ML030840752
| ML030840752 | |
| Person / Time | |
|---|---|
| Site: | Columbia  |
| Issue date: | 03/19/2003 |
| From: | Deheen V Energy Northwest |
| To: | Energy Northwest, Office of Nuclear Reactor Regulation |
| References | |
| 13.12.19, Rev 8 | |
| Download: ML030840752 (90) | |
Text
ENERGY NORTH WEST INTEROFFICE MEMORANDUM DATE:
March 19, 2003 TO:
Distribution FROM:
Procedure Control, Administrative Services, (901A)
SUBJECT:
PLANT PROCEDURES MANUAL - VOLUME 13 Distribution Package: 2003-210
REFERENCE:
The following Procedure(s) have been revised/approved and are to be inserted in your controlled copy of the Manual and the superseded revisions are to be removed and destroyed Procedure 13.12.19 13.12.20 13.12.21 Rev.
8 3
4 Title/Comments JIC MANAGEMENT MEDIA AND INFORMATION MANAGEMENT JIC SUPPORT ACTIVITIES Also included in this package are EDITORIAL CHANGES, please replace the pages located in your manual with the attached pages:
Procedure 13.4.1 13.8.1 13.11.3 13.11.10 13.13.2 Rev.
27 23 20 17 14 Page/s 18 16 4
3 2
To verify receipt or cancellation of the subject Procedure(s), please sign, date and return this receipt to Procedure Control, MD 901A within TEN (10) WORKING DAYS of the date of this IOM.
Energy Northwest Procedure Control (Mail Drop 901A)
PO Box 968 Richland, WA 99352 Signature of Manual Holder A
-W-Controlled Copy Number Date
"*13.12.19*
ENERGY NORTHWEST COLUMBIA GENERATING STATION PLANT PROCEDURES MANUAL PROCEDURE NUMBER APPROVED BY DATE
"*13.12.19 SLS - Revision 8 03/19/03 VOLUME NAME EMERGENCY PLAN IMPLEMENTING PROCEDURES SECTION JOINT INFORMATION CENTER (JIC)
TITLE JIC MANAGEMENT PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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TABLE OF CONTENTS Page 1.0 PU RPO SE.....................................................
3 2.0 PROCEDURE JIC Activation.....
Responding to the JIC JIC Operations.....
Shift Change......
Event Termination..
° *.
3
° 3
4 S.
.* 7 3.0 DEFINITIONS....................................
4.0 REFERENCES
5.0 ATTACHMENTS..................................
.8 8
...... 9 5.1 JIC M anager Duties.........................................
10 5.1.1 Preparation of First Energy Northwest News Release...............
15 5.1.2 Joint Information Center Secretary Duties.......................
16 5.1.3 Updating Plant Status Line Message............................
17 5.1.4 Energy Northwest Spokesperson.............................
18 5.1.5 Health Physics Spokesperson................................
19 5.1.6 Energy Northwest Technical Spokesperson.....................
21 5.1.7 News Conference Preparation And Presentation..................
22 5.1.8 Governmental Affairs Activities..............................
23 5.2 Assistant JIC Managers Duties 24 5.2.1 News Release Editor Duties................................
29 5.2.2 News Coordination Process.................................
31 5.3 EOF Public Information Officer Duties...............................
33 5.3.1 EOF PIO Technical Support................................
36 2.1 2.2 2.3 2.4 2.5
1.0 PURPOSE This procedure describes the Joint Information Center (JIC) and its lead role in providing timely and accurate emergency information to the public and conducting public information and media relations activities.
The procedure section specifies the actions that apply to all Energy Northwest personnel responding to the JIC for activation and operation of the center.
This procedure also describes the news coordination process that will be used by the agencies and jurisdictions reporting to the JIC and the administrative support that will be provided by Energy Northwest.
{R-1592}, {R-3455}
2.0 PROCEDURE 2.1 JIC Activation 2.1.1 ERO personnel assigned to the JIC will respond when an Alert, Site Area Emergency, or General Emergency has been declared, or as directed by the JIC Manager.
2.1.2 The fitness of ERO personnel responding to the JIC will be assessed prior to personnel engaging in emergency response activities. Refer to PPM 13.4.1 and SWP-FFD-01 for Fitness for Duty criteria and controls for assessing Fitness in an emergency situation.
2.1.3 Until arrival of the designated JIC Manager, the immediate actions of.1 may be performed by any of the following positions:
Assistant JIC Manager, EOF Public Information Officer, or Media Coordinator.
NOTE: If the Shift Manager is the Emergency Director, relay the following information via the Technical Spokesperson over the Information Coordinator Network. If the TSC Manager or EOF Manager is the Emergency Director, you may call them directly or use the Information Coordinator Network.
2.1.4 The JIC Manager or designee should inform the Emergency Director when the following criteria are met for JIC activation:
NOTE: Although option-2.1.4.b allows activation of the JIC without the JIC Manager present, staffing of the JIC Manager position within one hour of classification is necessary to meet the Energy Northwest response requirements.
- a.
The JIC Manager has reported to the JIC.
- b.
When the following responsibilities of the JIC can be performed, even though the JIC Manager is not present:
Initial news release announcing classification and plant status can be prepared and distributed At least one person is available to respond to phone calls from the media or public NOTE: The JIC Manager may use judgment in determining when personnel are qualified to be assigned to perform tasks other than those normally performed by the position.
NOTE: The JIC Manager has full authority to augment JIC staff with personnel from Energy Northwest or other agencies if additional staff are required to perform the activities of the JIC.
2.2 Responding to the JIC 2.2.1 ERO personnel responding to the JIC:
Sign-in for their position on the board located in the JIC Support Manager's office Obtain from the JIC Support Manager's office the identification badge with their name or write their name on a blank badge for their position 2.2.2 JIC personnel reporting to the EOF sign in and obtain their identification badge as directed in Attachment 5.3.
2.2.3 JIC responders set up and check the operability of their assigned equipment and work stations upon arrival. If needed, request support for setup and maintenance from telecommunications and facilities staff via JIC Support Manager.
2.2.4 At shift change or JIC downsizing, departing JIC responders return their badge to the JIC Support Manager's office and remove their name from the JIC sign-in board.
2.3 JIC Operations 2.3.1 Primary function of the JIC:
Ensure timely and accurate emergency information regarding the status of the emergency event and protective actions for the public Provide information to the public through news releases and during news conferences and/or briefings Conduct these activities cooperatively with the offsite agency representatives in the JIC
{R-4819}
2.3.2 JIC Manager:
{R-4602}
Through discussion with offsite agency representatives in the JIC, determine when news conferences will be scheduled Identify an Energy Northwest spokesperson and moderator for each conference Ensure agencies present in the JIC designate an agency spokesperson for each scheduled news conference Ensure all news conference participants have the opportunity to participate in a joint session to coordinate news and prepare for the conference
{R-9735}
2.3.3 EOF Public Information Officer (PIO):
{R-1591}, {R-3291},
{R-3453}, {R-4620}
Prepare news releases in consultation with other Energy Northwest staff Transmit approved news releases to the JIC for coordination with agencies present in the JIC and for distribution to the media PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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2.3.4 Emergency Director:
Approve the technical content of each news release prepared by the EOF PIO.
2.3.5 Offsite agencies represented in the JIC:
Participate in a news coordination process to review news releases and proposed news conference information prior to distribution to media representatives.
2.3.6 Energy Northwest spokesperson:
Prepare and deliver a brief statement and release only information that has been approved for release by the JIC Manager.
2.3.7 Attached Duty Descriptions:
Duty Description items are not necessarily in sequential order of performance. The user should scan the entire list and prioritize activities as appropriate to the situation. JIC personnel should not rely upon these guides alone to determine how to accomplish the items for which they are responsible.
JIC Manager and management team have full authority to modify this guidance for Energy Northwest personnel should the situation warrant modification. Such changes should be consistent with Section 2.3.1 of this procedure.
2.3.8 Recording Actions:
JIC responders, other than Technical Spokesperson, phone team members, and distribution team members, should maintain a record of their emergency actions on an Emergency Response Log (Form No. 23895).
2.4 Shift Change 2.4.1 When shift turnover occurs, the oncoming ERO member should sign into the JIC as described in 2.2.1 and 2.2.2.
2.4.2 Oncoming JIC personnel should attend a JIC staff briefing conducted by the departing and oncoming JIC Managers and scheduled for the beginning of each shift.
2.4.3 JIC personnel being relieved should complete an After Action Report, brief their relief on the current status of the emergency and relevant position-related functions being performed, and turn over to their relief all pertinent documents, forms, and supplies.
2.4.4 Oncoming JIC responders should advise their JIC supervisor or manager when turnover briefing is complete and position duties are being assumed.
2.4.5 Oncoming JIC managers should advise the JIC Manager when responsibilities for positions under their supervision have been assumed by oncoming shift.
2.4.6 When turnover of JIC positions is completed, the oncoming JIC Manager should notify the EOF Manager in the EOF.
2.5 Event Termination 2.5.1 When notified that the emergency is being downgraded or terminated, the JIC Manager should determine the minimum staffing necessary to continue JIC operation. The JIC Manager has full authority to augment or downsize JIC staff based on the requirements of the response.
Any decision to downsize or terminate JIC operation should consider media and public pressure for information rather than the operational status of other emergency centers. The Manager, Communications and Industry Affairs, should be consulted prior to deactivation of the JIC.
2.5.2 Upon being relieved or dismissed, JIC responders should complete an After Action Report per PPM 13.13.4, attach all logs and pertinent documents, unless these are required for use by the next shift, and deliver the package to the Support Manager.
2.5.3 At termination of JIC activities, all JIC responders should participate in the post-event critique to discuss JIC performance.
2.5.4 Update Plant Status Line per Attachment 5.1.3. Confer with Shift Manager regarding responsibility for future updates of the Plant Status Line.
2.5.5 When the JIC is deactivated, all JIC responders should replenish or identify needed supplies in their work area and return the area to normal work conditions.
PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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3.0 DEFINITIONS 3.1 Joint Information Center (JIC) - The primary functions of the JIC are to act as a joint news release center and to coordinate among those present the release of official emergency information to the public. Activities in the JIC include regularly scheduled news conferences, interviews with agency and facility spokespersons, coordination of news releases, and phone team response to both public and media inquiries for emergency information.
4.0 REFERENCES
4.1 FSAR, Chapter 13.3, Emergency Plan, Sections 2, 6, and 9
{R-4602}, {R-4620},
{R-4653}, {R-4659},
{R-4819}, {R-4879},
{R-4880}, {R-9735}
4.2 NUREG-0654/FEMA-REP-1, Criteria for Preparation and Evaluation of Radiological Emergency Response Plans and Preparedness in Support of Nuclear Power Plants
{R-3291}, {R-3451}, {R-3455}, {R-4646}
4.3 10CFR50.47 (b)(07) 4.4 Form No. 23895, Emergency Response Log 4.5 INPO 93-013, Emergency Public Communications Manual 4.6 SWP-FFD-01, Fitness for Duty Program Requirements 4.7 PPM 13.4.1, Emergency Notifications 4.8 PPM 13.7.5, Offsite Assembly Area Operations 4.9 PPM 13.12.20, Information and Media Management 4.10 PPM 13.12.21, JIC Support Activities 4.11 PPM 13.13.4, After Action Reporting
{R-1591}, {R-1592}
PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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5.0 ATTACHMENTS 5.1 JIC Manager Duties 5.1.1 Preparation of First Energy Northwest News Release 5.1.2 Joint Information Center Secretary Duties 5.1.3 Updating Plant Status Line Message Duties 5.1.4 Energy Northwest Spokesperson 5.1.5 Health Physics Spokesperson 5.1.6 Energy Northwest Technical Spokesperson 5.1.7 News Conference Preparation and Presentation 5.1.8 Governmental Affairs Activities 5.2 Assistant JIC Manager Duties 5.2.1 News Release Editor Duties 5.2.2 News Coordination Process 5.3 EOF Public Information Officer Duties 5.3.1 EOF PIO Technical Support PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: JIC MANAGER Normal Reporting Location: JIC Manager's Office Area
{R-4602}
Reports To: EOF Manager Personnel Supervised: Assistant JIC Manager, Secretary, Spokesperson, Technical Spokesperson, HP Spokesperson, Media Coordinator, Information Manager, Support Manager, EOF Public Information Officer A.
Primary Responsibilities Timely release of accurate information to the public and media on Energy Northwest activities and actions resulting from the emergency event
{R-4879}
Direct and manage the operation of the JIC for Energy Northwest, Offsite Responding Organizations, and other agencies operating from the JIC Ensure coordination of news releases and statements among the agencies represented in the JIC Serve as spokesperson for Energy Northwest, if appropriate Provide feedback to the EOF Manager and Energy Northwest senior management regarding public concern and media response to the event B.
Duties NOTE: Any of the duties of the JIC Manager may be delegated to an Assistant JIC Manager.
- 1.
Immediate Actions
- a.
Upon notification of an Alert or higher classification, respond to notification, then report to the JIC.
NOTE: The Technical Spokesperson may be used to contact the Control Room in the event that the Shift Manager is still the Emergency Director and is unable to provide a briefing.
- b.
Contact the Emergency Director to obtain a briefing on the following:
Plant conditions and operational status Current response actions Other information as deemed appropriate.1 Page 1 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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- c.
Obtain the JIC Manager procedure handbook from the bookshelf in the JIC Manager's Office area and ensure responsibilities under your position are appropriately assigned:
Preparation of First Energy Northwest News Release Joint Information Center Secretary Energy Northwest Spokesperson Energy Northwest Technical Spokesperson News Conference Preparation and Presentation Governmental Affairs Activities
- d.
