Coshocton County Emergency Operations Plan
RESOURCES
I. PURPOSE
The purpose of this annex is to document means, organization, and the process by which
resources are located, obtained, allocated, and distributed to address the needs during an
emergency disaster situation in Coshocton County.
Resources as used in this annex are defined as Personnel, Teams, Facilities, Equipment, and
Supplies.
II. SITUATION
Coshocton County will have emergency disaster situations that will use all its resources. The
situation will require additional, expert, and (or) specialized resources. The procurement of
these needed resources will be obtained using the procedures documented in this and other
Annexes.
III. ASSUMPTIONS
It is assumed that there will be emergency disaster situations in Coshocton County that will
require resources in addition to those that are used for routine response to daily situations. It is
assumed that the needed resources may not always be available from local sources.
Coshocton County has an Emergency Resource Catalog that lists resources that have been
identified as having a possible need during disaster situations and lists a source for obtaining
them.
Coshocton County must be prepared to sustain its self for the first 24 to 48 hours.
Coshocton County has Mutual Aid agreements with the surrounding counties of Licking, Knox,
Holmes, Tuscarawas, Guernsey, and Muskingum.
Coshocton County will have access to State and Federal resources for incidents of major impact
and declared emergencies. These resources should not be counted on as being available for 48
to 72 hours after the incident starts.
Functions such as Evacuation, Mass Care, Donations, and Volunteers are addressed in other
sections or annexes of the Plan.
IV. CONCEPT of OPERATIONS
Activation of Resource Management Function
In Coshocton County, the primary Resource Management Organization is the Incident
Command Structure with the Incident Commander making the decisions concerning the need
for and use of resources. As the incident expands, the EOC will be activated and when
activated, the Resource Management function is activated. The number of personnel needed for
Resource Management will be determined as the situation requires. The Resource Manager will
be appointed by the EMA Director or the EOC Coordinator.
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Priorities of the Distribution of Resources
It is the responsibility of the local governments to have the Plans, Procedures, and Protocols
that provides protection for its citizens. These Plans, Procedures, and Protocols address the
following resource management issues:
How local resources are committed as available and necessary;
Maintain a list of known resources that may be needed during the expected events that could
occur in Coshocton County;
Maintain Mutual Aid Agreements with surrounding counties and know what resources they can
supply;
Maintain contact with Ohio EMA for deployment of State and Federal resources.
Resources will be allocated and distributed based on the following:
To protect lives
To protect Property
To mitigate additional impact to citizens or property.
Determining resource needs
The Department of Homeland Security maintains a listing of Emergency Resources that have
been typed. In determining a resource is needed, this typing identification will be used. There is
an appendix to the Coshocton County Emergency Resource Catalog that lists the resources
that have been typed. The resources that have been identified in the Coshocton County
Emergency Resource Catalog that meet the typing requirements are identified.
The initial request for a response (commit local responders and their resources) is delegated to
the Sheriff’s Department dispatch center. Anyone in the county can call 911 and describe a
need and dispatch will make the initial allocation of county resources that have been determined
necessary for addressing the incident.
As the event develops, the Incident Commander will go through dispatch and request additional
county resources. The determination of a need for additional resources is the responsibility of
the Incident Commander. The Incident Commander will make a request through dispatch for
additional resources. If the resource(s) needed can not be procured from sources that dispatch
or the Incident Commander has the authority to request they can request the EOC to be
activated. (This is not the only way to activate the EOC.)
Obtaining Resources
When a request is received in the activated EOC, the assigned Resource Manager will
determine:
If the resource is identified in the Coshocton County Emergency Resource Catalog:
The Resource Manager will then determine where the resource is and (or) who has the
resource
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The Resource Manager will determine if the resource is available and when it can be
obtained.
The Resource Manager will determine the cost of the resource
The Resource Manager will determine if the resource comes with operators if needed. If
Operators are needed and do come with resource, what qualifications are necessary to
operate the resource.
The Resource Manager will locate the person with the authority to order the resource and
obtain their permission to order.
The Resource Manager will follow the procedures in the Finance/Administrative Section
and order the resource.
The Resource Manager will then inform the Incident Commander as to when the resource
should be at the staging area ready for deployment.
