COUNTY RECEIVING and DISTRIBUTION POINT
BERTIE COUNTY EMERGENCY OPERATIONS PLAN
Reviewed / Updated: August 25, 2015

Primary Agencies: Emergency Management
Water Department
 
Support Agencies: Administration
  Public Works / Maintenance
  Sheriff
  Others as required or requested
   
Attachments:
Attachment 1: CRDP Job Descriptions
Attachment 2: CRDP Overhead Team Recommendations
Attachment 3: NCEM CRDP Evaluation Worksheet
Attachment 4: CRDP Supporting Documents
Also see
Annex Donations Management
  Resource Management
   
   
I. PURPOSE
 
  A. This guideline establishes procedures and responsibilities for establishing and operating the Bertie County Receiving & Distribution Point.
 
  B. The County Receiving and Distribution Point is defined as a designated area that receives supplies and equipment requested during a disaster. The supplies and equipment will either be distributed to smaller receiving points in the county, and/or distributed to the general population from the CRDP. County assets and/or assets requested and received by the County will be used for shipment from the CRDP to points within the county.
 
  C. The current site for this CRDP is located at the Bertie Water Maintenance Facility, 207 County Farm Road, Windsor. This building is a mixed occupancy that houses office and storage space for the Bertie County Water Department. This property is owned by Bertie County Government.
 
II.  ASSUMPTIONS
 
  A. Pre-event, the County will attempt to resolve resource shortfalls identified in the Operational Planning Evaluation and Resource Analysis (OPERA).
 
  B. Resource needs will exceed County capabilities.
 
  C. The County will exhaust local resources by means of mutual aid or contracts before requesting resources from the State.
 
  D. The County operates under the NIMS Incident Command System.
 
III. DIRECTION AND CONTROL
 
  A. Support agencies requested by and assigned to support a county will work at the direction and control of the County.
 
  B. Resources provided by the State will only be shipped directly to the County Receiving and Distribution Point.
 
  C. An audit trail will be maintained at all levels (i.e., Care stations, Fire Departments, etc.) to include recovery of resources.
 
  D. All recovered resources will be processed through the County Receiving and Distribution Point for demobilization or reassignment. Supporting documentation must be completed prior to release.
 
IV. ROLES AND RESPONSIBILITIES
 
  A. Bertie County
 
    1. The County is responsible for the County Receiving and Distribution Point management and operations.
 
    2. The County is responsible for ensuring that all County Receiving and Distribution Point personnel are trained. Those individuals requiring certification (i.e. forklift operators, etc.), will be either OSHA or military certified. All others should be trained and qualified either through ICS (civilian) or Military Occupation Specialty (MOS, military).
 
    3. The County is responsible for providing to the State, the following information on the County Receiving and Distribution Point (include information on alternate sites):
  • Site Location
  • Directions (written and map)
  • Points of Contact (all pertinent contact information for day/night)
  • GPS Coordinates
    4. The County will be responsible for providing communications to support agencies operating within the county.
 
    5. The County will be responsible for redistribution of resources to County Staging Areas or other points of distribution (PODs). Transportation resources assigned to the County to assist in redistribution will only be used within the county.
 
    6. The County will be responsible for internal logistics (feeding distribution staff, personnel, etc.).
 
    7. Local personnel will staff the County Staging Areas or other PODs.
 
  B. State
 
    1. The State is responsible for the distribution of resources to the County Receiving and Distribution Point.
 
    2. After exhausting local resources, and upon request, the State may provide assistance to counties in the staffing of the County Receiving and Distribution Point.
 
    3. The State will ensure that any required Receiving and Distribution Point personnel are trained. Those individuals requiring certification (i.e. forklift operators), will be either OSHA or military certified.  All others will be trained and qualified either through ICS (civilian) or Military Occupation Specialty (MOS, military).
 