During normal working hours and prior to full JIC operation, request that Communications and Industry Affairs staff record any pertinent inquiries regarding the event and bring them to your attention or forward them to the JIC Media Coordinator.
- e.
Prepare a first news release or delegate to the Assistant JIC Manager preparation of first news release announcing the classification of an emergency event. The news release should be prepared in accordance with.1.1, Preparation of First Energy Northwest News Release.
- f.
Declare the JIC activated when the criteria stated in 2.1.4 of this procedure are satisfied and notify the Emergency Director.
- g.
Brief the staff on the status of plant operation, the emergency event and other information relevant to JIC operation. If phone team traffic is such that they cannot leave the phone team room, ensure that at least one Phone Team Supervisor attends the briefing.
- h.
Assign preparation of a news release announcing JIC operation and activation of media and public phone lines..1 Page 2 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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- 2.
Ongoing Actions
- a.
Remind JIC staff that information to be released to the public or media about Energy Northwest activities must be approved by the EOF Manager, EOF Manager's designee, or JIC Manager prior to release. Approval will normally be obtained by the EOF PIO for news releases initiated in the EOF and from the JIC Manager for news releases initiated in the JIC and for briefing statements for press conferences.
- b.
Receive reports from the EOF Public Information Officer and/or EOF Manager on events at the site and brief Energy Northwest JIC responders regarding plant status and Columbia Generating Station emergency response.
- c.
Delegate responsibilities to the Assistant JIC Manager in your absence.
- d.
Determine additional JIC staffing requirements. Especially consider additional staff to support Assistant JIC Manager, Governmental Affairs, Media Coordinator, and Phone Teams.
- e.
Chair the News Coordination Team, which has representatives from each agency represented in the JIC.
- f.
When they arrive, brief county, state, and other agency personnel on emergency status and actions and plant status changes.
- g.
Provide approved and authorized Energy Northwest news releases to the Assistant JIC Manager for the News Release Editor to initiate the review and coordination process.
- h.
Verbally approve and authorize distribution of all Energy Northwest news releases.
- i.
Schedule news conferences when there is significant new information to tell the public, or in response to advice from the Media Coordinator that there is sufficient news media interest to warrant holding a news conference.
- j.
Facilitate preparation for a news conference following the guidance in.1.7, News Conference Preparation and Presentation.
- k.
Periodically brief the JIC staff, EOF Manager, EOF PIO, and Phone Teams on current status.
- 1.
Brief oncoming JIC personnel at activation and shift change.
- m.
Assist the Media Coordinator in responding to media requests for interviews or other information.
- n.
Assist the Information Manager in responding to rumors or misinformation..1 Page 3 of 5
- o.
Coordinate media tours of the EOF with the EOF Public Information Officer and the Media Coordinator.
- p.
Direct the Secretary or News Release Editor regarding information to be displayed by the Display Generator.
- q.
Assign someone to deliver late breaking information to the news conference moderator if significant events occur while a news conference is in progress.
- 3.
Special Actions to be Implemented, as Necessary
- a.
If EOF Manager agrees and media interest warrants, assign additional personnel to the EOF to assist with potential media response near the site.
Personnel dispatched may include those qualified as Assistant JIC Manager, Media Coordinator, Spokesperson, and JIC Manager. Support personnel, such as distribution team or secretaries, should be identified and dispatched as needed to support media relations and activities near the site. Personnel sent to EOF may include current JIC staff or additional call-in support.
- b.
If there is a possibility of prolonged emergency operations, usually more than eight (8) hours, assign the Support Manager to contact the EOF Site Support Manager regarding assignment and notification of a relief shift.
- c.
Discuss with the Emergency Director the need to provide an informational message to employees regarding any of the following:
Status of plant Need for a relief shift and the number for the ERO to call for relief shift direction Travel considerations due to weather How to obtain more information (news stations, KONA, etc)
Direct update of Plant Status Line per Attachment 5.1.3, as necessary..1 Page 4 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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- d.
When the emergency is downgraded or terminated and emergency personnel are being dismissed or other emergency centers shut down, appoint a team of JIC management staff to develop a plan for media response during the recovery phase:
Determine if sufficient media and public concern exists to continue operation of the JIC Determine an appropriate level of staffing to support expected activities and needs of agencies and jurisdictions continuing to maintain a presence in the JIC When operation of the JIC is terminated, ensure a news release announces termination of JIC operation and identifies where both the public and media can continue to receive information Assign personnel, as appropriate, to cover Energy Northwest recovery operations Notify the EOF Manager or, if EOF is deactivated, the Manager, Corporate and Industry Affairs, when operation of the JIC will be terminated and discuss what support will be available for continued coverage of recovery operations.1 Page 5 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: PREPARATION OF FIRST ENERGY NORTHWEST NEWS RELEASE Normal Reporting Location: JIC Manager, Assistant JIC Manager
- 1.
The first news release announces the classification of an emergency event at Columbia Generating Station and is the primary means by which local and regional media are notified of the event.
- 2.
The news release should be prepared following the instructions found in the JIC Manager's resource book.
- 3.
The primary elements of the text of the news release include the following:
0 Date.
0 Time release is distributed (use civilian time).
0 Release Number (should be number 1).
Classification and brief summary of what the classification means.
0 Several statements describing the event, plant status, and other information that is readily available regarding response and actions being taken to mitigate event.
If an Alert or higher emergency classification, statement that emergency centers are being activated and more information will be provided as it is available. If staff has arrived to support phone calls from the media, include a phone number that should be used, such as Media Phone Team at (509) 372-5100 or Public Phone Team at (509) 372-5011.
- 4.
Contact the Emergency Director for verbal approval of the technical content covered in the release. The first news release should be distributed to local and regional media representatives within approximately one hour of JIC Manager arrival at the JIC. If technical content cannot be obtained within 30 minutes of declaration of the event, the news release announcing classification of the emergency should be used.
NOTE: FOR DRILLS AND EXERCISES, SIMULATE THE DISTRIBUTION IN STEP 5.
- 5.
Use the commercial facsimile equipment in the JIC to distribute the first news release to programmed emergency event Groups 2 and 3. Group 2 is local and regional news media.
Group 3 is key persons who need to be notified of the event. Send to Group I (state, county, and DOE) at Alert or higher.
- 6.
At an alert or higher classification, ensure the first news release is distributed as soon as possible to JIC staff, agency representatives, and other emergency centers by the Distribution Team as directed in PPM 13.12.21..1.1
Duties: JOINT INFORMATION CENTER SECRETARY Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager
- 1.
Initiate recording of significant actions, events, and resolutions on an Emergency Response Log or similar record for the JIC Manager and Assistant JIC Manager. If previously initiated, maintain existing log. Items recorded on the log should emphasize the following:
- a.
Receipt of notification of changes in emergency classifications.
- b.
Content of briefing and identity of persons briefed.
- c.
Significant telephone conversations.
- d.
Significant decisions made or assignment of action items.
- e.
Entries requested by the JIC Manager or Assistant JIC Manager.
- f.
Information posted on the Plant Status Line (6000).
NOTE: Directions on equipment operation can be found in the Display Generator Instruction Manual located in the drawer of the table where the equipment is located.
- 2.
As directed by the JIC Manager or Assistant JIC Manager and with assistance from the Technical Spokesperson, maintain plant and emergency event status information, as provided verbally by the EOF or by Classification Notification Forms, on the JIC Display Generator.
Periodically, record the current information on the status board in the JIC Manager's Office area.
- 3.
As time allows, maintain a hard copy record of information displayed on the Display Generator, specifically noting date and time information was received from the EOF. The hard copy record should be provided to the JIC Manager as information for shift turnover or event termination.
- 4.
If Display Generator is inoperable or will not display on remote television units, provide hardcopy as in Step 3 above to JIC Distribution Team Supervisor for distribution to phone teams and lobby.
- 5.
Answer telephones in the JIC Manager's Area, as requested, by the JIC Manager or Assistant JIC Manager and distribute messages, as appropriate.
- 6.
As directed by the JIC Manager, provide administrative assistance for preparation of news conferences, news releases, and other activities.
- 7.
Ensure that any prepared documentation that is not ready for distribution is clearly marked "DRAFT" before submittal to Distribution Team for copying..1.2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: UPDATING PLANT STATUS LINE MESSAGE Responsibility: JIC Secretary, JIC Support Manager As directed by the JIC Manager, update the 6000# phone message.
NOTE: For drills or exercises, simulate updating the Plant Status Line message.
- a.
Call 8010.
- b.
Dial 6900#.
- c.
Dial 509#.
- d.
Dial 1.
- e.
Dial *2.
- f.
Dial 1 and state message (push
- then 6 to try over again).
- g.
At end of message, push
- then #.
Use the following message format as an example:
[For drills or exercises precede the message with "This is a drill. The following information is a simulation. There is no emergency at Columbia Generating Station. This is a drill."]
This is the Energy Northwest Joint Information Center with the plant status update for Saturday, July 13th.
Columbia Generating Station is at a Site Area Emergency due to failure of two consecutive containment isolation valves coupled with high reactor coolant leakage. ERO Team Alpha is currently on duty.
Team Charlie will be the relief team. Call the emergency response number, 375-6201, after 1500 (3:00 pm) today for instructions on reporting to your emergency center.
[If applicable, list any important information for emergency response organization employees coming to work, i.e., bad road conditions, routing due to radiological concerns, or delays due to security contingency.]
For additional information please listen to KONA or any other local radio or TV station. You may also call this number later. If you have a valid concern about an employee or need to contact an employee who may be involved in the emergency, please call the Public Phone Team at 372-5011. Do not call the plant or any other emergency center.
End of message.
[For drills or exercises, end the message with "This is a drill. The preceding information was a simulation. There is no emergency at Columbia Generating Station. This is a drill."]
- h.
Record the actual information placed on the message line in the JIC Log.
- i.
Ask the Technical Spokesperson to notify the Control Room and Emergency Director that the Plant Status Line has been updated by the JIC..1.3 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: ENERGY NORTHWEST SPOKESPERSON Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager
- 1.
As directed by the JIC Manager, serve as the Energy Northwest spokesperson, providing timely and accurate information during news conferences conducted at the Joint Information Center.
{R-1591}, {R-3291}, {R-3453}
NOTE: The Information Network assists emergency centers to quickly communicate needed information. The Network is only one source of official Energy Northwest information or decisions. Persons using the network should neither speculate nor anticipate decisions that have not been officially announced by the Emergency Director. Confer with the Technical Spokesman, JIC Manager, or Assistant JIC Manager before releasing information to others in the JIC or in a news conference.
- 2.
Collaborate with the EOF PIO, HP Spokesperson, and Technical Spokesperson, who communicate with other emergency centers on the JIC Information Network phone link.
{R-4646}
- 3.
Prepare for each news conference a brief statement which identifies status of plant conditions and mitigation activities. Review content of this statement with the JIC Manager for approval to release the information.
Information should be presented so it will be understood by the general public. Use civilian time and describe plant systems on equipment in generic terms, such as "Emergency Core Cooling System" instead of "Residual Heat Removal."
Written statement should require no more than two to three minutes to present.
Select visuals from the prepared set that will assist the general public and media to understand your message. Prior to the news conference prepare a list of the numbers for the slides you have selected, then provide this list to the Support Manager.
If possible, identify questions that may be asked by the media in response to your prepared statement and consider your response.
Share contents of statement with representatives of other agencies in the JIC.
- 4.
Be available to provide timely and accurate information in scheduled special media interviews.
- 5.
If requested by the JIC Manager, assist the Information Manager by explaining technical information regarding plant conditions and activities to the Public and Media Phone Teams.
- 6.
If requested by the JIC Manager, assist the Information Manager to track and correct misinformation or rumors regarding Energy Northwest emergency response activities.
- 7.
If requested by the JIC Manager, present a prepared technical statement to the media and respond to questions..1.4
Duties: HEALTH PHYSICS SPOKESPERSON Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager
- 1.
As directed by JIC Manager, serve as Energy Northwest spokesperson for radiological matters, providing explanations of the effects of radiation exposure or contamination in the context of the actual incident conditions.
NOTE: Radiation data which describes a single dose or dose rate at one location at a specific time is inappropriate for dissemination to the media. Any requests for such information should be handled in the context that it is changing and does not describe the full extent of the effect of the radioactive release.
- 2.
Collaborate with the Spokesperson and Technical Spokesperson on obtaining accurate information regarding actual releases to the environment. Confer with the Washington State Radiation Protection representative, if present.
- 3.
If directed by JIC Manager, prepare for news conferences or media briefings with a brief statement which describes the known radiological conditions and effects. Provide explanations or analogies which will enhance understanding by the media and public. Review content with JIC Manager for approval to release information.
Present information so it will be understood by the general public 0
Written statement should require no more than two to three minutes to present 0
Consider potential and known media questions in preparing your response 0
Share contents of statement with other agencies in JIC
- 4.
Be available to provide timely and accurate information in scheduled special media interviews.
- 5.
If requested by the JIC Manager, assist the Information Manager by explaining radiological conditions and effects to the Public and Media Phone Teams.
- 6.
If requested by the JIC Manager, present a special prepared statement to the media and respond to questions.
- 7.
Assist the News Release Editor by reviewing news releases which describe radiological conditions or effects for accuracy and ease of understanding..1.5 Page 1 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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If the Offsite Assembly Area at the MPF is required to be activated:
- 8.
Until relieved by another HP-qualified individual, direct activities for set-up and operation of the Offsite Assembly Area monitoring and decontamination activities at the MPF loading bay per PPM 13.7.5.
- 9.
If the situation warrants, request the JIC Support Manager arrange for local law enforcement agency assistance to control evacuees and others at Offsite Assembly Area.
NOTE: If needed, designate a willing evacuee to assist with the following function.
- 10.
