PUBLIC INFORMATION
BERTIE COUNTY EMERGENCY OPERATIONS PLAN
Reviewed / Updated: August 25, 2015

Primary Agency: Public Information
 
Support Agencies: Emergency Management
  Administration
   
Attachments:
Attachment 1: Media Outlets
Attachment 2: Preparedness / Response Checklist
Also See:
Guide Public Information Officer's Guide
Annex Emergency Operations Center
  Notification and Warning
   
   
I. PURPOSE

This annex presents a plan of action to provide prompt, authoritative and understandable emergency information to the public for natural, technological and civil disturbance emergencies. It also describes the process for staffing, operating and maintaining a public information system for emergency/disaster use.
 
II. SITUATION AND ASSUMPTIONS 
 
  A. Situation:
 
   
  1. The County is vulnerable to a variety of hazards. Media outlets exist which, if effectively employed, can be used to inform the population of the events that are occurring and how they may best respond to them.
     
  2. The County is served by the news media outlets listed herein.
     
  3. During periods of emergency, the public needs and generally desires detailed information regarding protective action to be taken for minimizing loss of life and property. There are times, however, when disaster strikes without warning and the public information system cannot react rapidly enough to properly inform the public about the hazard. For this reason, it is important that prior to the occurrence of an emergency, the public is made aware of potential hazards and the protective measures that can be employed.
     
  4. The public may accept as valid rumors, hearsay and half-truth information which may cause unnecessary fear and confusion.
     

  5. The County Manager and Emergency Management Coordinator have the capability to utilize the Emergency Alert System (EAS) to deliver information to the public.
     

  6. Scanner radios are used extensively by residents of the County. This provides another avenue for the delivery of emergency public information.
     

  7. The U. S. Coast Guard or U.S. Coast Guard Auxiliary will deliver emergency information to marine traffic in and around the waterways of the County.
     

  8. The Public Information Officer for law enforcement will be the Sheriff or ranking Officer on-scene who may be assisted by the County PIO. 
     

  9. There is a small group of non-English speaking people in the County, primarily Spanish speaking migrant workers.

  B. Assumptions:
 
   
  1. Local print and broadcast media will cooperate in broadcasting and publishing detailed disaster‑related instructions to the public.
     
  2. Depending on the severity of the emergency, telephone communication may be disrupted. Local and regional radio/television stations without emergency power may also be off the air. If this occurs, public address systems on emergency vehicles and door‑to‑door sweeps may be initiated.
     
  3. Demand for information may be very heavy; therefore, sufficient staff will be provided and trained.
     

  4. The County Public Information Officer (PIO) will likely be a designee of the County Manager as the need arises.
     

  5. Special interest groups in the County may disagree with official public information.
     

  6. Emergencies and disasters which impact the County or its municipalities may be of interest to media sources beyond the County and the State. 
     

  7. Law enforcement officials will release their own information.
     

  8. Inquiries will be received regarding the status of family members and missing or injured persons..

III. CONCEPT OF OPERATIONS 
 
  A. General
 
   
  1. Public Information efforts will focus on specific, event‑related information.
     
  2. This information generally will be of an instructional nature focusing on such things as warning, evacuation, and shelter. It also is important to keep the public informed of the general progress of events. A special effort will be made to report the facts as accurately as possible and provide advice concerning necessary protective actions. Rumor control will be a major aspect of the information program and will operate from the EOC.
  B. Specific
 
   

  1. Inquiries concerning the status of  individuals injured or missing due to an emergency\disaster event will be referred to the chief law enforcement officer of the affected jurisdiction or the American Red Cross.

  C. Execution
 
   
  1. Ongoing public education programs will be conducted to increase public awareness of potential hazards and necessary responses. These programs include:
     

    • Potential hazards of the County

    • Family preparedness
    • Shelter locations

    • Flood prone areas

    • Evacuation routes
    • Necessary action to be taken by the public
    • Emergency Management function
       
  2. The County Public Information Officer (PIO) will coordinate with County media to provide information and education programs relating to emergency management.
     
  3. Emergency Public Information documents for major hazards will be prepared and maintained during normal periods of readiness. When evacuation is imminent, public information will expand its capabilities to answer public inquiries and prepare new or modified public announcements.
     
  4. The Bertie County Public Information Office will coordinate, as needed, a bank of phones to assist County residents with problems associated with the disaster.
     
  5. Support staff to the Public Information Officer will come from different county agencies, who will reassign staff to be used temporarily. Expansion and demobilization of this assignment will be made depending on demand of the general public.
     
  6. The Public Information Officer will coordinate locations and time for press briefings and releases. A briefing room will be set up for this purpose and the location will be determined at the time of the disaster.
     
  7. Facilities will be available to establish a media center and where necessary a Joint Information Center
     

  8. Public information for law enforcement emergencies will be handled by the Sheriff or Chief Law Enforcement Officer with assistance from the County PIO as necessary.
     

  9. The County Manager or Emergency Management Coordinator must authorize the use of the Emergency Alert System (EAS).
     

  10. The National Weather Service will issue weather watches or warnings directly to Bertie Communications and to the media for public release.
     

