With parts of Texas receiving its first threat of possible winter weather impacts and many states in the country already being impacted, there is no better time for jurisdictions to dust off, strengthen, or create Emergency Operation Center (EOC) plans and processes. Whether your jurisdiction regularly operates in your EOC or hasn’t built up a strong EOC capability yet, these checklist items will help ensure your organization is better prepared to respond to and manage the chaos of winter weather impact emergencies (and any other disaster impacts).

Number 1: EOC Location

Do you have a location that will serve as your physical EOC if you need to convene department representatives in person to coordinate filling response needs? This is preferably a location with backup power. Some jurisdictions have dedicated 24/7 EOC rooms equipped with telephones, computers, and TV screens that make standing up the EOC a little quicker. But most jurisdictions don’t have this and that is okay. The basics needed for a successful EOC room are tables and chairs to fit the department representatives you may need in the room, wifi and network connection, a way to maintain situational awareness (for example through TV’s or computers to display the local news or weather radar), and laptops and cellphones that responding EOC staff can bring with them so that communication to and from the EOC is maintained. Locate a room that can serve as your EOC and identify the technology capabilities currently available while working on filling any technology gaps you may have. Even with a functioning EOC, be sure to test your technology capabilities to ensure all remains in working order.

Don’t forget about the 2020 tried and true capability of a virtual EOC. If your jurisdiction utilizes a virtual meeting platform, your EOC team can meet virtually on regularly scheduled calls to identify emergency needs and assign resources. Test this capability with your EOC staff to ensure a winter weather event response isn’t the first test run.

Number 2: EOC Staff

Identify and maintain a list of jurisdictional staff members that may be needed to fill roles in an activated EOC. This EOC Staff list should be regularly updated so that designated employees and their emergency contact information stays current. Typically, department heads, managers, or employees with certain training, knowledge, or skillsets are asked or voluntold to serve in the EOC. All staff assigned an EOC position should be aware that they are assigned to the EOC and familiar with the role they might fill. Each jurisdiction needs a process for how EOC staff will be activated- individual phone calls, emails, use of the jurisdiction’s emergency notification system, etc. Test this notification process before needing it in an event.

Number 3: EOC Training

Ahead of winter weather impacts, each jurisdiction should hold a Winter Weather Tabletop Exercise where EOC staff and jurisdiction departments run through a winter event scenario and discuss/problem-solve their response. This type of event exercise allows the jurisdiction to build a response game plan before the chaos of an event ensues. It is difficult for many jurisdictions to find time to hold EOC trainings given staffing issues and busy work schedules, but EOC trainings are crucial. They are an opportunity for EOC staff to learn the function of an EOC and about their role responsibilities in a less stressful environmental. These trainings help staff feel more comfortable with a role that they have likely never served in before; the more comfortable they are with the idea of an EOC activation, the smoother the start of an EOC activation will go during an emergency. EOC trainings can be held in person in the designated EOC (so staff can become familiar with EOC physical capabilities) or virtually on a meeting platform if necessary.

Number 4: EOC Resources

Identify and maintain a binder of resources available to your jurisdiction and include the contact information needed to get it. This binder will help your EOC staff, who may not all be aware of what is available, more easily identify groups and equipment to fill response needs. Divide a binder into sections of the different levels of resources available to you. A Local Level section, for example, can include resources owned by your jurisdiction such as mobile generators, shelter cots, transportation buses, etc. A County Level section should include emergency contact information for the Emergency Managers in nearby jurisdictions, the County Emergency Management team, the County Health Department, and other partners as well as resources/equipment available for request in nearby jurisdictions. A Regional Level section can include the capabilities and contact information for various emergency response groups within your larger region. These groups may include drone support teams, communications teams, damage assessment teams, etc. (there are likely many teams operating in your area that you should add to your resource contact binder). The State level section should include the capabilities and contact information for your State DDC representative, state assets such as the Texas Task Forces, and instructions for submitting STAR requests to the State.

While there are hundreds of pages of FEMA guidance with additional information on preparing your EOC for disaster response, these four key items will help your jurisdiction strengthen its EOC readiness regardless of the level of your current EOC capability. Prepping your EOC location, staff, and resources ahead of a probable winter weather event only further prepares your jurisdiction to respond to any disaster type that comes your way.