Coordinate transportation for evacuees whose vehicles have been impounded for decontamination. Other evacuees may be asked to provide transportation..1.5 Page 2 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: ENERGY NORTHWEST TECHNICAL SPOKESPERSON Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager
- 1.
Activate the Information Network for the JIC. Announce your presence on-line to the other emergency centers. Activate PDIS on your workstation. Use the network as your primary source of information not PDIS.
NOTE: The Information Network assists emergency centers to quickly communicate needed information. The Network is only one source of official Energy Northwest information or decisions. Persons using the network are not to speculate nor anticipate decisions that have not been officially announced by the Emergency Director or confer with the Spokesman, JIC Manager, or Assistant JIC Manager before releasing information to others in the JIC or in a news conference.
- 2.
Use the JIC Information Network telephone link to monitor the status of plant conditions and mitigation activities, or to make inquiries to other emergency centers to clarify or verify information the JIC is considering for release. Record key information on the electronic board for history of plant activities and major decisions.
- 3.
Assist the Energy Northwest Spokesperson and JIC Manager to prepare for each news conference a brief statement which identifies status of plant conditions and mitigation activities. The content of this statement will be reviewed with the JIC Manager for approval prior to releasing the information.
- 4.
Provide event status information to the Assistant JIC Manager for consideration for input to the Display Generator status board.
- 5.
If requested by the JIC Manager, attend preparation meetings of the News Coordination Team and provide briefing or consultation for explaining accident mitigation activities.
- 6.
Assist in explaining plant status information to phone teams or other groups, if requested.
- 7.
As time permits, research electronic databases and documentation to assist spokesman with technical explanations and pictorial data, such as system diagrams. Internet searches for relevant data may also be considered.
- 8.
If requested by the JIC Manager, present a prepared technical statement to the media and respond to questions.
- 9.
If requested, support the Energy Northwest Spokesperson with technical input at news conferences or interviews..1.6
Duties: NEWS CONFERENCE PREPARATION AND PRESENTATION Assigned to: Assistant JIC Manager
- 1.
Announce to the JIC Support Manager, Assistant JIC Manager, Spokesperson, Media Coordinator, News Release Editor, and Information Manager the time scheduled for upcoming news conferences.
- 2.
Meet with the Energy Northwest Spokesperson before the time scheduled for preparation by the News Coordination Team to authorize and approve information to be released by Energy Northwest. Coordinate the information to be released with the EOF Public Information Officer.
- 3.
Act as news conference moderator.
- 4.
Prior to each scheduled news conference, facilitate a meeting with the News Coordination Team including spokespersons from other agencies in the JIC to coordinate the information to be released at the news conference. The purpose of the coordination is to minimize inconsistencies and to prepare all spokespersons to respond to potential questions from media representatives. If JIC noise and activity level is not conducive to a successful meeting, hold the meeting in a nearby conference room before proceeding to the news conference.
- 5.
Review identified rumors or misinformation with the Information Manager and ensure corrections are provided by the news conference moderator at each news conference.
- 6.
Encourage use of visuals by spokespersons presenting at news conferences.
- 7.
Ensure telephone numbers for public and media telephone teams are provided at each news conference if the phone teams are operational.
- 8.
Close news conferences after allowing reasonable time for media questions.
- 9.
If possible and agreed to by spokespersons from other agencies, announce time for next scheduled news conference.
- 10.
Make technical spokespersons available to the media, as required, to respond to questions.
- 11.
JIC Manager should ensure that offsite agencies, where practical, maintain staff in the JIC during news conferences.
- 12.
In the event of a significant change in emergency status or plant conditions during an ongoing news conference, the JIC Manager should assign someone to deliver appropriate information to the news conference moderator as soon as practical..1.7 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: GOVERNMENTAL AFFAIRS ACTIVITIES Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager
- 1.
The JIC Manager should notify one of the off-duty JIC Managers or Assistant JIC Managers to serve as the Governmental Affairs contact once it is determined that the situation requires a special response to government officials.
- 2.
The role of the Governmental Affairs contact is to respond to phone calls to the JIC from government officials such as congressmen, senators, state legislators, city and county officials, etc. The contact, after consultation with the JIC Manager, may choose to initiate calls to key government officials so they are informed of the current situation.
- 3.
The phone number to be used by the Governmental Affairs contact should not be published to the media. The phone number to be used should be communicated to the Information Manager once the position is staffed.
- 4.
Phone calls received by the Public or Media Phone teams from government officials should be transferred to the Governmental Affairs contact at the number identified once they have been notified by the JIC Manager that the position is staffed.
- 5.
The Governmental Affairs contact should attend news conference preparation briefings in the JIC, receive copies of all news releases and coordinate the information to be released with other spokespersons during news conference preparation.
- 6.
If the Governmental Affairs contact is not available to receive incoming calls, the Public Phone team should be instructed to take messages and the calls will be returned as soon as possible. The Governmental Affairs contact should inform the Information Manager when he/she is not available and request messages be taken..1.8 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: ASSISTANT JIC MANAGERS Normal Reporting Location: JIC Manager's Area Reports To: JIC Manager Personnel Supervised: News Release Editor, Distribution Team Supervisor A.
Primary Responsibilities The Assistant JIC Managers are responsible for managing the preparation of Energy Northwest news releases, managing the coordination process for news releases prepared by agencies represented in the JIC, managing the team responsible for distribution of news releases to the media and other emergency centers, providing status board input to the JIC Secretary, and assuming the duties of the JIC Manager, if requested. If the Assistant JIC Manager arrives at the Joint Information Center prior to the JIC Manager, the Assistant JIC Manager will assume the duties of the JIC Manager until his/her arrival.
B.
Duties
- 1.
Immediate Actions
- a.
If notified of an Alert or higher classification report immediately to the JIC.
- b.
If the JIC Manager has not yet arrived, assume the duties of the JIC Manager as described in Attachment 5.1.
- c.
If directed by JIC Manager, prepare a news release announcing classification and reason for declaration of emergency event. News release should be prepared in accordance with Attachment 5.1.1, Preparation of First Energy Northwest News Release.
- d.
Ensure that technical content of first news release describing plant status and plant staff response is verbally approved by the current Emergency Director.
If the EOF is not activated, contact the Shift Manager or TSC Manager, whomever has emergency direction and control..2 Page 1 of 5
{R-4653}
- e.
Obtain the Assistant JIC Manager procedure handbook from the JIC book shelf and ensure responsibilities under your position are appropriately assigned:
- .2.1, News Release Editor Duties
"*.2.2, News Coordination Process
"*.1.7, News Conference Preparation and Presentation
- f.
Ensure preparation and distribution of news release announcing operation of JIC and telephone teams. This news release does not require approval of the Emergency Director as no technical content should be included. Ensure that a news release describing the initiating event has been sent before a news release announcing activation of the JIC. Hard copy of the boilerplate for this news release and preparation guidance are in the Assistant JIC Manager's resource book.
- 2.
Ongoing Actions - News Release and JIG Support Management
- a.
Ensure the Distribution Team Supervisor has adequate staff and equipment is operational.
- b.
Verify with the News Release Editor that computer equipment, including LAN, is operational and contact has been made with the EOF Public Information Officer in the EOF.
- c.
Request that the News Release Editor and Distribution Team Supervisor attend JIC staff briefings.
- d.
Manage preparation of Energy Northwest news releases.
Edit Energy Northwest news releases, as necessary If directed by JIC Manager, approve release of Energy Northwest news releases Supervise the News Release Editor in final preparation and coordination of Energy Northwest news releases Ensure that any technical content changed after receipt from EOF Public Information Officer is verbally approved by the EOF Manager or designee prior to release.2 Page 2 of 5
- e.
Manage agency coordination and distribution of news releases.
Establish contact with offsite agency representatives as they arrive in the JIC and provide them direction on processes used to coordinate and distribute news releases. Provide them copies of Attachment 5.2.2, News Coordination Process, which describes the process for coordination of news releases.
Ensure that offsite agency representatives are aware of the equipment and supplies available in the JIC. Note that there are modem lines provided at each offsite agency work station.
Review, as directed by JIC Manager, other agency news releases to ensure accuracy if release references Energy Northwest actions or Columbia Generating Station status.
Assist resolution of differences between agencies during coordination of news releases.
Coordinate relations between agencies, observing and reporting to JIC Manager any disconnects or major conflicts.
Monitor coordination of offsite agency news releases and adjust the responsibilities of the News Release Editor, as necessary.
- f.
Assist the JIC Manager with duties and assume JIC Manager's responsibilities during JIC Manager's absence or when delegated. Duties may include the following:
Monitor the Crash phone and other phones in the JIC Manager's area during JIC staff briefings and news conferences conducted by the JIC Manager. If necessary, interrupt the briefing or news conference to inform the JIC Manager or news conference moderator of emergency classification changes.
During news conferences, remain in JIC Manager's Office to serve as lead Energy Northwest contact with EOF Public Information Officer, EOF Manager, and other Energy Northwest emergency centers.
- g.
Manage the distribution team, which is responsible for distribution of news releases and receipt and distribution of facsimile information sent to the JIC.
Provide guidance to the Distribution Team Supervisor 0
Ensure adequate facsimile and copy equipment is available for JIC operations, coordinating with JIC Support Manager to find other equipment in nearby office space, if required.2 Page 3 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
26 of 36
- h.
Provide, as time allows, other audiences with timely and accurate information regarding the incident at an Energy Northwest facility. Audiences include the following:
Employees in Richland, Satsop, Energy Northwest Visitors Centers, and Packwood. Consider the use of plant status (X6000), PhoneMail, or E-mail distributed to all employees.
Executive Board, Full Board, and Members via Legal Department. Provide copies of news releases to Legal designee for transmittal.
- i.
If the Local Area Network is not operable, guide the News Release Editor and EOF Public Information Officer in selecting an alternate method to transmit draft news releases to the JIC.
- j.
Ensure that News Release Editor has IS/Graphics support for Internet dissemination of news releases.
- k.
Request that additional facsimile and/or copy equipment in the MPF be designated to support emergency response distribution and receipt of documents or that telecommunications provide additional equipment to support the needs.
- 1.
Request Information Systems provide additional computer equipment or phone lines to support needs of media or agencies present in the JIC.
- m.
Act on interview requests forwarded from phone team.
- 3.
Ongoing Actions - News Conference and Offsite Agency Coordination
- a.
As offsite agency representatives arrive at the JIC, establish contact with them and perform the following activities:
Obtain their name, title, and agency represented Assist them in setting up their operations for producing and distributing news releases, as necessary Respond to any questions they may have regarding the processes, including who is present to implement the coordination processes Refer their logistic, phone, or facilities requests to the JIC Support Manager.2 Page 4 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
27 of 36
- b.
If many agencies are present in the JIC, consider requesting additional staffing to support coordination and distribution of news releases.
- c.
Participate in sessions for spokespersons to prepare for news conferences, providing feedback for potential questions from media representatives, and identifying any conflict in information planned for distribution.
- d.
Moderate news conferences.
- e.
Maintain a log of Energy Northwest news releases and press conference statements.
Ensure expectations for regular release of information are achieved.
- f.
As time allows, provide special audiences with timely and accurate information regarding the incident at an Energy Northwest facility. Consider the following audiences:
Finance Community via Chief Financial Officer or designee Congressional delegation, Governors, Legislature, and Tri-Cities community officials.2 Page 5 of 5
Duties: NEWS RELEASE EDITOR Normal Reporting Location: Joint Information Center News Release Preparation Area Reports To: Assistant JIC Manager
- 1.
Establish phone contact with the EOF Public Information Officer and coordinate production of draft Energy Northwest news releases.
- 2.
Call in or notify one of the individuals named in the Secretary's Handbook to be on standby for dissemination of news releases on the Energy Northwest external website.
- 3.
Verify operation of the Local Area Network (LAN). If not operable, immediately notify the Assistant JIC Manager or JIC Support Manager.
- 4.
As requested, assist the JIC Manager or Assistant JIC Manager to prepare news releases announcing classification of emergency event and plant status and JIC activation.
- 5.
Attend JIC staff briefings as requested by the Assistant JIC Manager.
- 6.
Complete Energy Northwest news releases prepared by the EOF PIO.
- a.
Proofread each news release to ensure understanding, correct spelling, etc. If revisions to text or sentence structure are believed to be required, consult with the EOF PIO or Assistant JIC Manager prior to initiating change.
- b.
Ensure each news release has an Energy Northwest sequence number assigned and correct telephone numbers are listed for the public and media phone teams.
- c.
Ensure that draft news releases are clearly marked "DRAFT" using a printer-generated watermark or a "draft" stamp.
- d.
Print news release and provide to the Assistant JIC Manager for review and verbal approval by JIC Manager.
- e.
Prepare approved Energy Northwest news releases for coordination with agencies present in the JIC. Follow process guidance described in Attachment 5.2.2, News Coordination Process.
- f.
Following coordination, insert current time in news release prior to printing final copy for Distribution Team Supervisor.
- g.
If technical content of news release changes because of information received by the JIC Manager or Technical Spokesperson, ensure EOF PIO is informed and requests that the EOF Manager or EOF Manager's designee verbally approves the technical change.
- h.
Following release to the Distribution Team, send an electronic copy of the news release to Graphics for inclusion on the Energy Northwest external website..2.1 Page 1 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
29 of 36
- 7.
Coordinate news releases with offsite agency spokespersons and public information staff present in the JIC.
- a.
Maintain a chronology of all news releases received for coordination. Periodically provide this information to the Assistant JIC Manager.
- b.
Prepare cover sheet similar to the one in Attachment 5.2.2, News Coordination Process, for each news release submitted for coordination.
- c.
Encourage prompt review by offsite representatives. Approximately 10 to 15 minutes should be allowed for review unless scheduled activities do not allow for review, then time should be adjusted.