V. SITE REQUIREMENTS
 
  A. Equipment

  • Forklift (minimum of 1)

  • Dock Plate (minimum of 10,000 lb. capacity)

  • Pallet jacks (minimum of 2)

  • Pallets and large bins

  • Hand trucks

  • Shrink wrap and stretch wrapper

  • Refrigerated trailers (locally procured)

  • Sufficient parking

  • Telephone, fax/copier, and office supplies

  • Tables/chairs

  • Warehouse space (8,500 sq. ft. recommended)

  • Equipment maintenance capability

  • Supplies (fuel)

  • Port-a-Potty(s)

  • Emergency lighting for the site

  • Security

  • Electricity

  • Dumpster (Large)
  B. Personnel Requirements:  (Per shift) (NOTE: Some positions may be combined)

  • County Receiving and Distribution Point Manager (1)

  • Recorder (1)

  • Warehouse Workers (6)

  • Forklift operators (3 ) Certified

  • Safety Officer (1)

  C. Other site considerations:

  • Paved Parking

  • Loading dock

  • Ease of movement

  • Generator capability

  • Safety considerations (lighting for night operations)
VI. DISTRIBUTION SITES
 
  A. Pre-selected sites for Distribution of supplies are not listed. These will be selected as needed, depending on the area of need and on the supplies to be distributed.
 
  B. Volunteer Fire Departments are located throughout the county and would be first choice for selected sites.
 
  C. Staffing of these sites would be by using volunteer firefighters along with other available personnel to assist with tracking in and sending out supplies.
 
  D. All supplies are to be accounted for and unused supplies are to be returned to the main CDRP once no longer needed at that site.
 
  E. Equipment for off-loading supply trucks will be needed on site as well as moving supplies around for staging.
 
VII. DISTRIBUTION SITES PLANNING FACTORS
 
  A. Commodity information / amounts:
  • Ice � 1 truck load (40,000 lbs, 8 lbs/per) serves 5000 people
  • Water � 1 truck load (18,000 litters, 3+ liters/per) serves 5000 people
  • MREs � 1 truck load (21,744 ea, 2 ea/per) serves 10,000 people
  • Tarps � 1 truck load (4,400 ea) serves 4000 families with roof damage
  • 1 car represents 1 family or 3 people
  B. Each car is provided the following:
  • 2 or 3 bags of ice
  • 1 case of water (9-12 liters)
  • 6 MREs
  • 1 tarp, if they state they have roof damage
  C. A Distribution Point (DP) with one (1) supply lane can serve 1,660 cars or 5000 people in one day, (Type III Distribution Point).
 
  D. Staffing recommendation for a Type III DP:
 
  Day Operations Night Operations
 Team Leader 1 0
 Forklift Operator 1 1
 Labor 14 2
 Law Enforcement 2 1
 Community Relations 1 0
       
  E. Equipment recommendation for a Type III DP:
 

Equipment

 Number
 forklift 1
 pallet jack 1
 power light set 1
 toilets 2
 tent 1
 dumpster 1
 traffic cones 10
       
  F. Type III DP recommended layout

       
VIII. RECOMMENDED FORMS / TEMPLATES


(click on an image above for a larger view)
       

Attachment 1
County Receiving and Distribution Point Personnel Job Descriptions
 
       
  A.

County Receiving and Distribution Point Manager

Responsible for all operations in the County Receiving and Distribution Point to include the receiving and distribution of all supplies and equipment and the service and repair of tools and equipment. The County Receiving and Distribution Manager reports to the Logistics Sections Chief in the County Emergency Operations Center (EOC).  Other responsibilities include:

  • Order personnel required to operate the Receiving/Distribution Point.

  • Organize physical layout of the Receiving/Distribution Point.

  • Establish procedures for operations in the Receiving/Distribution Point.

  • Maintaining accountability and current inventory of all incoming and outgoing resources to include special attention to leased and rented property.

  • Maintain inventory of supplies and equipment.

  • Develop security requirements for the Receiving/Distribution Point.

  • Establish procedures for receiving and distributing supplies and equipment.

  • Package and distribute supplies and equipment to the County Staging Areas at the direction of the Logistics Section Chief.

  • Submit required and/or necessary reports to the Logistics Section Chief.

  • Set up filing system for receipt and distribution of supplies and equipment
  B. Assistant Safety Officer

Responsible for monitoring and assessing hazards and unsafe situations and developing measures that assure personnel and equipment safety. The Assistant Safety Officer will correct unsafe acts or conditions through the regular line of authority, although the Assistant Safety Officer may exercise emergency authority to stop or prevent unsafe acts. Individual reports to the County Receiving and Distribution Point Manager. Other responsibilities include:

  • Establish system to monitor activities for hazards and risks. Take appropriate preventive action.

