ANNEX D
EMERGENCY PUBLIC INFORMATION
(excerpts)
1. PURPOSE
To outline procedures for dissemination of official information and instructions in order to facilitate timely and appropriate public response in an emergency. To assure coordination of information and instructions released to the public.
2. SITUATION
Accurate information for the public is extremely important during emergencies so that the public can take appropriate precautionary or protective action. Misinformation or lack of information may cost lives and cause unnecessary property damage.
3. CONCEPT OF OPERATIONS
A. General
1. Responsibilities
The responsibilities of public information personnel in disaster situations are basically the same as in daily operations. Their primary responsibility is the dissemination of information to the public.
2. Clearance
All information released to the media will be through the Public Information Officer after clearance with the Director. No public information will be issued during emergency situations without the approval of the Mayor or the Director. The public information officer is a member of the EOC team.
3. PEMA Coordination
When other political subdivisions are involved in the same disaster emergency, all information that will impact upon these counties or counties contiguous to the disaster area will be cleared with the PEMA Press Secretary.
4. Focus
City of Pittsburgh emergency information efforts will focus on specific, event-related information.
5. Briefings
Timely briefings will be held to report information concerning emergency response efforts to reassure citizens that the situation is under control.
6. Rumor Control
A rumor control line will be established. The number 255- 2800 will be disseminated to the public during emergencies.
7. Cooperation
City of Pittsburgh will seek the cooperation of all local media.
B. Emergency Phases
1. Preparedness
a. Hazard Information - Review hazard information relevant to the potential emergency.
b. Develop ongoing relationships with all local media and report total number of radio and television presentations to PEMA P10.
c. Media Room - Designate a media room near the emergency operations center (EOC).
d. EBS Plan - Review and participate in exercise of the Emergency Broadcast System (EBS) Plan.
e. Emergency Public Information (EPI) Materials - Ensure that EPI materials are available for handicapped, visually impaired, hearing impaired and non-English speaking population and for the general population, to include nuclear attack EPI materials.
f. Emergency Information Packets - Prepare emergency public information for distribution to the media, when appropriate, and distribute to media, including radio, television, and newspaper.
2. Response
a. EBS Messages - Prepare EBS messages and coordinate with EMD. If evacuation is required, EBS messages should include instructions about evacuation zones, routes, reception centers, and mass care centers.
b. Sources of Information - Authenticate sources of information and have chief executive or EMD clear all public announcements.
c. Press Releases - Distribute press releases and emergency information to include contacts for missing persons, continued emergency services and restricted areas.
d. Coordinate City-wide rumor control.
e. Schedule news conferences.
f. Provide special instructions, including information on radiation safety, to the public in preparation for nuclear attack (increased readiness).
3. Recovery
a. Emergency Public Information - Continue provisions of emergency public information relevant to recovery.
b. Information and Education Programs - Access effectiveness of information and education programs.
4. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
A. Public Information Officer
1. Provide information and advice on public information matters.
2. Public Information Program - Develop and maintain a public information program that includes emergency information packets prepared in advance, EPI materials for non-English speaking individuals and other special population segments, and an operational EBS.
3. Relationships with Media - Develop and maintain working relationships with media to include oral or written agreements. Act as liaison with news media throughout the City.
4. Coordinate Emergency Broadcast System (EBS) messages.
5. Public Information Releases - Make emergency public information releases as directed by the Mayor, including information on nuclear attack and protective actions to include population at risk, pickup points for people without transportation, evacuation routes, suggestions about types and quantities of clothing, food, medical items, etc., evacuees should take with them, locations of reception areas, mass care centers, shelters and safe travel routes for return to residence.
6. Health Hazard Advisories - Coordinate with appropriate City agencies and PEMA (as required) the preparation of materials that describe health risks associated with each hazard, the appropriate self- help of first aid actions, and other appropriate survival measures.
7. Emergency Public Information Flow Charts - Develop distribution flow charts of EPI materials to the public, key response groups, and the private sector(Appendix 5).
8. Clearance of Press Releases - Clear all emergency related press releases prepared by City departments.
9. Ensure the availability of a media room.
10. News Release - Provide news releases for the media with copies to the PEMA Press Secretary.
11. Assign Monitors - Assign print and broadcast monitors to review all media reports for accuracy.
12. Supervise the media center near the EOC.
13. Coordinate information for visitors at EOC and disaster sites.
14. Coordinate rumor control activities.
15. Coordinate with other City staff groups.
16. Keep EOC informed of status.
17. Emergency Public Information Annex - Review and revise the Emergency Public Information Annex after emergencies and exercises.
B. Communications Officer
1. Provide Communications Facilities
2. Work with Public Information Officer - Work with the Public Information Officer to provide communications facilities for media at EOC.
C. Pittsburgh Area Media
1. Appoint representatives to planning group.
2. Cooperate in covering public education programs.
3. Verify all field reports of emergency's development.
4. Radio and TV stations should train staff about the EBS.
D. Police Services Officer
1. Provide Security at Media Center - Work with public information officer to provide security at the media center in EOC.
2. Use of Mobile Public Address Equipment - Coordinate use of mobile public address equipment to disseminate disaster-related information to the public.
E. City Departments
City departments should release all emergency related press releases only through the Public Information Officer.
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