- d.
Report conflicts or comments for resolution to the representative submitting the release.
- e.
Provide final news releases with distribution authorized by the agency representative to the Distribution Team Supervisor for distribution.
- f.
Report any known unresolved conflicts in news release information to the Assistant JIC Manager.
- 8.
As time permits, relieve the Secretary from updating the Display Generator..2.1 Page 2 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
30 of 36
Duties: NEWS COORDINATION PROCESS The Assistant JIC Manager or News Release Editor should provide a copy of the following guidance for news release coordination to each offsite agency represented in the JIC when the representative reports to the JIC and initiates operation.
PERSON RESPONSIBLE ACTION AGENCY REPRESENTATIVE NEWS RELEASE EDITOR AGENCY REPRESENTATIVES NEWS RELEASE EDITOR AGENCY REPRESENTATIVE DISTRIBUTION TEAM SUPERVISOR Provide six (6) to eight (8) final draft news release copies to News Release Editor for distribution to agencies in the JIC.
Attach cover sheet and distribute to Agencies.
You will be allowed approximately 10 minutes for review of other agency's news releases. If you believe the information is not consistent or accurate, resolve the differences with the agency preparing the news release.
If news release is satisfactory, return it to News Release Editor as soon as possible, but no later than the time noted on cover sheet.
If conflicts with news releases are brought to your attention, request that those conflicts be resolved with agency preparing release.
If conflicts continue, contact the Assistant JIC Manager for assistance.
Once time is up and/or differences are resolved, notify the agency preparing the release that final copy should be prepared for distribution.
Insert current time, print final copy, then initial authorization for distribution.
Take final copy to News Release Editor who will provide it to the Distribution Team Supervisor.
0 Determine distribution needs of release, record in appropriate log and assign duties to Distribution Team Members..2.2 Page 1 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
31 of 36
NOTE: The following is the minimum information required on a news release coordination cover sheet, which may be printed on any stock at any size.
NEWS RELEASE COORDINATION COVER SHEET Place a check mark in each space noting who has prepared the news release and who is to review it.
Attach this cover sheet to each release prior to distributing to the agency for review.
AGENCY PREPARING NEWS RELEASE Energy Northwest Benton County Franklin County Washington State Oregon State DOE FEMA NRC Other AGENCY REVIEWING NEWS RELEASE Energy Northwest Benton County Franklin County Washington State Oregon State DOE FEMA NRC Other Deadline for comments to be resolved with preparing agency or returned to News Release Editor for distribution.
IF NEWS RELEASE IS NOT RETURNED TO THE NEWS RELEASE EDITOR BY THE TIME NOTED, THE NEWS RELEASE EDITOR IS AUTHORIZED TO CONTACT THE AGENCY PREPARING THE RELEASE AND REQUEST AUTHORIZATION TO DISTRIBUTE WITHOUT YOUR REVIEW NOTED..2.2 Page 2 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
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Duties: EOF PUBLIC INFORMATION OFFICER Normal Reporting Location: Emergency Operations Facility Reports To: JIC Manager/EOF Manager A.
Primary Responsibilities The EOF Public Information Officer is responsible for preparing news releases, transmitting them to the JIC, and providing advice to the EOF Manager on public relations matters. When requested by the JIC Manager, and approved by the EOF Manager, the PIO may conduct authorized tours of the EOF or scene of emergency events.
B.
Duties
- 1.
Immediate Actions
- a.
If notified of an Alert or higher classification report immediately to the EOF.
- b.
Sign on the EOF sign-in board and obtain identification badge.
- c.
Obtain PIO materials from the EOF cabinet and assign task descriptions for positions supervised.
0.3.1, EOF PIO Technical Support
- d.
Notify the EOF Manager of your arrival and obtain a briefing on current plant status.
- e.
Notify the JIC Manager or Assistant JIC Manager of your arrival in the EOF and obtain status of news releases.
- f.
Verify operation of the Local Area Network (LAN). If not operable, immediately notify the Site Support Manager in the EOF, News Release Editor, and Assistant JIC Manager to discuss resolution and other options.
0 If needed, request that the PDIS Analyst in the EOF assist
- g.
Notify the EOF Manager and Assistant EOF Manager that the EOF PIO is ready to assume News writing duties..3 Page 1 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.19 8
33 of 36 JR-4620}
- 2.
Ongoing Actions
- a.
With the assistance of Administrative Support staff, prepare news releases and transmit to the News Release Editor in the JIC for distribution.
{R-4880}
When practical, use the boilerplate news release information in electronic files on the LAN, hard drive, or backup diskette Ensure boilerplate information is appropriate for current conditions Review each news release to ensure it is complete and accurate Obtain technical approval for all news releases from the EOF Manager or EOF Manager's designee If using the LAN, save the document in a J:\\Drive file Contact the News Release Editor to print the release and initiate JIC review and coordination
- b.
Consider the following questions and guidelines in preparation of news releases.
What is the current state of the emergency?
Is there any risk to the public?
What is being done to correct the problem?
How soon will it be safe?
Who is in charge?
Are there injuries or fatalities?
What hazardous materials are involved?
Have personnel been evacuated from Site and Exclusion Area?
How many have been evacuated?
Who is point of contact?
Is the situation stable or deteriorating?
Why did the accident happen?.3 Page 2 of 3
Ensure that the news release refers directly to the situation at Columbia Generating Station within the first few sentences and that plant status is described concisely and appropriately for the general population.
Only County or State news releases should include protective actions for the public. Do NOT include Protective Action Recommendations provided to the County or State in Energy Northwest news releases unless the State or County has specifically requested a joint news release.
News releases should include any pertinent information on confirmed releases of radioactivity from Columbia Generating Station. However, doses or dose rates, whether estimated or measured, should be excluded until the full extent of the release and its affect on the environment have been appropriately analyzed.
- c.
Periodically discuss event status and news coverage with JIC Spokesperson, Assistant JIC Manager, and JIC Manager.
- d.
Attend EOF status briefings to collect information on the current situation or anticipated events.
- e.
Advise the EOF Manager on public relations matters and JIC operation.
- f.
Consult with the JIC Manager or Assistant JIC Manager to stay informed of JIC activities and to identify needs that can be addressed by the EOF news staff.
- g.
Coordinate requests for tours of Columbia Generating Station or the emergency site with the Media Coordinator and request approval from the EOF Manager.
- h.
Refer any calls from the media or public to the appropriate Phone Team.
- 3.
Special Actions to Be Implemented, as Necessary
- a.
Should conditions require additional public information staff in the EOF or PSF, inform the EOF Manager, contact the EOF Site Support Manager, and request the desired support be provided from those qualified to report to the EOF or JIC.
- b.
If LAN or computer equipment is inoperable, use other available computer equipment in the PSF office areas.
Notify the News Release Editor and Assistant JIC Manager of your location and phone number in the new location Notify the EOF Manager of your new location and request any additional assistance you believe necessary to complete your tasks Use the backup diskette of boilerplate news releases or hard copy in PIO's work station.3 Pape 3 of 3
Duties: EOF PIO TECHNICAL SUPPORT Normal Reporting Location: EOF Reports To: EOF Public Information Officer
- 1.
Obtain latest status information on the emergency event and keep the EOF Public Information Officer (PIO) advised on developments that may be of public or media interest or assist JIC Spokesperson to present Energy Northwest news.
- 2.
Use the resources of the EOF to research questions on technical aspects or licensee requirements for the emergency event.
- 3.
Assist the PIO in explaining plant status and technical information so the general public and media have opportunities to develop accurate understanding of the situation.
- 4.
Review news releases or technical bulletins, as requested, for technical accuracy.
- 5.
Perform other tasks as assigned by the PIO.
- 6.
Attend EOF status briefings.
- 7.
Observe and listen for changing events that should be brought to the PIO's attention.
- 8.
Assist the EOF Engineering Manager, as time permits, with technical issues..3.1
IIII 3 II 2.2D lI0I IHII ll
- Ill
"*13.12.20*
USE CURRENT REVISION ENERGY NORTH WEST COLUMBIA GENERATING STATION PLANT PROCEDURES MANUAL PROCEDURE NUMBER APPROVED BY DATE
"*13.12.20 SLS - Revision 3 03/19/03 VOLUME NAME EMERGENCY PLAN IMPLEMENTING PROCEDURES SECTION JOINT INFORMATION CENTER (JIC)
TITLE MEDIA AND INFORMATION MANAGEMENT PROCEDURE NUMBER REVISION PAGE 13.12.20 31 of 22
TABLE OF CONTENTS Page 1.0 PURPOSE..............................
2.0 PROCEDURE 2.1 JIC Activation.......................
2.2 Responding to the JIC..................
2.3 Media and Information Management........
2.4 Shift Change........................
2.5 Event Termination....................
3.0 REFERENCES
4.0 ATTACHMENTS.........................
4.1 Media Coordinator....................
4.1.1 JIC Receptionist.................
4.2 Information Manager..................
4.2.1 Monitoring News Coverage.........
4.3 Phone Team Supervisor.................
4.3.1 Media and Public Phone Team Members.
.3
.3
.3
.3
.4
.5
.5 7
S...................... 10
.................... 1 1
...................... 14
.................... 1 5
...................... 20 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
2 of22
1.0 PURPOSE This procedure describes the Media and Information Management process of the Joint Information Center (JIC) and its role in providing timely and accurate emergency information to the public and conducting public information and media relations activities.
2.0 PROCEDURE 2.1 JIC Activation 2.1.1 ERO personnel assigned to the JIC will respond when an Alert, Site Area Emergency, or General Emergency has been declared, or as directed by the JIC Manager.
2.1.2 The fitness of ERO personnel responding to the JIC will be assessed prior to personnel engaging in emergency response activities. Refer to PPM 13.4.1 and SWP-FFD-01 for Fitness for Duty criteria and controls for assessing FFD in an emergency situation.
2.1.3 Until arrival of the designated JIC Manager, the immediate actions of PPM 13.12.19, Attachment 5.1, may be performed by any of the following positions: Assistant JIC Manager, EOF Public Information Officer, or Media Coordinator.
2.2 Responding to the JIC 2.2.1 ERO personnel responding to the JIC:
Sign in for their position on the board located in the JIC Support Manager's office Obtain from the JIC Support Manager's office the identification badge with their name or write their name on a blank badge for their position 2.2.2 JIC responders set up and check the operability of their assigned equipment and work stations upon arrival. Request support for setup and maintenance from telecommunications and facilities staff via the JIC Support Manager.
2.2.3 At shift change or JIC downsizing, departing JIC responders return their badge to the JIC Support Manager's office and remove their name from the JIC sign-in board.
PROCEDURE NUMBER REVISION PAGE 13.12.20 3
3 of 22
2.3 Media and Information Management 2.3.1 Public and Media Phone Teams Activate the phone lines as directed by the Phone Team Supervisor Respond to inquiries for information about actions of Energy Northwest and offsite agencies represented in the JIC Remain operational for the duration of the event or until the media and public inquiry rate may be handled by Communications and Industry Affairs
{R-4882}
2.3.2 Information Manager
{R-4650}
Identify, monitor, and track rumors and misinformation, using feedback from the Media Coordinator, both phone teams, and monitoring of actual radio, television, and print coverage Make corrections to misinformation or rumors by providing correct information for news conferences or news releases 2.3.3 Media Coordinator
{R-1591}, {R-3291}, {R-3453}, {R-4651}
Identify and communicate issues raised by media who report to JIC Provide timely information to assembled media as approved by JIC Manager 2.3.4 Attached Duty Descriptions Duty Description items are not necessarily in sequential order of performance. The user should scan the entire list and prioritize activities as appropriate to the situation. JIC personnel should not rely upon these guides alone to determine how to accomplish the items for which they are responsible.
JIC Manager and management team have full authority to modify this guidance for Energy Northwest personnel should the situation warrant modification. Such changes should be consistent with Section 2.3.1 of PPM 13.12.19.
PROCEDURE NUMBER REVISION PAGE 13.12.20 3
4 of22
2.3.5 Recording Actions
"* JIC responders other than distribution team members should maintain a record of the emergency actions on an Emergency Response Log (Form No. 23895).
Phone team members should log all incoming and outgoing phone calls on Form No. 23895, Emergency Response Log, except for calls that require others to act, such as rumors or employee messages. For those calls, use Form No. 26057, the Emergency Phone Response Log.
2.4 Shift Change 2.4.1 When shift turnover occurs, the oncoming ERO member should sign into the JIC as described in 2.2.1 and 2.2.2.
2.4.2 Oncoming JIC personnel should attend a JIC staff briefing conducted by the departing and oncoming JIC Managers and scheduled for the beginning of each shift.
2.4.3 JIC personnel being relieved should complete an After Action Report, brief their relief on the current status of the emergency and relevant position-related functions being performed, and turn over to their relief all pertinent documents, forms, and supplies.
2.4.4 Oncoming JIC responders should advise their JIC supervisor or manager when turnover briefing is complete and position duties are being assumed.
2.4.5 Oncoming JIC managers should advise the JIC Manager when responsibilities for positions under their supervision have been assumed by oncoming shift.
2.5 Event Termination 2.5.1 Upon being relieved or dismissed, JIC responders should complete an After Action Report per PPM 13.13.4, attach all logs and pertinent documents, unless these are required for use by the next shift, and deliver the package to the Support Manager.
2.5.2 At termination of JIC activities, all JIC responders should participate in the post-event critique to discuss JIC performance.
2.5.3 When the JIC is deactivated, all JIC responders should replenish or identify needed supplies in their work area and return the area to normal work conditions.
