information from
predictive services. Teams will make their tactical decisions in response to this

      In addition to your normal resources, we encourage teams having internet
access to utilize the following sites:
          • www.crownweather.com/tropical.html This provides
              comprehensive information about the latest tropical storm(s)

         •   www.dotd.louisiana.gov/press/traffic_cameras/traffic.asp Good
             links to current incident reports statewide from the Louisiana State
             Patrol plus construction areas, road closures and alerts

       Several planning tools are included with this packet for your use. Your
input concerning ways to improve the process for future use will be appreciated.
Call Mike McMeekin at 406-531-0301 if you have questions or comments.

                                                                       PAGE 1 OF 10

Task: Assess potential/probable severe weather-related hazards, classify affected
populations covered by the Team’s assignment, prepare and disseminate a contingency plan,
then update & implement as appropriate. Provide original plan plus all updates to Area
Command promptly upon completion.

Assessment: Utilize an assessment & classification tool to identify potential hazards and
specify who would be affected. An assessment template is provided with this packet if the
Team does not already have one.

Contingency plan: The contingency plan must, at a minimum, cover the following topics:
           Specific severe weather-related hazards identified in assessment
           Identification of non-Team personnel and resources covered by the plan
           Monitoring and emergency information dissemination procedures
           Team authorities for issuance of evacuation warnings and orders
           Emergency communication arrangements and assignments
           Personal kit requirements for sheltering-in-place and evacuation
           Locations for sheltering-in-place
           Evacuation procedures
               ♦ Primary and alternate routes
               ♦ Reporting (staging) locations
               ♦ Transportation assignments & check-off (if applicable)
           Personnel accountability (including contact list with cell & satellite phone numbers)
           Durable assets to be relocated if time permits / Protection procedures for the rest
           Continuity of command during severe weather emergency
           Post-emergency redeployment and resumption of mission

Reporting to Area Command:
           Threat assessment & contingency plan (original and all updates)
           Regular totals of personnel and related vehicles covered by the plan1
               ♦ Team personnel & vehicles
               ♦ Non-team personnel & vehicles covered by the plan
           Verified threats to team personnel and/or resources resulting from severe weather
           Any implementation of the plan in response to a severe weather threat

    209 info or separate memo if the totals would be different or require explanation
                                                                                        PAGE 2 OF 10
        The written threat assessment is necessary documentation for the Team and Area
Command that each potential threat was reviewed. Consider “Low probability / High risk”
threats that could unexpectedly arise and would impact the team’s safety or operation. Any
identified threats not listed on the checklist should be explained in #11. Note: An electronic
version of the assessment checklist is available from Area Command if needed.

        For developing threat situations such as hurricanes and floods, the Team’s personnel
and resources, as well as ancillary personnel & resources the Team supports, should be
classified according to the level of risk presented by the threat(s). For the sake of
consistency, please use the following classification definitions in developing your plan:

           ♦ At Risk: Good probability of threat to life and health of team personnel
             within 48 hours. Good probability of destructive threat to physical resources
             under the team’s control within 48 hours.

           ♦ Potentially at risk: Possibility of threat to life and health of team personnel
             with 72 hours. Possibility of destructive threat to physical resources under the
             team’s control within 72 hours.

           ♦ Not at risk: Low probability of threat to team members and/or resources
             under the team’s control.

                                                                                 PAGE 3 OF 10

    ISSUE                 AT-RISK              POTENTIALLY-AT-              NOT-AT-RISK
                    Coordinated plans to     Coordinated plans to
                    minimize negative        minimize negative effect
                    effect on core task of   on core task of the
                    the function             function

                    Clearly defined          Clearly defined
                    responsibilities for     responsibilities for tasks
                                                                          Coordinated plans to
                    tasks associated with    associated with
                                                                          minimize negative
                    relocation or other      relocation or other threat
                                                                          effect on core task of
                    threat response          response
Effect on                                                                 the function
function(s) being
                    Clearly defined          Clearly defined
supported by the                                                          Clearly defined
                    authorities for          authorities for response
team                                                                      authorities for
                    response tasks &         tasks & related costs
                                                                          response tasks &
                    related costs
                                                                          related costs
                                             Clearly identified
                    Clearly identified       responsibilities for
                    responsibilities for     dispute resolution when
                    dispute resolution       team and function being
                    when team and            supported do not agree
                    function being
                    supported do not

                    Means to keep
                                                                          Means to keep
                    everyone regularly
                                                                          everyone regularly
                    updated with accurate, Means to keep everyone
                                                                          updated with
                    timely information     regularly updated with
                                                                          accurate, timely
                    about pending event    accurate, timely
                                                                          information about
                                           information about
                                                                          pending event
                    Safety &               pending event
Team personnel      accountability during
                                                                          Personnel available
                                           Relocate to safe satellite
                                                                          for immediate
                    “Stay vs. Go”          location if tasks can be
                    decisions              performed from a remote
                                                                          redeployment to
                    Personal safety needs location
                                                                          support other teams
                    for personnel who
                                                                          in Area

                                                                                  PAGE 4 OF 10
                 Supplies & equipment
                 necessary for
                 personnel who stay to
                 be fully self-sufficient
                 for one week