If the resource is not identified in the Coshocton County Emergency Resource Catalog:
The Resource Manager will then determine if the resource can be obtained through one of
the Mutual Aid agreements:
The Resource Manager will determine what county has the resource
The Resource Manager will determine if the resource is available and when it can be
obtained
The Resource Manager will determine the cost of the resource
The Resource Manager will determine if the resource comes with operators if needed. If
Operators are needed and do come with resource, what qualifications are necessary to
operate the resource.
The Resource Manager will locate the person with the authority to order the resource and
obtain their permission to order.
The Resource Manager will follow the procedures in the Finance/Administrative Section
and order the resource.
The Resource Manager will then inform the Incident Commander as to when the resource
should be at the Staging area ready for deployment.
If the resource can not be obtained through a source listed in the Coshocton County
Emergency Resource Catalog or a Mutual Aid Agreement,
The Resource Manager is directed to contact the State EMA EOC and request help in
obtaining the needed resource. To obtain State resources may require a local Declaration
of Emergency. If so, the Resource Manager will follow the procedure for obtaining a local
Declaration of Emergency as seen in Standard Operating Procedures or the COOP
Checklist 6.
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Maintaining Financial and Legal Accountability
The Resource Manager will maintain and document all functions of this procurement process on
forms and documents found in Annex K Finance/Administration of the Plan.
Distribution of Procured Resources
Once a resource is obtained and is ready for deployment, the resource will be delivered to the
staging area. The Incident Commander and (or) the Operations Sections Chief will be notified
that the requested resource is at the Staging Area ready for deployment.
V. ORGANIZATION and ASSIGNMENT of RESPONSIBILITIES
The organization of the Resource Management Function for Coshocton County has three levels.
Level 1 is for incidents in the county where there is a normal response and the incidents do not
generally require more than one operational period. The Coshocton County EOC is not
activated. The Resource Management for these incidents is the responsibility of the response
agencies and they will use the procedures per their agency Operating Procedure and Protocols.
Level 2 is for incidents where the County EOC is activated and the incident is confined to the
county. Each agency is still responsible for their Level I resources and any additional needs will
be directed to the activated County EOC. The needed resources can generally be obtained
through a source in the Emergency Resource Catalog or Mutual Aid Agreements with
surrounding Counties or local private organizations.
Level 3 is for incidents that involve an area greater than Coshocton County and an Area
Command ICS Structure is more than likely operational. The County EOC will be activated.
The request for additional resources from local Incident Commanders will still be directed to the
County EOC. The County EOC also has procedures for obtaining more and (or) specialized
resources from the State of Federal Governments.
VI. RESPONSIBILITIES
Incident Commander:
Utilizes the resources on hand
Identifies any resources needed
Additional needs this operational period
Additional resources that will be needed next operational period
Identifies any special or expert resources that will be needed
Request assistance in obtaining the needed resources
Request resources through the State Fire Chief’s response system
Request resources through the Law Enforcement Assistance System
Request the Activated EOC obtain the resources needed
Director, Coshocton County EMA:
Maintain an up-to-date Hazards Analysis for the County, including identifiable resource needs
Maintain the Coshocton County Emergency Resource Catalog
Update the Emergency Resource Catalog annually
Coordinate with or act as the Resource Manager depending on the complexity of the incident
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Resource Manager:
To receive the request for resources
Obtain the needed resource per “IV Concept of Operations, Section E Obtaining Resources”
section of this Annex.
Receive and deliver the obtained resource to the staging area.
Notify the Incident Commander and (or) the Operations Section Chief the resource is at the
staging area ready for deployment
Maintain all necessary documentation
Chief of each Fire Department:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Up-date the inventory annually or when there has been a major change
Have written procedures for obtaining support through the Ohio Fire Response Plan
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
Coshocton County Sheriff:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Up-date the inventory annually or when there has been a major change
Have written procedures for obtaining support from the Ohio Law Enforcement Association
Response Plan
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
West Lafayette Police Chief:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Up-date the inventory annually or when there has been a major change
Have written procedures for requesting support from the Coshocton County Sheriff’s
Department
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
Coshocton County EMS Director:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Maintain a list of resources obtainable through Mutual Aid Agreements
Up-date the inventory annually or when there has been a major change
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
Coshocton County Engineer:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Up-date the inventory annually or when there has been a major change
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
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County, City, Villages, Townships:
Responsibility to maintain an up-to-date inventory of available resources at their stations.