PROCEDURE NUMBER REVISION PAGE 13.12.20 3
5 of 22
3.0 REFERENCES
3.1 FSAR, Chapter 13.3, Emergency Plan, Sections 2, 6, and 9
{R-4650}, {R-4651},
{R-4655}, {R-4882},
{R-4883}
3.2 NUREG-0654/FEMA-REP-1, Criteria for Preparation and Evaluation of Radiological Emergency Response Plans and Preparedness in Support of Nuclear Power Plants
{R-3291}, {R-3453}, {R-3488}, {R-3491]
1R-15911 3.3 10CFR50.47 (b)(07) 3.4 Form No. 23895, Emergency Response Log 3.5 Form No. 26057, Emergency Phone Response Log 3.6 Form No. 26060, JIC Media Representatives Log 3.7 INPO 93-013, Emergency Public Communications Manual 3.8 SWP-FD-01, Fitness for Duty Program Requirements 3.9 PPM 13.4.1, Emergency Notifications 3.10 PPM 13.12.19, JIC Management 3.11 PPM 13.12.21, JIC Support Activities 3.12 PPM 13.13.4, After Action Reporting 4.0 ATTACHMENTS 4.1 Media Coordinator 4.1.1 JIC Receptionist 4.2 Information Manager 4.2.1 Monitoring News Coverage 4.3 Phone Team Supervisor 4.3.1 Media and Public Phone Team Members PROCEDURE NUMBER REVISION PAGE 13.12.20 3
6 of 22
3.0 REFERENCES
Duties: MEDIA COORDINATOR Normal Reporting Location: JIC Area/MPF Lobby Reports To: JIC Manager Personnel Supervised: Receptionist, any additional staff called out to support functions A.
Primary Responsibilities The JIC Media Coordinator is responsible for addressing the information needs of media representatives who report to the Energy Northwest media area (MPF lobby). Duties include coordinating initial response to local/regional media representatives prior to their arrival on-site, managing the on-site relations with the media representatives present in the MPF, managing the process to update news media on-site, coordinating media interviews with Spokespersons or other designated persons, and serving as the key liaison between media representatives and JIC Manager. If requested, serve as moderator for news conferences and conduct tours of Columbia Generating Station or site of emergency event.
B.
Duties
- 1.
Immediate Actions
- a.
Obtain the Media Coordinator's materials from the cabinet in the JIC Support Manager's office and ensure task responsibilities under your position are appropriately assigned:.1.1, JIC Receptionist Form No. 26060, JIC Media Representatives Log
- b.
Provide direction as needed to Energy Northwest staff responsible for MPF lobby setup for JIC activities.
- c.
Request that JIC Manager provide you with update of media inquiries received since declaration of event, then respond as needed.
- d.
Ensure first news release is being prepared or has been transmitted by facsimile to media.
- e.
Ensure video monitor in MPF lobby for plant status information is operational.
If not, record plant status information on the whiteboard located in the lobby.
- f.
If time allows, contact local media and other key persons as followup to news releases issued prior to full operation of the JIC. Current phone numbers may be found in your resource handbook.
- g.
Determine if additional staff is required to support media response. If so, request the JIC Support Manager provide additional staff..1 Page 1 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
7 of 22
- 2.
Ongoing Actions
- a.
Manage the on-site relations with the media representatives present in the MPF.
Coordinate hospitality activities for arriving media and agency representatives 0
Greet media and assist with sign-in, badging, and other setup, as necessary 0
Respond to media requests for support or local information as possible and reasonable Distribute media kits to arriving media 0
Brief arriving media and provide them with copies of issued news releases 0
Notify JIC Support Manager of time of scheduled news conferences 0
Assist JIC Support Manager to provide adequate equipment and support for media during press conferences Request that on-site media be seated in the auditorium several minutes prior to scheduled news conference Assist media representatives, as required, to set up their cameras or other equipment used to cover the news conference
- b.
Manage process to update news media on-site.
Update media on emergency event and respond to questions.
Information you provide should be limited to that officially released by agencies represented in the JIC or found in the Media Coordinator's resource book.
Ensure update of MPF lobby status board using information provided by JIC Secretary if video monitor is not operable.
Announce and post scheduled times for news conferences.
Operate the media microphone or assign someone to operate it during news conferences.
Record open items and commitments made to media during press conferences for use by JIC Manager and other spokespersons..1 Page 2 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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- c.
Coordinate media interviews with Spokespersons or other designated persons.
Inform spokespersons of requests for interviews, then schedule as possible Host interviews of any spokesperson with media Arrange, if requested by the JIC Manager, interviews or statements from Energy Northwest senior management As possible and desired, assist spokespersons to prepare for media interview
- d.
Serve as liaison between media representatives and JIC Manager.
Report media concerns and needs to JIC Manager Report misinformation andlor rumors to Information Manager Dispel rumors or other misinformation Periodically update JIC Manager on media questions, concerns and perceptions Arrange with the EOF Public Information Officer tours of EOF or event site, as approved by EOF Manager
- 3.
Special Actions to Be Implemented, As Necessary
- a.
If requested by the JIC Manager, conditions allow, and there is sufficient media interest, report to the EOF/PSF to coordinate interviews of agency spokespersons and conduct facility tours.
- b.
If requested by the JIC Manager, report to the EOF to assist the EOF Public Information Officer.
- c.
Obtain concurrence of JIC Manager and request JIC Support Manager call additional help for media management function.
- d.
If observing or notified by others that crowds in and around MPF have become unmanageable, contact the JIC Support Manager for additional security or local law enforcement assistance..1 Page 3 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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Duties: JIC RECEPTIONIST Normal Reporting Location: JIC Area/MPF Lobby Reports To: Media Coordinator
- 1.
If necessary, assist with setup of JIC receptionist's work station.
- a.
Move telephone from MPF receptionist's desk to JIC receptionist's desk.
- b.
Set up baskets for news releases or other information.
- 2.
Greet public information staff from counties, states, or other agencies reporting to the JIC.
Direct public information staff from counties, states, or other agencies to JIC Support Managers's office.
- 3.
Greet and badge media representatives and request they sign-in on Form No. 26060, JIC Media Representatives Log, or similar sheet.
- 4.
Assist Media Coordinator with distribution of materials, including media kits and previously distributed news releases, to media present in the JIC.
- 5.
Refer media requests for event information to the Media Coordinator.
- 6.
Answer the phone and direct calls as guided by the Media Coordinator.
- a.
Direct calls requesting interviews to the Media Coordinator.
- b.
Transfer calls of concern from the public to the Public Phone Team at X501 1.
- c.
Direct calls from the media with general questions about the event to the Media Phone Team at X5100.
- d.
Record calls for JIC staff as messages and deliver to the Media Coordinator for distribution. If message is urgent, contact the Media Coordinator for response.
- e.
Calls should not be transferred to Energy Northwest employees or ERO responders in other emergency centers or Energy Northwest facilities. If message is urgent, contact the Media Coordinator for response.
- 7.
If Display Generator does not display on MPF Lobby Television, obtain hardcopy from JIC Secretary and transfer information to status board in Lobby.
- 8.
Advise the Media Coordinator if crowds outside or inside the MPF are becoming a control issue.
- 9.
Perform other tasks as assigned by the Media Coordinator..1.1 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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Duties: INFORMATION MANAGER Normal Reporting Location: JIC Office Area Reports To: JIC Manager Personnel Supervised: Phone Team Supervisors A.
Primary Responsibilities The Information Manager is responsible for addressing the information needs of Media and Public Phone Teams, tracking rumors and misinformation, and ensuring, if possible, that corrections are made. The Information Manager may also assist, as requested by the JIC Manager, in preparation for news conferences or interviews of spokespersons with media representatives.
B.
Duties
- 1.
Immediate Actions
- a.
Ensure video monitor in phone team room is operational prior to declaring phone teams activated. If not operable, provide Phone Team Supervisors status information to record on whiteboard or flip charts.
- b.
As necessary, assist the Phone Team Supervisors to ensure phones are operational.
- c.
Review with JIC Manager and Media Coordinator, media calls that have been received by Public Affairs or JIC staff prior to phone team activation.
Respond, as appropriate, contacting each by phone, if necessary.
- d.
Review guidance under special actions to determine if arrangements need to be made for additional staff to monitor media coverage of the event on radio and television.
- e.
Assist, if requested by JIC Manager, in preparations for initial JIC staff briefing.
- f.
Inform JIC Manager when phone teams are set up and operational..2 Page 1 of 3
- 2.
Ongoing Actions
- a.
Address information needs of Media and Public Phone teams.
0 Provide updated information to phone teams on plant status and public response information.
Observe news conferences and record key information from all spokespersons that should be provided to phone teams for release.
Respond to breakdowns in phone team operation, i.e., information not flowing, phone team members or supervisors experiencing extra stress, potential conflicts and disagreements.
0 Following notification by the County that evacuation of the general public has been ordered, periodically check in with the Red Cross or the Emergency Worker/Assistance Center to determine how many people have registered at any center. Provide this information to the Spokesperson and Phone Team Supervisor.
- b.
Track rumors and misinformation and ensure, if possible, that corrections are made.
{R-3491}
Receive rumors or misinformation from phone teams and media coordinator for resolution.
0 Research correct information for rumors or misinformation using resources such as Technical Spokesperson, EOF staff, and offsite agency public information staff.
a Report correct information for reported rumors to JIC Manager, agency public information staff in JIC, and Phone Team Supervisors.
Record rumors and their corrections, if any, for shift turnover.
0 As necessary, provide guidance for monitoring news coverage to personnel assigned to monitor media coverage. Use Attachment 4.2.1, Monitoring News Coverage, as guidance to those monitoring news coverage..2 Page 2 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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- 3.
Special Actions to Be Implemented, As Necessary
- a.
Assess anticipated media coverage and, as necessary, request additional staff be called out to monitor radio and television broadcasts. Request that equipment be set up to support desired effort. Consider the following actions:
Request that telecommunications staff assist to set up additional television monitors and videotape setups for monitoring of television coverage Dispatch personnel to homes or local motels/hotels to assess local television or radio coverage
- b.
If necessary, assist the JIC Support Manager to recruit other Energy Northwest staff to monitor media coverage of event..2 Page 3 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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Duties: MONITORING NEWS COVERAGE Assigned To: Phone Teams NOTE: Information Manager may choose to use personnel who are at home to provide the monitoring and call in with the results.
- 1.
Report to the JIC Office Area, sign-in on the JIC sign-in board and notify the Information Manager or Phone Team Supervisor of your arrival.
- 2.
Report to a location designated by the Information Manager or Phone Team Supervisor to monitor news coverage. If not already operating, turn on television and radio receivers per instructions posted at monitoring station.
- 3.
On an Emergency Response Log, Form No. 23895, record the following information for both television and radio news coverage of the Columbia Generating Station event:
- a.
Date and exact time of news coverage.
- b.
Station and call letters.
- c.
Name of reporter broadcasting the information.
- d.
Location of station.
- e.
Key points reported, particularly emphasizing instructions which are being reported for public health and safety.
- f.
Other facts, such as injuries, location of emergency event, names of decision makers, actions being taken by the facility.
- 4.
At the end of the news item, compare your notes to the information provided by the Phone Team Supervisor for media accuracy.
- 5.
Record rumors or misinformation on Emergency Phone Response Log, Form No. 26057, and give to Phone Team Supervisor. Play back videotaped broadcast of rumors or misleading information, if requested.
- 6.
If requested by the Information Manager, review subsequent news coverage for correction of errors previously identified to the station..2.1 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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Duties: PHONE TEAM SUPERVISOR Normal Reporting Location: MPF Room 1-205 Reports To: Information Manager Personnel Supervised: Phone Team Members A.
Primary Responsibilities The Phone Team Supervisor is responsible for directing the operation of the telephone lines established to respond to media and public inquiries regarding an emergency event. Duties include ensuring preparation of the phone team work area, relaying inquiries that should be answered to the Information Manager, supervising phone team members and ensuring they have information from news releases, news conferences, and interviews or statements by spokespersons of agencies represented in the JIC, and assisting the Media Coordinator. The primary functions of Energy Northwest phone team members are to represent to the media and public the Energy Northwest response to the emergency and to clarify questions regarding protective actions.
B.
Duties Common to Supervision of Both Phone Teams
- 1.
Immediate Actions
- a.
Initiate setup of the phone team area with supplies and equipment stored in the Phone Team Cabinets.
0 Test phone system as instructed in job aid in your resource book.
Set up video monitor for Character Generator status information and news conferences. Remote control is in cabinet in Support Manager's office.
Arrange resource books, materials, and phone log books for use by team members.
Contact the Support Manager for additional supplies or for need for support from telecommunications or facilities staff.
NOTE: Two Phone Team Supervisors are assigned to each ERO team.
The second Phone Team Supervisor may assist the Media Coordinator once the phone teams are set up.
Verify operation of the EBS radio in the phone team room..3 Page 1 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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{R-4655)
- b.
If not already done by Support Manager, change the ABC switch positions on the two Digital Cell Recorders on the Support Manager's desk to Message Number 2. Dial 5100 and 5011 to verify that the message requests callers to stay on the line.
- c.
Assign team members to phone positions and provide copies of.3.1, Phone Team Member.
- d.
Ensure that as many phone team members as possible participate in the initial JIC staff briefing as scheduled by the JIC Manager or provided by speaker phone. If members cannot participate, provide them a briefing of the information covered.
- e.
Ensure that copies of news releases that have been issued are available to phone team members.
NOTE: Activation of phone lines should occur as soon as possible after distribution of first news release, broadcast of EBS messages, and receipt of information of potential interest to the public and media. The Phone Team Supervisor should notify the JIC Manager as soon as one or more team members is ready to receive calls.
- f.
When several team members have reported and operation is set up, activate phone lines, then report activation to the Information Manager.
- g.