  • Place hazards and risks in priority for actions.

  • Present safety briefing at receiving point.

  C. Recorder

It shall be the responsibility of the Recorder to ensure that all resources assigned to the incident are accounted for. The recorder reports to the County Receiving and Distribution Point Manager. Other duties include:

  • Post signs so incoming resources can easily find the County Receiving and Distribution Point.

  • Transmit check-in information to County Receiving and Distribution Point Manager on a regular basis.

  • Forward completed Check-in list (ICS Form 211) to the County Receiving and Distribution Point Manager.

  • Prepare, post, and maintain Resource Status Cards (ICS Form 219) or T-Cards.

  • Ensure all resources sign out on ICS Form 211.

  • Ensure all forms required for accountability of receiving and distribution of supplies and equipment to County Staging Areas are signed and filed.

Attachment 2
County Receiving and Distribution Point (CRDP) Overhead Team Recommendations
 
       
  A. Assumptions:

  • County can only provide a CRDP Manager (both shifts) and yard personnel.

  • Only an administrative (Overhead) team will be required. 

  • Power will be available, either normal or generator.

  • County will have necessary equipment to physically operate the CRDP.

  • County will provide life support to the team.

  • Team will work a 16 hour shift.
  B. Recommended Team: (double the requirements for two 12 hour shifts)

  • Assistant CRDP Manager (may function as Warehouse Manager)

  • Safety Officer

  • Yard Leader

  • Recorders (recommend 2 per shift if the CRDP has heavy shipping & receiving requirements)

  • Load Verifier
  C. Recommended Equipment:  (Ensure the team is either equipped with, or the following is available for dedicated use by the CRDP)

  • Vehicle (especially if EOC and sleeping facilities are not on site).

  • Computer with the following software:

  • State WebEOC

  • Microsoft Word

  • Power Point

  • Excel

  • OPERA  (good for basic requirements computations)

  • Internet (both Modem and High Speed capability)

  • Email capability

  • Folder with printable ICS Forms

  • Floppy and CD capability

  • Printer/Copier/Scanner (ensure compatibility with computer the team will have or use).

  • Hand-held radio�s (minimum of 4) (COSCO has good hand held for $30.00 a set).

  • One cell phone.
  D. Recommended Office Supplies:

  • Case of copy paper

  • Pens, pencils, magic markers, etc.

  • Stapler (at least two)

  • Staples (at least two boxes)

  • Staple remover

  • Clipboards (at least two)

  • Masking tape

  • Duct tape

  • Three hole punch

  • Three ring binders (minimum of two, three inch)

  • File dividers (at least two packages with blank tabs)

  • File Folders (one box)

  • Tablets (at least six)

  • Note pads (Post-it notes)

  • Steno pads

  • Paper clips (various size)

  • Medium and large binder clips

  • Blank CD and Floppy Disks

  E.

Suggested Layout: (Current drawing of site to be added once completed. Click on the image for a larger view)
 
       

Attachment 3
NCEM CRDP Evaluation Worksheet
 

(click here for a PDF version of the form below)
 

 

Date: 07/23/07

 

County: Bertie 

City: Windsor

Site Name:
Water Maintenance Facility

Site Owners Name and Contact Information:
Bertie County Government 

Phone #      704-866-3350

 Emergency Management Office

Outside Light

YES / NO

Facility Secured
YES / NO

Facility used as a Pod
YES / NO

Facility Type: (circle one)

Brick      Metal Shed      Other 

Site Ownership: (  )  Federally Owned  (  )  State Owned  (X)  County Owned 

(  ) Memorandum Of Understanding   (  ) Privately Owned (Non-Profit)  (  ) Privately Owned (Profit)

GPS Coordinates:

Latitude: 35.58.674N

Longitude: 076.56.759W

Elevation: 68 feet
     

CONTACT & LOCATION INFORMATION
Primary POC: Rickey Freeman Phone Number: 252-794-5302
Title:   Cell Phone:  
    Pager:  
 
Alternate POC: Bertie Water Dept. Phone Number: 252-794-5350
Title:   Cell Phone:  
    Pager:  
 
On Site POC:   Phone Number: 252-794-4427
Title:   Cell Phone:  
    Pager:  
 