Up-date the inventory annually or when there has been a major change
Have written procedures for receiving resources requested
Have written procedures for returning requested resources
VII. DIRECTION and CONTROL
See Basic Plan
VIII. CONTINUITY of OPERATIONS
While the Continuity of Operations for the Resource Management Function is not addressed
directly as a line item in the EMA COOP. The Resource Management function is described as
an integral part of the EOC operations and the EMA COOP addresses the continuation of the
EMA Function. Thus, there is no requirement for additional plans.
IX. ADMINISTRATION and LOGISTICS
General
The purpose of this section is to provide procedures for purchasing resources as needed for
emergencies to allow the county to provide for health and safety during an emergency situation.
There must be a Declaration of Emergency by a local government agency.
The on hand resources of the declaring agency have been utilized and (or) not available
Purchasing Authority
For Coshocton County, the County Commissioners are the Chief Executive Officials with the
authority to commit and authorize emergency expenditures.
For the City of Coshocton, the City Mayor is the Chief Executive Official with the authority to
commit and authorize emergency expenditures.
For the Villages, the Village Mayors are the Chief Executive Officials with the authority to
commit and authorize emergency expenditures
For the Townships, the Township Trustees are the Chief Executive Officials with the authority to
commit and authorize emergency expenditures.
Purchasing Procedures
Each of these of the above governments have procedures for routine and emergency
expenditures and each will follow their own in approving purchasing of resources needed under
their declaration of an emergency.
Coshocton County
Routine Procedure (non emergency)
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An agency identifies the need for a resource
A quote is requested from a vendor(s)
A Vendor is selected and the price determined
A vendor number is required and must be obtained before the P.O. can be processed
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The agency determines which budget line to use and that the funds to purchase the
resource are available
A Purchase Order is generated by the agency and signed and dated by an authorized
person
The Coshocton County Auditor’s Office assigns a Purchase Order number and encumbers
the funds
The agency orders the resource (phone, mail, e-mail, or fax)
The resource is received
The Invoice for the resource is received
The agency completes the voucher section of the Purchase Order form and an authorized
person signs the voucher
The Auditor’s office processes the voucher and writes a check and mails it to the Vendor
A record of each step is maintained by the requesting agency and the Coshocton County
Auditor’s Office
Emergency Procedures (short term notice of emergency purchase)
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The Coshocton County EOC must be activated
A resource is identified as being needed by the Incident Commander to continue the
response to a disaster situation
○ The EOC Resource Manager determines if there is a source for the resource to come from:
A local government agency,
Through a Mutual Aid Agreement,
Through the State of Ohio EMA,
Or, a source identified in the Coshocton County Emergency Resource Catalog
○ If the resource is available form one of the sources identified above, the cost of the
resource will be determined at this time (Obtain a quote)
○ The Resource Manager will confer with one or more of the following to determine where the
funds will be obtained to purchase the resource. An Emergency Appropriation by the
Coshocton County Commissioners may be required. (See Controlled and Sensitive
Information Document for 24 hour contact information)
Emergency Management Director
EOC Lead Coordinator
Coshocton County Commissioners
Coshocton County Auditor
○ A determination is made to order the resource
○ A Purchase Order is generated by the Resource Manager providing as much information as
possible about the resource
○ All Purchase Orders processed under this emergency provision must use the Coshocton
County Emergency Management Agency name and address (this provides the continuity
for completing the process after the incident is closed)
Coshocton County EMA
724 South 7th Street – Lower Level
B-115 - Emergency
Coshocton, OH 43812
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A vendor number is required and if the vendor is listed in the county data base it must be
included on the Purchase Order
If the vendor number is not in the data base, the Purchase Order can be processed without
this number (Purchase Order Number assigned). However, the vendor number must be
obtained on the next working day of the Auditor’s Office.
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The Coshocton County Auditor’s Office assigns a Purchase Order Number. There is a
telephone number in the Controlled and Sensitive Information Document for obtaining a
Purchase Order number 24 hours a day.
The Resource Manager orders the resource (phone, mail, e-mail, or fax). The P.O. number
must be provided to the vendor at the time the order is placed.
The resource is received, evaluated, and deployed,
Evaluation of a resource will consist of determining, if the resource is what was ordered, the
condition the resource, the time of receipt, the time of deployment, and who received the
resource. A written report of this evaluation will be made and attached to the file on this
purchase.