Assign one or two members to monitor TV and radio broadcasts. See B.2.f.
See also Attachment 4.2.1.
- 2.
Ongoing Actions CAUTION: Do NOT display Protective Action Recommendations to the Phone Team. Display qniy Protective Action Decisions.
- a.
Record on white board key information from news conferences, Emergency Alerting System messages, or other official sources needed by team members to respond to phone inquiries, then, as necessary, provide hard copy to phone team members. Avoid details that should not be included in Phone Team responses. Ensure all times are in civilian, not military, format.
- b.
When possible, observe and evaluate TV or radio news broadcasts for misinformation and promptly report misinformation to Information Manager, giving station, time, and newscaster.
- c.
Conduct team member briefings whenever events change or new information has developed. If desired, deactivate all but one phone for short periods of time to conduct the briefing..3 Page 2 of 5 PROCEDURE NU1MER REVISION PAGE 13.12.20 3
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- d.
Promptly log and report to the Information Manager any rumors or misinformation that team members detect from incoming calls, then record information provided to dispel rumor or correct misinformation.
- e.
Maintain a log of significant events for briefing your or a team member's replacement.
- f.
Obtain concurrence of JIC Manager and request JIC Support Manager call in additional qualified personnel to perform phone team duties, including broadcast media monitoring.
- g.
Periodically monitor Emergency Response Logs for trends in questions that team members may not have information to answer or that the public may need to hear from a news conference or briefing. Report trends to the Information Manager with a request, as necessary, for written clarification.
- h.
Designate a person to act as supervisor when it is necessary to leave team area.
- i.
Monitor phone team operation to identify difficulties obtaining correct or adequate information or personnel needs, including additional staffing requirements.
- j.
Coordinate additional phone team staffing and equipment needs or failures with Support Manager.
- k.
Observe phone team members for evidence of undesired stress or conflict.
Discuss need for break or relief.
- 1.
Provide phone team members with breaks, as necessary, to ensure effective performance.
- m.
Periodically ensure video monitor with plant and emergency response status is operational and up-to-date. If video monitor is not operational, record plant status and emergency response information as provided by Information Manager on plant status board in phone team room.
- n.
If messages for agency representatives or employees are taken by phone team members, contact JIC staff member or agency representative and relay the message. If for an Energy Northwest employee in another emergency center or work area, contact the Manpower Scheduler in the EOF and relay the message.
- o.
Maintain copies of news releases and hard copy of news conference information for use by team members..3 Page 3 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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- p.
Review requests from media to provide information by facsimile. If necessary, confer with Information Manager on whether such information is appropriate (if it has already been sent to other media, it is appropriate). Forward request to distribution team.
- q.
If calls are received requesting information regarding the response by Washington, Oregon, or other agencies instruct the phone team to provide the agency's phone number to the caller, or, if the agency is represented in the JIC, to request assistance from the appropriate representative, if the information requested is not already available to the phone team.
- r.
Assist Media Coordinator, as needed, in monitoring activities of Media assembled at the MPF.
- s.
If the Governmental Affairs position is staffed, provide this fact and the Governmental Affairs phone number to the team.
- t.
Identify any Spanish-speaking phone team members to the rest of the team.
C.
Specific Duties - Media Phone Team Supervision I1.
Instruct Phone Team members to announce calls requesting interviews and to request assistance, if needed. Provide assistance to interviewee or request another phone team member to handle the interview, as appropriate. Refer media requests to interview corporate management to JIC Manager or Assistant JIC Manager.
- 2.
Instruct phone team members to commit to return calls to media only if questions are being asked that require consultation and research before they can be answered. If necessary, request that difficult calls be transferred to an appropriate representative on the phone team or to the supervisor.
D.
Specific Duties - Public Phone Team Supervision 1.
When team members notify you that offers of assistance are made to (or from) callers, coordinate the action to be taken with the appropriate individual or organization.
Request Support Manager assistance, if appropriate.
- 2.
Inform team members that inquiries about the status of individuals who may have been evacuated should be referred to the caller's local American Red Cross (ARC) office.
Current phone numbers are in the phone team resource handbook.
- 3.
Inform team members that inquiries from family members or others regarding the location or welfare of Energy Northwest employees should be relayed to the EOF Manpower Scheduler. Instruct phone team members to take the caller's name and phone number..3 Page 4 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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- 4.
Instruct phone team members to not commit to return calls to public. If necessary, request that difficult calls be transferred to an appropriate representative on the phone team or to the supervisor or provide the phone team member's name so the caller can contact the same person later.
E.
Termination
- 1.
Ensure that all phones have been deactivated. Test by calling 5100 and 5011.
Deactivate any phones that continue to ring.
- 2.
Ensure that the ABC switches on the Digital Call Recorders on the Support Manager's desk are set to Message Number 1. Call both numbers in Step E. 1 to verify that the message says there is no emergency..3 Page 5 of 5 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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Duties: MEDIA AND PUBLIC PHONE TEAM MEMBERS Normal Reporting Location: MPF Room 1-205 Reports To: Phone Team Supervisor A.
Duties Common to Media and Public Phone Teams
- 1.
After sign-in and badging, report to the appropriate Phone Team Supervisor and assist with setup. If the Supervisor is not present, initiate setup and immediate actions identified in Attachment 4.3, Phone Team Supervisor.
- 2.
Man the phone position assigned and respond to media inquiries or public calls as directed.
- 3.
Working from status information, news releases, chronologies, fact sheets, news conference notes, and other written materials that may be available from offsite response agencies, respond to calls from the media or public as follows:
{R-4883}
- a.
Make a log entry for each call on Form No. 23895, Emergency Response Log, and note the name of the caller, the information the caller requested, and the information you provided.
- b.
Provide only information that you know to be accurate from news releases, Emergency Alerting System messages, resource books, or news conferences notes.
- c.
Address all questions and correct misinformation to the extent possible.
- d.
For calls requesting information regarding the response by Washington, Oregon, or other agencies, only respond to the question if the answer can be found in news releases previously distributed to the media, or if an agency representative present in the JIC can provide the answer, otherwise provide the caller with the agency's phone number as listed in the appropriate news release.
- e.
For calls involving the following situations, make a brief reference on the Emergency Response Log, then place the appropriate information on Form No. 26057, Emergency Phone Response Log, and give the top copy to a Supervisor:
Rumors 0
Misinformation Requests to interview JIC or corporate management 0
Questions about specific Energy Northwest employees or other emergency workers 0
Messages from employee or other emergency worker families Questions requiring research, consultation, or which cannot be answered until a later time.3.1 Page 1 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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- f.
If the caller asks to speak with an Energy Northwest employee or an offsite agency representative, note it in the Emergency Phone Response log, advise the caller you will relay the message. Give the original copy of the message to the Phone Team Supervisor.
- 4.
When practical, observe news conferences televised into your room and record notes that will assist you to answer questions from the media.
- 5.
Participate in JIC staff or team briefings and assist other phone team members, when practical, to obtain answers for questions and respond to media queries.
- 6.
If the Governmental Affairs position is staffed and the phone number has been provided, transfer calls from local, state, and national government officials to that contact.
B.
Specific Duties - Media Phone Team
- 1.
Agree to return a call only if questions being asked can be researched and answered.
If desired, also provide your name and phone number so the caller can contact you again for additional information.
- 2.
If requested to provide a live or recorded interview:
- a.
Refer request to supervisor if you do not feel confident in ability to answer live questions.
- b.
Ask the caller to summarize the questions before going live or starting recording.
- c.
Notify supervisor when you start the interview.
- 3.
If called by the public, transfer the call to the Public Phone Team at X5011 or request caller use 509-372-5011.
- 4.
Relay media requests for faxed information to supervisor..3.1 Page 2 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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C.
Specific Duties - Public Phone Team
- 1.
Do not agree or volunteer to return a call, but refer the caller to the Emergency Alerting System and their local radio and television stations. If desired, provide your name and number so the caller can contact you again for additional information.
- 2.
Inquiries about the status of individuals who may have been evacuated should be referred to the caller's local American Red Cross (ARC) office. Current phone numbers for the Tri-Cities area are-in the phone team resource handbook.
- 3.
When you make an offer to provide assistance to a caller, complete an Emergency Phone Response log entry of the assistance need and give the original to the Team Supervisor.
- 4.
If the caller is having an emergency where life may be endangered or immediate assistance is deemed necessary, keep the caller on the line and contact the Team Supervisor for assistance.
- 5.
Refer all Spanish-speaking callers to a county or Energy Northwest Spanish-speaking representative, when present.
- 6.
If called by a media representative, transfer the call to the media phone team or provide the caller with the media phone team number.
- 7.
Refer calls to the County EOC when caller requests assistance with evacuation or other emergency or has an agricultural question or other question which is not covered by the information in the Resource Book. In most cases, the answer may be obtained by asking the Supervisor to contact the County representative in the JIC.
D.
Termination
- 1.
Deactivate phones in accordance with the instructions on the sticker attached to the front face of the phone. Turn off headsets, if used.
- 2.
Return materials to storage. Remove any messages, news releases, etc., inserted in Resource Book..3.1 Page 3 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.20 3
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"*13.12.21*
USE CURRENT REVISION ENERGY NORTHWEST COLUMBIA GENERATING STATION PLANT PROCEDURES MANUAL PROCEDURE NUMBER APPROVED BY DATE
"*13.12.21 SLS - Revision 4 03/19/03 VOLUME NAME EMERGENCY PLAN IMPLEMENTING PROCEDURES SECTION JOINT INFORMATION CENTER (IC)
TITLE JIC SUPPORT ACTIVITIES PROCEDURE NUMBER REVISION PAGE 13.12.21 4
1 of 21
TABLE OF CONTENTS Pap~e 1.0 PURPOSE............
2.0 PROCEDURE 2.1 JIC Activation.....
2.2 Responding to the JIC 2.3 JIC Operations.....
2.4 Shift Change......
2.5 Event Termination..
3.0 REFERENCES
4.0 ATTACHMENTS.......
.3
.3
.3
.3
.4
.4
.5
.5
........................................ 6 4.1 Distribution Team Supervisor..............
4.1.1 Duplicating Documents.............
4.1.2 Distributing Documents.............
4.1.3 Facsimile Services................
4.2 JIC Support Manager...................
4.2.1 Audio-visual Team................
4.2.2 Facilities Setup 4.2.3 JIC Security Staff.................
4.3 4.4 4.5
................... 10
................... 11
................... 13
................... 16
................... 17
................... 18 Joint Information Center Organization Chart........................
Offsite Agency Responders...................................
Typical Joint Information Center (JIC) Arrangement...................
19 20 21 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
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1.0 PURPOSE This procedure describes administrative and facility support for the Joint Information Center (JIC) and its lead role in providing timely and accurate emergency information to the public and conducting public information and media relations activities.
2.0 PROCEDURE 2.1 JIC Activation 2.1.1 ERO personnel assigned to the JIC will respond when an Alert, Site Area Emergency, or General Emergency has been declared, or as directed by the JIC Manager.
2.1.2 The fitness of ERO personnel responding to the JIC will be assessed prior to personnel engaging in emergency response activities. Refer to PPM 13.4.1 and SWP-FFD-01 for Fitness for Duty criteria and controls for assessing FFD in an emergency situation.
2.2 Responding to the JIC 2.2.1 ERO personnel responding to the JIC:
Sign in for their position on the board located in the JIC Support Manager's office Obtain from the JIC Support Manager's office the identification badge with their name or write their name on a blank badge for their position 2.2.2 JIC responders set up and check the operability of their assigned equipment and work stations upon arrival. Request support for setup and maintenance from telecommunications and facilities staff via JIC Support Manager.
2.2.3 At shift change or JIC downsizing, departing JIC responders return their badge to the JIC Support Manager's office and remove their name from the JIC sign-in board.
PROCEDURE NUMBER REVISION PAGE 13.12.21 4
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2.3 JIC Operations 2.3.1 Attached Duty Description Duty description items are not necessarily in sequential order of performance. The user should scan the entire list and prioritize activities as appropriate to the situation. JIC personnel should not rely upon these guides alone to determine how to accomplish the items for which they are responsible.
"* JIC Manager and management team have full authority to modify this guidance for Energy Northwest personnel should the situation warrant modification. Such changes should be consistent with Section 2.3.1 of PPM 13.12.19.
2.3.2 Recording Action JIC responders, other than distribution team members, should maintain a record of their emergency actions on an Emergency Response Log (Form No. 23895).
2.4 Shift Change 2.4.1 When shift turnover occurs, the oncoming ERO member should log into the JIC as described in 2.2.1 and 2.2.2.
2.4.2 Oncoming JIC personnel should attend a JIC staff briefing conducted by the departing and oncoming JIC Managers and scheduled for the beginning of each shift.
2.4.3 JIC personnel being relieved should complete an After Action Report, brief their relief on the current status of the emergency and relevant position-related functions being performed, and turn over to their relief all pertinent documents, forms, and supplies.
2.4.4 Oncoming JIC responders should advise their JIC supervisor or manager when turnover briefing is complete and position duties are being assumed.
2.4.5 Oncoming JIC managers should advise the JIC Manager when responsibilities for positions under their supervision have been assumed by oncoming shift.
PROCEDURE NUMBER REVISION PAGE 13.12.21 4
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2.5 Event Termination 2.5.1 Upon being relieved or dismissed, JIC responders should complete an After Action Report per PPM 13.13.4, attach all logs and pertinent documents, unless these are required for use by the next shift, and deliver the package to the Support Manager.
2.5.2 At termination of JIC activities, all JIC responders should participate in the post-event critique to discuss JIC performance.
2.5.3 When the JIC is deactivated, all JIC responders should replenish supplies in their work area and return the area to normal work conditions.