Location Address: City: State: Zip:
207 County Farm Rd. Windsor NC 27983
 
Mailing Address: (if different) City: State: Zip:
       
 
Closest Interstate: I-95 Distance: 65 miles
Closest Major Highway: US 17 Distance: 2 miles
Directions:  
From Williamston , Raleigh, and other points west,  enter Bertie County on US 13/17.  Travel north to Windsor city limits; see NC National Guard Armory on right (east side of highway). Turn right on County Farm Road, travel approximately � mile, past sewage treatment plant. See Water Maintenance / Receiving Point facility on left


Click on the image for a larger view.

SITE INFORMATION
Covered Storage:

 Use one supplement sheet  per building for details
 		 YES / NO Total Square Feet:  
Loading Docks:

Use separate building sheet to detail information
 		 YES / NO Qty: NA  
Administrative Area:
 		 YES / NO Total Square Feet:  
Landing Zone (LZ):
 		 YES / NO Size:
(Example  150� X 150�) 		200 x 200
Hard Stand: YES / NO Square Feet:
 		  
Additional Parking space available   YES / NO Square Feet:  

Communications
(CRDP Connected to EOC via)
Commercial Lines: YES / NO Fax YES / NO
Internet access YES / NO Computer Available YES / NO
Radio YES / NO Frequency  
Other: These items are available from other office spaces in use in building that will be accessible to CRDP upon activation.
Site Phone #  

Material Handling Equipment On-Hand
       
       
Forklift # ( 1  ) Pallet Jack #(  2  )

Ramp
YES/NO

Loading Dock
YES/NO

 Available Manpower # (   )

Is additional assistance from NCEM required:
 (Describe)
Forklift  
Pallet Jacks  
Lighting  
Generators  
Transportation Depending on conditions, may need trucks with high profile and or 4x4
Personnel 5 with experience to set up and run CRDP or direct local staff

Are dedicated personnel assigned to operate the CRDP?  YES/NO  (Describe)

 
How often is CRDP/POD Training Conducted? None to date

 
Is there an established �Inventory Management� system in place?  YES/NO  (Describe)

 
Is there a County Distribution Plan for commodities? YES/NO  Not written
 
Have POD's been established?  YES/NO
Depending on incident VFD's may be used
 
Where are they located?
Throughout county
 
How are they manned?
Volunteer firefighters if available
 

Safety
Are Reflective Vests available? YES/ NO
Fire extinguishers present?  YES / NO
Hearing protection available?  YES / NO
Work Gloves available?  YES / NO
Steel toed boots required and available?  YES / NO
Are safety issues covered in an SOP?  YES / NO
 

Threat Assessment for the CRDP Location
Is this facility in a 100 year flood plain? YES / NO FIRM Panel #:
Is this facility in a hurricane storm surge?
 		 YES / NO Category:

Airport Information
Closest Airport: Tri County On-Site?  YES /NO
Location Address:
 140 Tri County Airport Rd		 City:   Aulander             State:  NC        Zip: 27805
POC:   POC Phone: 252-345-9962
Title: Manager After Hours Phone: 252-532-6569
    Pager:  
 
Latitude:  36.17.48N Longitude: 077.10.23W
Helicopter Landing Zone (LZ): YES / NO Square Feet: RW
Number of Runways: 2 Runway Numbers: 01 and 19
Runway No. 03 Length: 4500 Composition: Asphalt
Runway No. 21 Length: 4500 Composition: Asphalt
UNICOM Frequency: 122.8  
Approach  Frequency: 122.8  
Tower Frequency: NA  
Ground Frequency: NA  
Departure  Frequency: NA  
Covered Storage: YES / NO Square Feet:
Loading Dock: YES / NO Qty:
On-Site Aircraft Maintenance Co:   POC:
Hard Stand:  YES / NO Square Feet:
 

Additional Comments

Landing distance at airport is 3680 feet, single wheel weight 35,000 pounds.

 

 
 
       

Attachment 4
Additional Documents Supporting CRDP
 
       
CRDP LRS Facility Checklist  MS Word  PDF
CRDP Information Sheet  MS Word  PDF
 
 

Bertie County Emergency Management - PO Box 530 - Windsor, NC 27983-0530