    ISSUE              AT-RISK                POTENTIALLY-AT-             NOT-AT-RISK
                 What can be protected      What can be protected in
                 in place                   place

                 Steps taken to prepare What can be relocated to        Ability to host teams
                 resources for rapid     safe satellite location(s)     or elements
                 relocation if necessary                                evacuated from
                                         Steps taken to prepare         another location
                 Time & resources        resources for rapid
Team resources   necessary for planned relocation if necessary          Resources available
                 relocation                                             for immediate
                                         Time & resources               (temporary?)
                 Clearly defined         necessary for planned          redeployment to
                 authorization process relocation                       support other teams
                 for relocation                                         in Area
                 expenses                Clearly defined
                                         authorization process for
                                         relocation expenses
Team             Viable alternatives if  Viable alternatives if
communications   existing networks       existing networks
                 become inoperable       become inoperable

                 Utilize not-at-risk        Utilize not-at-risk sites
                 sites already              already supported by
                 supported by teams in      teams in the Area           Identify & analyze
                 the Area or use other                                  the team’s ability to
                 identified location        Identify other suitable     host a team that
                                            safe locations &            must relocate
                 Anticipated effects of     determine availability
                 other vehicle traffic

Release of       Identify, and resolve      Identify, and resolve if
contracted       if possible,               possible, contractual
resources        contractual issues         issues related to early
                 related to early release   release of resource
                 of resource

     Public                 ?                            ?                        ?

Liaison with                                Identify areas of support
other                                       & disagreement of the
                                                                                PAGE 5 OF 10
government                               plan by other
entities                                 government entities;
                                         particularly local and

                                         Articulate dispute
                                         resolution authority

     ISSUE             AT-RISK            POTENTIALLY-AT-            NOT-AT-RISK
                       Verify all         Verify all information        Verify all
                    information for            for accuracy         information for
                       accuracy                                         accuracy
                                        Disseminated to all team
                Disseminated to all     members at
                team members at         predetermined intervals   Disseminated to all
                predetermined           by predetermined means team members at
Threat status   intervals by                                      predetermined
updates &       predetermined means Dissemination                 intervals by
response                                mechanism in place for    predetermined
briefings       Dissemination           urgent updates that       means
                mechanism in place      would affect planning or
                for urgent updates that implementation            Dissemination
                would affect planning                             mechanism in place
                or implementation                                 for urgent updates
                                                                  that would affect
                                                                  planning or
                Task implementation     Task implementation is
                is probable within an   possible within an
                announced &             announced &
                acknowledged time       acknowledged time
                period                  period
                Confirmation that        Deadline established for
                necessary               completing necessary
                preparations are        preparations & having
                completed and           that acknowledged
                Task implementation
                is mandatory and will
                commence with an
Response Order
                announced &
                acknowledged time
                                        Written assessment of     Resume assigned
Phased recovery           N/A
                                        safety & functional       operational support
                                                                          PAGE 6 OF 10
issues at evacuated (or      function(s) in the
designated alternate) site   planned sequence

Determine conditions
under which it is safe for
necessary team members
to return to area

Develop coordinated
plan for resumption of
the assigned operational
support function(s)

                                     PAGE 7 OF 10
   ISSUE              AT-RISK             POTENTIALLY-AT-             NOT-AT-RISK
                                       If the function being
                                       supported by the team will
                                       continue to operate or
                                       otherwise require support
                                       at the new ICP, does the
                                       team need to deploy an
                                       advance task force to make
              Define check-in period   Define check-in period
              within which each        within which each section
              section chief must       chief must account for
              account for personnel    personnel
              Determine if “rest       Determine if “rest
              overnight” locations are overnight” locations are
              necessary to meet safety necessary to meet safety &
              & work/rest needs        work/rest needs
Response      Team personnel are       Team personnel are busy
tasks         busy & tired;            & tired; disseminate
              disseminate response     response instructions in
              instructions in writing  writing whenever possible
              whenever possible
Records &     Clearly assign           Clearly assign
sensitive     responsibility for       responsibility for removal,
materials     removal, security &      security & storage of team
              storage of team records records and other sensitive
              and other sensitive      materials
Deliveries & Determine cutoff time     Identify outstanding        Ability to stage
resource      to stop receiving        resources orders that must interrupted
orders        deliveries               be cancelled                deliveries for other

                                                                            PAGE 8 OF 10
          Pop Pro™ Population Protection Worksheet
 (Based on evaluation of emergency conditions within the specified area

            at                on                            .)
                       TIME                    DAY & DATE

 Y    N   1. Respiratory:

 Y    N   2. Thermal (fire):

 Y    N   3. Explosive:

 Y    N   4. Chemical contamination:

 Y    N   5. Biological / Viral:

 Y    N   6. Criminal action:

 Y    N   7. Debris:

 Y    N   8. Floodwater:

 Y    N   9. Visibility reduction:

 Y    N   10. Emergency response activities:

 Y    N   11. Other:


                                                                 PAGE 9 OF 10
Y   N   A. Responders:

Y   N   B. Response support:

Y   N   C. Residents:

Y   N   D. “Special-needs” groups:

Y   N   E. Recreationists:

Y   N   F. Travelers:

Y   N   G. Other:

                                     PAGE 10 OF 10

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