3.0 REFERENCES
3.1 Form No. 26058, JIC Distribution Team Document Log 3.2 Form No. 23895, Emergency Response Log 3.3 FSAR, Chapter 13.3, Emergency Plan, Sections 2, 6, and 9 3.4 INPO 93-013, Emergency Public Communications Manual 3.5 NUREG-0654/FEMA-REP-1, Criteria for Preparation and Evaluation of Radiological Emergency Response Plans and Preparedness in Support of Nuclear Power Plants 3.6 SWP-FFD-01, Fitness for Duty Program Requirements 3.7 PPM 13.4.1, Emergency Notifications 3.8 PPM 13.10.8, EOP Security Manager Duties 3.9 PPM 13.12.19, JIC Management 3.10 PPM 13.12.20, Media and Information Management 3.11 PPM 13.13.4, After Action Reporting PROCEDURE NUMBER REVISION PAGE 13.12.21 4
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4.0 ATTACHMENTS 4.1 Distribution Team Supervisor 4.1.1 Duplicating Documents 4.1.2 Distributing Documents 4.1.3 Facsimile Services 4.2 JIC Support Manager 4.2.1 Audio-Visual Team 4.2.2 Facilities Setup 4.2.3 JIC Security Staff 4.3 Joint Information Center Organization Chart 4.4 Offsite Agency Responders 4.5 Typical Joint Information Center (JIC) Arrangement PROCEDURE NUMBER REVISION PAGE 13.12.21 4
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Duties: DISTRIBUTION TEAM SUPERVISOR Normal Reporting Location: JIC Distribution Team Supervisor's Office Reports To: Assistant JIC Manager Personnel Supervised: Distribution Team Members (FAX operators, duplicating clerks, runners)
A.
Primary Responsibilities The Distribution Team Supervisor is responsible for managing the duplication and distribution of incoming and outgoing documents required to support timely and accurate information for emergency communications efforts. The Supervisor directs the work and assigns tasks to Distribution Team Members.
B.
Duties
- 1.
Immediate Actions
- a.
If notified of an Alert or higher classification report immediately to the JIC.
- b.
Obtain the Distribution Team procedure handbook from the cabinet in the facsimile room and ensure that task responsibilities under your position are appropriately assigned:
"*.1.1, Duplicating Documents
"*.1.2, Distributing Documents
"*.1.3, Facsimile Services
- c.
Verify that Distribution team equipment, including facsimile and copy machine(s), is operable. If necessary, request the JIC Support Manager have Facilities move a higher capacity/capability copier from another Energy Northwest office in the MPF.
- d.
Deliver any facsimile documents received prior to JIC activation to the Assistant JIC Manager for distribution instructions.
- e.
Establish log using Form No. 26058, JIC Distribution Team Document Log, to record both incoming and outgoing documents.
- f.
Review distribution team procedures and instructions with distribution team members..1 Page 1 of 2
- 2.
Ongoing Actions
- a.
Attend JIC staff briefings as requested by the Assistant JIC Manager.
- b.
Manage the timely distribution of news releases.
Receive approved and coordinated news releases from the News Release Editor.
Assign a sequential JIC number and record time document was received and distributed on Document Log.
Direct the duplication and distribution of documents in accordance with.1.1, Duplicating Documents and Attachment 4.1.2, Distributing Documents. Retain original for JIC files.
- c.
Manage the timely distribution of incoming documents received via facsimile to those present in the JIC.
Review Energy Northwest's incoming documents to determine which representatives in the JIC should receive copies.
Ensure that a letter has been assigned and record time document was received, duplicated, and distributed on Document Log. Retain the original document for JIC files.
Direct the distribution of incoming documents.
- 3.
Special Actions to Be Implemented, As Necessary
- a.
Identify additional equipment needs to the JIC Support Manager as soon as needs are known.
- b.
If additional distribution team staffing is required, request that the JIC Support Manager have additional personnel called out.
- c.
If facsimile and/or copy equipment is inoperable, request that the Assistant JIC Manager notify agency representatives in the JIC and, if possible, request the JIC Support Manager provide them with a backup system..1 Page 2 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
8 of 21
Duties: DUPLICATING DOCUMENTS Assigned To: Distribution Team Member
- 1.
Report to the Distribution Team Supervisor for instructions.
- 2.
Provide duplicating services in accordance with the following instructions:
- a.
Distribution Team Supervisor will provide a numbered or lettered original and indicate how many copies will be needed of that document.
- b.
Reduce anything duplicated to an 8.5" X 11" size (e.g., an 8.5" X 14" document should be reduced to 74%).
- c.
Documents of more than one page should be collated and stapled.
- d.
Prior to copying for distribution, provide two copies of the prepared document to the facsimile team member for facsimile distribution.
- e.
Duplicate the number of copies requested by the Distribution Team Supervisor. For copies to be provided to the media or to be faxed outside Energy Northwest, cover the sequential number or letter before copying.
- f.
Return duplicated documents as well as the original to the Distribution Team Supervisor.
- 3.
Provide copies of procedures as requested by JIC personnel. Use a controlled copy as the source.. 1. 1 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
9 of 21
Duties: DISTRIBUTING DOCUMENTS Assigned To: Distribution Team Member
- 1.
Report to the Distribution Team Supervisor for instructions.
- 2.
Provide distribution services in accordance with the following instructions:
- a.
Receive from the Distribution Team Supervisor documents to be distributed.
- b.
Distribute documents to locations as noted in the Distribution Team Supervisor's handbook and provided to you for each event. Ensure that copies provided for the media do not show JIC sequential number or letter.
- c.
When distributing to Phone Teams, ensure that Phone Team Supervisor is aware that new material has been delivered.
- d.
Report to the Distribution Team Supervisor upon your return to establish a completion time for log..1.2 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
10 of 21
Duties: FACSIMILE SERVICES Assigned To: Distribution Team Member
- 1.
Report to the Distribution Team Supervisor for instructions.
- 2.
Receive facsimile documents in accordance with the following instructions:
NOTE: All documents addressed to Energy Northwest received by facsimile will be given to the Distribution Team Supervisor who will determine their distribution.
Assign a JIC sequential letter to the first page of each incoming document Make one copy of document Give original to Distribution Team Supervisor and file copy For documents NOT addressed to Energy Northwest:
Assign a JIC sequential letter to the first page of each incoming document Make one copy of document for file NOTE: If the addressee determines that no copy should be made, make a note in the log, e.g., "Fax to Oregon State Rep. in JIC, no copy made per their direction."
Give original facsimile to addressee (person/agency)
- 3.
Distribute by facsimile in accordance with the following instructions:
- a.
For final news releases for drills and exercises:
Receive two copies of the final news release from duplicating team member for simultaneous use on facsimile equipment.
Send one facsimile copy to each of the following agencies: Energy Northwest EOF, Department of Energy (DOE), Benton and Franklin County EOCs, and Washington State. Use the dedicated facsimile (222) located in the distribution team work area. This equipment is preprogrammed for the noted destinations (Group 1 button). Current facsimile phone numbers are in the Distribution Team Supervisor's handbook..1.3 Page 1 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
11 of 21
For Oregon State and Washington ingestion counties (Yakima, Walla Walla, Grant, and Adams), use the JIC commercial equipment (x5816) in the distribution team area. (Group 1 button on commercial facsimile machine.)
Send one facsimile copy to each county or state listed.
File the copies, including any applicable completion sheets stapled to them.
Notify Distribution Team Supervisor upon completion for log time.
- b.
For news releases for an actual event:
0 Distribute to the EOF, states, and counties as for drills and exercises (per 3.a above)
Obtain two cover sheets which list Group 2, Media, and Group 3, Other Audiences, from the Distribution Team Supervisor's handbook 0
Copy the cover sheets for use in sending facsimile copies Prepare three copies of final news releases 0
Using the outgoing commercial facsimile equipment in the JIC, distribute final news releases to preprogrammed Groups 2 and 3
- 4.
If time allows and does not interfere with distribution of final news releases, draft documents or other information may be transmitted to the EOF, states and counties, and media by facsimile.
- a.
Require that the requester address the document noting who it is being sent to and who it is from.
- b.
Transmit using the dedicated emergency facsimile equipment or, if necessary, the commercial facsimile equipment.
- 5.
If equipment fails, immediately notify the Distribution Team Supervisor or JIC Support Manager. Consult the Energy Northwest phone directory to locate other facsimile equipment in MPF or other ENOC buildings..1.3 Page 2 of 2 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
12 of 21
Duties: JIC SUPPORT MANAGER Normal Reporting Location: JIC Office Area Reports To: JIC Manager Personnel Supervised: AV Team, and as necessary: Security Staff, Telecommunications Staff, and Facilities Staff A.
Primary Responsibilities The JIC Support Manager is responsible for the administrative, staffing, and logistical support functions required to operate the JIC. This person may have to work closely with the Site Support Manager and other support staff in the EOF to ensure adequate equipment and facilities are provided in the JIC.
B.
Duties
- 1.
Immediate Actions
- a.
If notified of an Alert or higher classification report immediately to the MPF.
Upon arrival at the MPF, immediately contact facilities staff for assistance in setting up the JIC.
- b.
Upon arrival, change the ABC switches on the two Digital Call Recorders on the Support Manager's desk to Message number 2. Dial 5100 to verify that the Media message requests callers to stay on the line. Do the same for the Public phone line, 5011.
- c.
Ensure Dialogic report printer is ON.
- d.
Obtain JIC materials from emergency cabinet, set up office area, and post signs.
- e.
Call Control Room or EOF to obtain correct time, then synchronize JIC clocks (digital and analog in JIC horseshoe area, offsite agency work area, and Phone Team room).
- f.
Ensure arriving staff are recording their name on the sign-in board in the Support Manager's office and obtaining their name badge or preparing a badge with their name and position.
- g.
Two Security Officers will be dispatched to the JIC by Security. If JIC Security has not been established within one hour of declaration of an emergency, ensure that EOF Security Manager has dispatched at least two Security Officers, per PPM 13.10.8, to assist in JIC access control. When officers report, review their duties in Attachment 4.2.3, JIC Security Staff..2 Page 1 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
13 of 21
- h.
If required, request that Telecommunications dispatch a technician to support setup of phones and FAX equipment.
- i.
Determine if ERO personnel have been notified for all JIC positions:
Obtain Dialogic printout, when available, in Room 1-203.
Compare the list of individuals indicating they are responding to the positions listed on the JIC Organization Chart (Attachment 4.3). If all positions are responding, inform the JIC Manager that personnel have been notified and have indicated that they will respond.
For unfilled positions, obtain a copy of the Emergency Phone Directory and begin contacting qualified responders for the open positions. Notify the JIC Manager of any positions which cannot be contacted. (The Emergency Phone Directory copy assigned to the JIC Support Manager is the only copy in the JIC containing home and cell phone numbers.)
- j.
Ensure that duties under your responsibility are assigned:
"*.2.1, Audio-Visual Team
"*.2.2, Facilities Setup
"*.2.3, JIC Security Staff
- k.
Guide facility staff and AV team members in setup of auditorium and other JIC facilities.
- 1.
Contact each JIC manager and supervisor to verify that equipment is operational and needed materials and supplies are available.
- m.
Ensure pager for Audio Visual team is operable and provided to team.
- n.
Assist other JIC staff or offsite agencies to obtain necessary supplies to set up their work areas or to connect telephones in emergency cabinet or work area.
- o.
Using Attachments 4.3 and 4.4, prepare a JIC staff roster of those reporting to the JIC and fax copies to the EOF Manpower Scheduler. Provide copies to offsite representatives and all supervisors and managers in the JIC..2 Page 2 of 3 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
14 of 21
- 2.
Ongoing Actions
- a.
Arrange, as needed, facility and logistical support for JIC staff, responding offsite agency representatives and media. Contact Site Support Manager in EOF to authorize payment for services delivered by vendor, such as food or supplies.
- b.
As directed by the JIC Manager, coordinate the assignment of a relief shift with the EOF Site Support Manager.
- c.
Ensure setup of the news conference area for each news conference.
As soon as notified of time scheduled for news conferences, inform AV team members so they have sufficient time to prepare.
Report readiness of AV Team and auditorium setup to Assistant JIC Manager.
Report to the JIC Manager any problems that occur that may delay a scheduled news conference.
Secure doors to the auditorium once the news conference has begun and post sign, "News Conference in Progress, ENTER THROUGH REAR DOORS."
Assign a security officer to auditorium doors. Once news conference has begun, restrict front entry to only JIC staff who may have an urgent update to report. Ask Security to direct all others through the rear doors of the auditorium.
- d.
If requested by Media Coordinator and with concurrence of JIC Manager, request additional support from Security if MPF crowd control exceeds ability of two officers to handle. Request assistance from Richland Police Department for control of crowds outside of MPF.
- e.
If offsite agency representatives cannot login to their desktop computers, provide login ID's and passwords from backup envelope in Support Manager's desk drawer.
- 3.
Termination
- a.
With assistance from the A/V Team and Facilities, ensure that all equipment and signs set up in the lobby and auditorium are returned to storage.
- b.
Ensure that the ABC switches on the Digital Call Recorders on the Support Manager's desk are returned to Message 1. Call 5100 and 5011 to verify that all Phone Team phones are deactivated and that the message says there is no emergency.
- c.
If any Phone Team phones ring while testing per Step 3.b. above, locate and deactivate these phones and then retest.
PROCEDURE NUMBER REVISION PAGE 13.12.21 4
15 of 21
Duties: AUDIO-VISUAL TEAM Normal Reporting Location: JIC/MPF Auditorium Reports To: JIC Support Manager
- 1.
After sign-in and badging, obtain pager from JIC Support Manager.
- 2.
Set up auditorium with necessary equipment and lighting for conduct and video-taping of news conferences.