At this point in the process, the requirements are processed by the Emergency
Management Agency using normal procedures,
The Invoice for the resource is received,
The Emergency Management Agency completes the voucher section of the Purchase
Order form and an authorized person signs the voucher,
The completed voucher and the original invoice is sent to the Coshocton county Auditor’s
Office
The Auditor’s Office processes the voucher and writes a check and mails it to the Vendor.
A record of each step is maintained by the Resource Manager (Emergency Management
Agency).
City of Coshocton
Routine Procedure (non emergency)
Emergency Procedures (short term notice of emergency purchase)
Villages (If there is a declaration by a Village, the Resource Manager will need to work with the
village Mayors to determine how to address this issue
Townships (If there is a declaration by a Township, the Resource Manager will need to work
with the Township Fiscal Officer to determine how to address this issue
X. PLAN DEVELOPMENT and MAINTENANCE
It is the responsibility of the Coshocton County Emergency Management Director to insure the
Coshocton County Emergency Resource Catalog and the Resource Annex to the county EOP
are updated at least annually.
XI. AUTHORITIES and REFERENCES
The EMA Director has been assigned the responsibility and authority as assigned under
Sections 5502.21 - .99 of the Ohio Revised Code. The Resource Manager is assigned by the
EMA Director or EOC Coordinator and functions under the authorities delegated to the EMA
Director. All other positions will exercise the authorities that have been provided to them by the
position they hold.
XII. ADDENDUM
Tab 1 - Donation Management
Tab 2 - Volunteer Management
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XIII. AUTHENTICATION
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Tab 1 - Donation Management
This section is in development.
Amy Hasseman and the United Way June 2007
The donations coordinator will work with the Red Cross to address individual and family needs.
If the need arises, the donations coordinator may assign a volunteer coordinator to handle the
possible influx of volunteers.
The Coshocton County Red Cross shall serve as the clearinghouse for all monetary donations
related to the disaster. Donated items not used will be given to local charities.
The donation coordinator and the Red Cross coordinator will communicate needs with
neighboring districts and establish contacts at the state level to meet material needs.
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Tab 2 - Volunteer Management
A. Definition of the Volunteer Reception Center (VRC)
A Volunteer Reception Center is a temporary location where trained workers process
volunteers who have responded to a media request ad for emergency workers.
The Coshocton VRC is an integrated processing center meaning that spontaneous,
unaffiliated volunteers and certified volunteers will be processed through the same center
when needed. Certified volunteers currently include Medical Reserve Corps and registered
Citizen Corps volunteers.
B. Process for Activation of the Volunteer Reception Center
1. The EOC Manager is responsible to activate the VRC.
Typically, the VRC is activated after the EOC is activated.
2. The EOC Manager will notify the VRC Coordinator and communicate the following:
○ Where the center will be located.
○ Estimated time the center will need to be open, i.e., one shift, two shifts, number of
days.
○ What skills will be needed initially.
3. The VRC Lead Coordinator will initiate the phone call down list and advise team
members of the place and time to setup the center.
4. Designated team members will pick up supplies stored in the off site County building.
The supplies include signs and operating supplies for the first half shift processing.
5. The VRC coordinator will communicate with the EOC by providing periodic status
information.
C. Processing details and responsibilities are documented in a manual entitled Ohio Citizens
Corps - Volunteer Reception Center, November 2006.
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Tab 3 - List of Mutual Aid Agreements, Resolutions and Memorandums of Understanding
Originals of these documents are on file in the EMA Director’s office.
1. Mutual Aid Agreements
County
1 Guernsey
2 Holmes
3 Knox
4 Licking
5 Muskingum
6 Tuscarawas
Date
7/1 /1999
8/2006
8/2006
8/2006
4/1/1992
2/2002
Counties involved
Licking, Knox, Holmes, Tuscarawas, Guernsey and Muskingum
Aid agreement with six (6) surrounding counties
2. Coshocton County Resolutions
Number
2006 - 43
2002
1992 - 14
Subject
Mutual Aid
Mutual Aid
Mutual Aid
Date
8/2006
2/2002
4/1992
Counties Involved
Licking, Knox, Tuscarawas, Guernsey and Muskingum
Aid agreement with 6 surrounding counties
Licking, Knox, Holmes Tuscarawas
3. Memorandums of Understanding
Date
January 2007
Subject
Use of Fair Grounds for receiving, storing and distributing donated
emergency supplies
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