  11. During emergencies/disasters, Control Group decisions and general information advisories are prepared on a timely basis and released to the media and\or the general public.
     

  12. Action will be taken to correct identified errors in information released by the media or rumors about the emergency situation.
     

  13. Hard copy news releases are disseminated to the media and appropriate County and/or municipal officials. The Division of Emergency Management Branch Office will be faxed news releases as appropriate.
     

  14. Bertie County will practice an aggressive approach for the dissemination of information to isolated and non-English speaking populations during and following emergency events.
     

  15. The magnitude of the disaster may require innovative means of communications to inform the public, for example, aircraft banners, balloons and billboards.
     

  16. Content of all news releases will be cleared through the Public Information Officer before release to the media and the public.

  D. Within the National Response Framework, all public information is considered external affairs and as such is considered an emergency support function (ESF 15).
 
IV. DIRECTION AND CONTROL 
 
  A. General - The Public Information Officer, at the approval of the County Manager or Emergency Management Coordinator, is responsible for all news releases and public information disseminated at the County level. In times of emergency the Public Information Officer will operate from the EOC if appropriate.
 
  B. Educational and Public Information Programs - The Public Information Officer will provide the media with information on new developments affecting emergency management. The Public Information Officer also will utilize other types of information and programs on emergency management such as delivering lectures or presentations, organizing tours of the EOC, distributing education brochures and showing films.
 
V. CONTINUITY OF GOVERNMENT 
 
    The line of succession is:
 
   
  1. Public Information Officer
     
  2. Emergency Management Coordinator
     
  3. County Manager

Attachment 1
MEDIA OUTLETS
 

 

NEWSPAPER
Bertie Ledger Advance 124 S. King St Windsor, NC 252-794-2835
Chowan Herald P.O. Box 207 Edenton, NC 252-482-4418
       

RADIO 
WBTE-Radio   Windsor, NC 252-582-8680
WDRP-Radio P.O. Box 590 Williamston, NC 252-794-3130
WRSF-Radio 2422 S. Wrightsville Ave Nags Head, NC 252-441-4566

TELEVISION
WITN-TV P.O. Box 468  Washington, NC  252-946-3131
WNCT-TV 3221 S. Evans Street Greenville, NC 252-355-8542
       

 

Attachment 2
Public Information Disaster Preparedness/Response Checklist
 
     
  When notified, report to the Emergency Operations Center and serve in the Support Group, until relieved or the incident is terminated.
 
  Receive a situational briefing. Ask questions and address public information concerns.
 
  Advise the EOC of the availability of resources, including the number of personnel and communications to/from media representatives.
 
  Maintain a listing of local and area media outlets and the names and contact numbers for representatives of the media.
 
  Meet with and maintain a close working relationship with media personnel.
 
  Establish a media center and communicate its location to the media.
   
The media center should be located in reasonable proximity to the EOC, but never in the EOC.
Publish or post times for media briefings.
Equip the media center with telephones, and/or other communications.
Equip the media center with a copy machine or have one readily available to copy press releases, fliers or other information/handouts.
Ensure the media center has backup power (generator).
Equip the media center with "camera props" (i.e. County seal, backdrop curtain, chairs, tables, charts, graphics, etc.).
Ensure local/state/federal officials that will be asked to speak to the media arrive at the media center at least fifteen (15) minutes before any media briefing.
 
  Prepare public information materials in accordance with the Public Information Officer's Guide.
 
  Never release public information until it has been approved by the EOC Control Group and/or the Incident Commander.
 
  Establish and maintain communications with field Incident Commanders and shelters/mass care areas.
   
Routinely contact each "field" location to determine their public information needs.
Report needs to the Control Group and/or Incident Commander and make recommendations.
At each contact with "field" locations, remind them not to speak directly with the media until information has been cleared for release.
If necessary and/or time and personnel permit, visit "field" locations and assist with the media.
 
  Ensure that public information preparation materials and equipment are on hand or readily available (i.e. computer, word processors, copy paper, copier, printers, etc.).
 
  Train additional personnel to assist and/or relieve you.
 
  Whenever possible or appropriate, attend a media relations continuing education course each year.
 
  For general guidelines on dealing with the media, see the Public Information Officer's Guide.
 
  Be prepared for and develop plans to distribute public information to citizens who are without power, without means of direct communications (i.e. no telephone) or who are in isolated areas.
 
  Be prepared for and develop plans to distribute public information in both English and Spanish.
 
  Be prepared for and develop plans to, if necessary, hand deliver fliers or other public information, door-to-door with minimal personnel, time and equipment.
 
  Ensure the public is informed about the location of:
   
Shelters
Distribution centers for food, water, ice, etc. and the "rules", and times of operation of distribution centers.
Dangerous areas or areas that no one will be allowed.
Emergency medical services (i.e. field trauma centers, field hospitals, etc.).
Disaster Assistance Centers (if established).
 
  Carry out other functions that may be found in hazard specific checklists, that are relative to the Public Information Officer.
 
  Carry out other public information functions as directed by the Control Group and/or Incident Commander.
 
 

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