- 3.
Set up auditorium with random access slide projector, carousel with emergency event slides, overhead projector, and microphones for spokespersons use. Test microphones and other equipment used for news conferences.
- 4.
Set up television monitors in JIC office area, MPF lobby, and Phone Team Room. Test the microphone and other equipment used for news conferences.
- 5.
If equipment is not operable, notify the JIC Support Manager for assistance and, as necessary, request the JIC Support Manager contact Telecommunications staff.
- 6.
Notify the Support Manager when equipment for video monitors and news conferences is set up and operable.
- 7.
Respond to other requests for audio-visual support as directed by the JIC Support Manager.
- 8.
Provide copies of any video tapes or photographs taken of JIC activities to the JIC Support Manager.
- 9.
Coordinate with agency spokespersons any slides that will be required for use in a news conference.
- 10.
Upon termination of JIC operation, take down audio-visual equipment and return to its normal location..2.1 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
16 of 21
Duties: FACILITIES SETUP Assigned To: Called Out Facilities staff
- 1.
Using the facility setup guidance provided by the JIC Support Manager, set up rooms in the following sequence:
- a.
Lobby of the MPF - refer to Attachment 4.5.
Set up one table/desk from the lobby area for the JIC receptionist or use the existing receptionist counter.
Set up work stations for media representatives as directed by the JIC Support Manager. Each workstation should have one table and two chairs and one telephone connection (telephones are stored in Elevator Room, MPF 1-107).
Set up two electrical cords (in Elevator Room) with three-four plugs on each near tables. Request JIC Support Manager call in Telecommunications to assist with telephone setup, if necessary.
a Move display boards and other items as directed by the JIC Support Manager.
- b.
Media Briefing/News Conference Area in the MPF Auditorium Arrange podium and four tables in front of the room. Arrange curtains, stored in room behind auditorium, around tables. Place two chairs at each table.
- 2.
Assist with other setup as directed by the JIC Support Manager..2.2 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
17 of 21
Duties: JIC SECURITY STAFF Assigned To: Called Out Security Staff
- 1.
Upon arriving at the MPF, report to the JIC Support Manager for instructions.
- 2.
Control access to areas within the MPF as specified below:
- a.
All persons entering the JIC will be required to sign-in with the JIC Support Manager and obtain a badge. Energy Northwest personnel should be allowed to enter upon showing a standard Energy Northwest badge. Direct offsite responders to the JIC Support Manager's office.
- b.
The only areas open to the media and public are the MPF lobby and auditorium.
Restrict access to all other areas to properly badged or escorted personnel. This includes areas occupied by building tenants, who are badged.
- c.
Post a security guard at the main lobby entrance to the JIC Office area and the Port of Benton entrance lobby.
- d.
The media and public may use the restroom facilities located in the northwest corner of the Lobby.
- 3.
Provide assistance to control media or public behavior that is disruptive to JIC operations or threatens the safety of the public or employees.
- 4.
Restrain disruptive persons and report their actions to the JIC Support Manager who will determine if local law enforcement assistance is required.
- 5.
Advise the JIC Support Manager periodically on the status of your access control activities..2.3 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
18 of 2l
(
JIC MANAGER
~j) 0
_ 0 ni nri 0
z J
- SPOKESPERSON
___________________________________________I ASSISTANT JIC MEDIA COORDINATOR I INFORMATION MANAGER MANAGER 2 _
RECEPTIONIST I
DISTRIBUTION TEAM MEMBERS 2
3 PHONE TEAM SUPERVISORS PUBLIC PHONE TEAM MEDIA PHONE TEAM 2
3 4
1 2
3 4
I SUPPORT MANAGER I
SECURITY STAFF 2
ES JAN 1999
(.
(
HP SPOKESPERSON I--.
0 0
0 I
I
OFF-SITE AGENCY RESPONDERS Benton County Franklin County Washington Oregon Department of Energy USNRC FEMA Other:.4 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
20 of 21
TYPICAL JOINT INFORMATION CENTER (JIC) ARRANGEMENT Lobby Audlimhtm 0
Media Briefing Ia NJ 2 E"j-
-f r~[]
Multipurpose Facility First Floor Typical Arrangement Legend:
Sign No Title E] Last News Release No. Is Media Work Area Joint Information Center Drill In Progress (Use easel)
Next Press Conf. Sdceduled for:
Public Information 372-5011 (On podium)
This Is An Exerdse or drill (On podium)
Joint Information Center News Conference In Progress Current Plant Status Is...
IM Media: Please see JIC Receptionist...
IM TV Monltor 'DRILL' ign (Drills Only) 43 E
Energy Northwest No Media Access Tenant No media Access Mounted Washington State Maps - (10)
Distribute to Media Work Area In Lobby Extra Signs:
6 ea Media Work Area I ea Joint Information Center.5 PROCEDURE NUMBER REVISION PAGE 13.12.21 4
21 of 21 901001 1 B&W Oct 2000
DATE: 03/19/03 EDITORIAL 13.4.1
EMERGENCY RESPONSE ORGANIZATION (ERO)
NOTIFICATION AND RESPONSE INSTRUCTIONS General Instructions If the ERO is summoned during freezing or snowy weather, call the Hanford Patrol Operations Center and request that the roads to the plant be cleared or sanded as necessary. Refer to the Emergency Phone Directory for the number.
If an evacuation is necessary beyond the Exclusion Area, contact the Benton and Franklin County Emergency Operations Centers and request that the Benton and Franklin County road supervisors be contacted to assist in determining evacuation risk. Refer to the Emergency Phone Directory for the number.
At Alert or higher emergency classification, on call and Support personnel are to respond to their assigned emergency centers. Selected ERO personnel may also be instructed to respond at the Unusual Event classification. Security personnel at Energy Northwest roadblocks will direct Plant responders reporting from home to the Health Physics Center (HPC) at the Yakima Building before going to the Plant if there are hazardous conditions to consider. Otherwise, personnel will report directly to their assigned emergency center.
On call ERO members must meet Energy Northwest's Fitness for Duty criteria contained in SWP-FFD-01. Personnel should not acknowledge a telephone or pager notification unless Fitness for Duty criteria is met.
10CFR26 and Energy Northwest procedures, such as SWP-FFD-01, specify that the consumption of alcohol is prohibited for five hours prior to "any scheduled working tour" and "during the period of any scheduled working tour". Abstinence is not specifically required for other periods. For Emergency Preparedness purposes, a scheduled drill/exercise is considered as a scheduled working tour. Response to an actual event is considered as a call-in situation or unscheduled working tour.
IOCFR26 and SWP-FFD-01 address alcohol consumption for call-in/unscheduled working tours.
The called-in person(s) must state whether alcohol has been consumed within the preceding 5 hours5.787037e-5 days <br />0.00139 hours <br />8.267196e-6 weeks <br />1.9025e-6 months <br />, and the Supervisor/Manager must ensure this information is provided. For those reporting for a call-in/unscheduled working tour and not meeting the 5 hour5.787037e-5 days <br />0.00139 hours <br />8.267196e-6 weeks <br />1.9025e-6 months <br /> abstinence period, a determination of fitness must be made (including any necessary controls or conditions such as supervision or monitoring)..2 Page 1 of 3
DATE: 03/19/03 EDITORIAL 13.8.1
Stability Classification NRC Categories (Degrees)
(Stability)
Extremely unstable A (1) sigma theta :, 22.5 Moderately unstable B (2) 22.5 > sigma theta > 17.5 Slightly unstable C (3) 17.5 Ž sigma theta > 12.5 Neutral D (4) 12.5 > sigma theta > 7.5 Slightly stable E (5) 7.5 > sigma theta > 3.8 Moderately stable F (6) 3.8 > sigma theta > 2.1 Extremely stable G (7) 2.1, sigma theta
- 3)
If meteorology parameters are not available from the plant Met tower, contact one of the following:
Hanford Internet Site Weather Page (primary alternate):
Select the Hanford weather icon to access the FFTF meteorological information via the Internet. If the icon is not available, start Internet Explorer and enter one of the following addresses:
http://etd.pnl. gov:2080/hms/stamap.htm, or http://terrassa.pnl.gov:2080/hms/stamap.htm When the icon is selected on the desktop, either a Hanford site map or the data for FFTF will be displayed. If the Hanford site map is displayed, select the 400 Area (option 9) to view the FFTF data.
Use the wind speed and direction for the 10 meter height since a ground level release is assumed.
Stability class is expressed as a numeric value. Convert the NRC stability category numeric value for AT to an A-G value for QEDPS. Use the NRC numeric value for EDPS. The above table or the aid on Board L may be used.
PNNL Weather Forecaster (secondary alternate) at 373-2710.1 0+ý11:1:
I Q;
1"k tn Q; Tial
DATE: 03/19/03 EDITORIAL 13.11.3
- b.
Keys for a vehicle pool van are located in the field team cabinet for use during evacuations.
3.1.12 Support EOF briefings per Attachment 4.7.
3.1.13 Coordinate the obtaining of resources needed to support emergency operations that include, but are not limited to:
NOTE: The on call procurement person should be contacted to assist with procurement and purchasing services. Refer to the Emergency Phone Directory for the roster.
- a.
Administrative services and equipment
- b.
Accommodations and transportation for responding offsite personnel, including GE personnel responding to the site under the BWR Emergency Support Program.
- c.
Finance and purchasing services
- d.
Commissary services
- e.
Emergency Response Organization shift relief (for prolonged emergencies)
- f.
Labor Relations or Human Resources services
- g.
Legal or insurance services
- h.
Facility Services 3.1.14 Coordinate with the Plant Administrative Manager on providing personnel, equipment, training, or other administrative resource support for the plant staff.
3.1.15 Coordinate delivery of food and other services with the Security Manager and the Radiation Emergency Manager and the JIC Support Manager.
3.1.16 Discuss relief shift scheduling with the Emergency Director, and arrange for Emergency Response Organization (ERO) relief staffing, if necessary, according to instructions outlined in Attachment 4.1.
3.1.17 When preparing to enter the recovery phase, compile the recovery action lists developed by the TSC and OSC, which identify short and long term recovery items. Forward these action lists to the EOF Manager for input into the master recovery plan.
DATE: 03/19/03 EDITORIAL 13.11.10
3.1.7 Direct Energy Northwest Security assigned to roadblocks to control access as follows:
Admit personnel with identification establishing employment with Energy Northwest, DOE (or one of their subcontractors), state (Washington or Oregon), county, FBI, NRC, FEMA, Coast Guard, BPA or local law enforcement agencies without further clearance.
3.1.8 Obtain clearance for -emergency vehicles and personnel to enter the Protected Area from the TSC Manager.
3.1.9 Make decisions on authorizing unbadged personnel access through Energy Northwest roadblocks or access to the EOF.
3.1.10 Evaluate Security manning needs and authorize the call out of additional personnel, as required. Coordinate with HP Center staff and responding Security Officer for accountability of evacuees reporting to the EOF.
3.1.11 Confer with the EOF Manager to determine if the emergency requires a Safety representative. If so, coordinate call-out with the Site Support Manager.
3.1.12 When an offsite accident results in injury or death to an Energy Northwest employee, obtain the name(s) and coordinate next-of-kin notification with the Human Resources Manager of Compensation and Benefits.
3.1.13 Coordinate response actions with local law enforcement agencies as necessary. Provide information that may affect offsite traffic control point operations to the Local Law Enforcement Agency representative in the Benton or Franklin County EOC.
3.1.14 If the Offsite Assembly Area is expected to be used, contact the REM at an Alert to determine if a Security Offer should be dispatched to the Offsite Assembly Area.
3.1.15 At a Site Area Emergency, implement actions for evacuation of Site 1 personnel. Refer to PPM 13.5.3 for Site 1 and Exclusion Area evacuation information.
3.1.16 If evacuation or relocation of onsite or offsite Security personnel is necessary due to an actual or potential radioactive release, coordinate with the REM regarding where to relocate and hazardous conditions to avoid.
DATE: 03/19/03 EDITORIAL 13.13.2
1.0 PURPOSE The purpose of this procedure is to provide the decision making criteria and instructions for termination of the Emergency phase and transition to the Recovery phase. The procedure also provides guidance for the Recovery Manager, the designated Recovery Organization, and the Recovery Phase Task Force, on onsite recovery planning.
{R-1600}
2.0 REFERENCES
2.1 FSAR, Chapter 13.3, Emergency Plan, Section 7
{R-4842}
2.2 Plant Tech Spec, Section 6.7, Safety Limit Violation 2.3 10CFR50.47(b), Emergency Plans
{R-1600}
2.4 10CFR50.54(x), Conditions of Licenses 2.5 SWP-CAP-01, Problem Evaluation Reqests 2.6 SWP-IRP-02, Corporate Nuclear Safety Review Board 2.7 SWP-OPS-05, Restart Evaluation Process 2.8 PPM 1.1.8, Incident Review Board 2.9 SWP-CAP-02, Root Cause Analysis 2.10 PPM 1.16.8, Outage Management and Shutdown Safety 2.11 PPM 13.4.1, Emergency Notifications 2.12 Classification Notification Form, 24075 2.13 Emergency Classification or Other Emergency Message, 26045 2.14 10CFR50 Appendix E, IV.H, Recovery R-5929 2.15 PER 298-0928
{2.15}
3.0 DISCUSSION This procedure provides guidance and instructions for the termination of an Unusual Event or Alert emergency classification or the transition from a Site Area Emergency or General Emergency classification to the Recovery phase.
The individual responsible for emergency command and control and referred to as the Emergency Director, i.e., the Shift Manager, TSC Manager, or EOF Manager, is responsible for implementation of this procedure.
For an Unusual Event classification the close-out of the event will normally involve termination of the emergency classification and notification of the Emergency Response