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HomeMy WebLinkAboutCrisis Communication Plan 2024 - FULL SET (Policy 100-04)CITY OF RENTON CRISIS COMMUNICATIONS PLAN AND RESPONSES 1. Natural disasters such as hurricanes, tornadoes, earthquakes, and floods 2. Acts of terrorism, including bombings and mass shootings 3. Cyberattacks on critical infrastructure such as power grids, water supply, and transportation systems 4. Public health emergencies such as pandemics or disease outbreaks 5. Civil unrest, riots, and protests 6. Industrial accidents such as chemical spills or explosions 7. Transportation accidents, including plane crashes, train derailments, and bus accidents 8. Public safety emergencies such as active shooter situations or hostage situations 9. Environmental disasters such as oil spills or toxic waste leaks 10. Financial crises such as recessions or stock market crashes that impact the city's budget and ability to provide services to its residents. 11. Officer-involved shooting 12. Personnel issues 13. Equipment failures and injuries caused by city-owned equipment 14. Large-scale fire, naturally occurring, and non-natural 15. Officer killed in the line of duty LEAD DIVISION: EMERGENCY MANAGEMENT SUBJECT MATTER EXPERTS: • Flooding: Ron Straka, Public Works & Maintenance on Sandbagging, Vactor Trucks, Emptying Storm Drains • TBD OUTREACH PLAN: Follow the EOC Duty Officer Manual. When an anticipated natural disaster strikes, preparation time is possible to loop in all parties. When an unanticipated natural disaster occurs, the following protocol will be observed. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP TO DATE CONTENT. 1. NATURAL DISASTERS EMERGENCY OPERATIONS CENTER RPD / Meeghan Black Mayor / Council CAO / DCAO Communications CALL DUTY PHONE Approve Internal/External Statement Draft Internal/External Statement Post to Web, Send web link to all internal parties Provide Internal Update on public safety status Post on social with link back to web, post as updates available Send out media alert with duty phone, continue updates as received LEAD DIVISION: RPD SUBJECT MATTER EXPERTS: • Incident Command • Chief Jon Schuldt • External Federal Agencies as involved OUTREACH PLAN: During our upcoming Council retreat, offer media training for electeds to ensure understanding of the chain of command when speaking publicly about city crisis issues (G402). Ensure all protocol are followed as directed from incident command. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. CONTENT OWNERS ARE RPD IN THIS CASE. 2. ACTS OF TERRORISM RENTON POLICE DEPARTMENT INCIDENT COMMAND CAO/ DCAO Mayor / Council EOC Duty Officer Communications (Renton Police Dept and City Comms collaborate CALL DUTY PHONE Draft Internal/External Statement Post to Web, Send web link to all internal parties Approve internal statement for Comms to send Post on social with link back to web, post as updates available Post to social, follow Incident Command directive Chief Prompt ESK6 for evacuations Activate other King County EOC jurisdictions LEAD DIVISION: EMERGENCY MANAGEMENT / COMMUNICATIONS SUBJECT MATTER EXPERTS: • Seattle / King County Public Health – will disseminate messaging to share. OUTREACH PLAN: Seattle / King County Public Health will speak on our behalf, Emergency Management and Communications will disseminate information as it is available. Communications and EM will work in partnership on relaying Renton-specific messaging on wht is closed, PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK OR ALTERNATE MEDIA FORMAT HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE IF AVAILABLE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. 4. PUBLIC HEALTH EMERGENCIES EOC DUTY OFFICER CAO/ DCAO Mayor / Council City Communications Risk Management if Ransomware is involved, insurance co directly handles CALL DUTY PHONE If website is affected, contact Granicus for temp landing page Post to Web, Send web link to all internal parties Approve internal statement for Comms to send If nefarious action is detected, federal action including FBI, CIA, State-level contacts are introduced. Post to social, post updates on web or alternate channels as available; bring any channels back online ASAP Activation of the King County Emergency Operations Center / Joint Information Cetner IT – Young Yoon (#1), Brett Tjeten (#2) RPD If Utilities involved: Seattle City Light & Puget Sound Power If Water Contamination involved: Martin Paschua Water Quality : George Stahl Water Distribution : Ron Straka, Abdul Gafour LEAD DIVISION: Seattle-King County Public Health – direction will be provided to EM, Comms from the King County Emergency Operations Center. SUBJECT MATTER EXPERTS: • DEFER TO SKCPH PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: N/A. Re-post or take direction from Seattle-King County Public Health STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. COMMUNICATIONS IS THE CONTENT OWNER HERE, CONTENT WILL BE PROVIDED BY OR RE-DIRECTED TO SKCPH. 4. PUBLIC HEALTH EMERGENCIES SEATTLE – KING COUNTY PUBLIC HEALTH KING COUNTY EOC Mayor / Council Renton EOC Duty Officer Communications Director CAO / DCAO Post to Web, Send web link to all internal parties Post Renton specific information to social, follow SKCPH Draft Internal statement, activate webpage with direction from SKCPH; send to CAO/DCAO for approval LEAD DIVISION: RPD SUBJECT MATTER EXPERTS: • Incident Command • Chief Jon Schuldt • External Federal Agencies as involved OUTREACH PLAN: During our upcoming Council retreat, offer media training for electeds to ensure understanding of the chain of command when speaking publicly about city crisis issues (G402). Ensure all protocol are followed as directed from incident command. Content owner will be RPD. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. CONTENT OWNERS ARE RPD IN THIS CASE. 5. CIVIL UNREST, RIOTS AND PROTESTS RENTON POLICE DEPARTMENT INCIDENT COMMAND CAO/ DCAO Mayor / Council EOC Duty Officer Communications (Renton Police Dept and City Comms collaborate CALL DUTY PHONE Draft Internal/External Statement Post to Web, Send web link to all internal parties Approve internal statement for Comms to send Post on social with link back to web, post as updates available Post to social, follow Incident Command directive Chief Prompt ESK6 for evacuations Activate other King County EOC jurisdictions LEAD DIVISION: Communications with input from: Risk Management / Public Works / Renton Regional Fire Authority SUBJECT MATTER EXPERTS: • Risk Management – Krista Kolaz • Public Works – Martin Paschua. Administrator • Renton Regional Fire Authority – Fire Chief Steve Heitman (explosions) • External Stakeholders / Contractors as appropriate / responsible OUTREACH PLAN: Content owner will be Communications. Risk Management will be the lead and will consult with our insurance agency for liability issues, while the supporting divisions will provide information based on the type and location of the incident. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. CONTENT OWNERS ARE RPD IN THIS CASE. 6. INDUSTRIAL ACCIDENTS, CHEMICAL SPILLS OR EXPLOSIONS RENTON POLICE DEPARTMENT INCIDENT INITIAL NOTIFICATON CAO/ DCAO Mayor / Council EOC Duty Officer Communications to ensure proper SME/ PIO is ready CALL DUTY PHONE Draft Internal/External Statement with SME Post to Web, Send web link to all internal parties Approve internal statement for Comms to send Post to social, align with RPD to amplify RRFD message Manage and communicate traffic impact LEAD DIVISION: Emergency Management, with direction from RPD, Airport and Public Works SUBJECT MATTER EXPERTS: • Renton Police Department – Chief Jon Schuldt • Public Works – Martin Paschua. Administrator; Transportation Director Jim Seitz • Airport – TBD Airport Manager OUTREACH PLAN: Emergency Management will be the lead, while the supporting divisions will provide information based on the type and location of the incident. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident involving (INSERT DISASTER AT LOCATION) has occurred. The City will be updating information as it becomes available at (WEB LINK HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. 7. TRANSPORTATION ACCIDENTS EOC DUTY OFFICER CAO/ DCAO Mayor / Council National Transportation Safety Board (NTSB) Communications to ensure proper SME/ PIO is ready CALL DUTY PHONE Draft Internal/External Statement with SME Post to Web, Send web link to all internal parties Approve internal statement for Comms to send Post to social, align with RPD to share city post Hazardous Materials Team PW Transportation Systems RPD LEAD DIVISION: RENTON POLICE DEPARTMENT SUBJECT MATTER EXPERTS: • Renton Police Department – Chief Jon Schuldt OUTREACH PLAN: Renton Police Department will be the lead, city comms will share RPD messaging with city audience, city leadership (Mayor) will provide statement of support depending on the appropriate direction from RPD and details of the incident. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “WARNING: an active shooter incident is in process at (LOCATION HERE). Renton Police Department is on the scene and advises residents to avoid the area and shelter in place. Renton Police Department will be updating information as it becomes available at (WEB LINK HERE). For immediate safety inquiries dial (CRISIS LINE HERE).” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. 8. PUBLIC SAFETY EMERGENCIES (ACTIVE SHOOTER + HOSTAGE SITUATIONS) RPD CAO/ DCAO Mayor / Council Communications to follow RPD postings and share on city platforms CALL COMMS DUTY PHONE Draft Internal/External Statement with SME Post to Web, Send web link to all internal parties Approve internal statement for Comms to send Post to social, align with RPD to share city post King County JIC King County Sheriff’s Office All Staff Notification (for safety of all in multiple locations) LEAD DIVISION: Seattle-King County Public Health – direction will be provided to EM, Comms from the King County Emergency Operations Center. SUBJECT MATTER EXPERTS: • DEFER TO SKCPH • Internal – Water Quality Staff PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: N/A. Re-post or take direction from Seattle-King County Public Health STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. COMMUNICATIONS IS THE CONTENT OWNER HERE, CONTENT WILL BE PROVIDED BY OR RE-DIRECTED TO SKCPH. 9. ENVIRONMENTAL DISASTERS (OIL SPILLS, TOXIC WASTE LEAKS, CONTAMINATION OF WATER) SEATTLE – KING COUNTY PUBLIC HEALTH KING COUNTY EOC Mayor / Council Renton EOC Duty Officer Communications Director CAO / DCAO Post to Web, Send web link to all internal parties Post Renton specific information to social, follow SKCPH Draft Internal statement, activate webpage with direction from SKCPH; send to CAO/DCAO for approval LEAD DIVISION: Finance Department SUBJECT MATTER EXPERTS: • Kari Roller, Finance Administrator • CED – Recession, Jobs + Employment Impact • Mayor – Human Services, Staffing Levels PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “The impact of XYZ event will be felt throughout the country, including the City of Renton. The safety and health of our residents is our first concern, today and always. We will be working to measure the impact and report on potential impacts as they occur. For more information, visit (DEDICATED WEBPAGE OR BANG THE TABLE). STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. COMMUNICATIONS IS THE CONTENT OWNER. 10. FINANCIAL CRISES (RECESSIONS, STOCK MARKET CRASHES IMPACTING CITY’S BUDGET OR ABILITY TO PROVIDE SERVICES) Finance Department Mayor / Council CAO / DCAO Draft City statement, activate webpage or Bang the Table for complex long- term coverage; send to CAO/DCAO for approval Draft Mayor Statement, post to web/BTT and send to media Communications Director Post to Web/ BTT, Send web link to all internal parties Actively maintain BTT/web during long-term crisis into recovery LEAD DIVISION: The Valley Independent Force Investigative Team (RPD WILL NOT BE INVOLVED) SUBJECT MATTER EXPERTS: • Valley Independent Force Investigative Team OUTREACH PLAN: All direction will be taken from the Valley Independent Force Investigative Team. RPD will not publicly comment. State law dictates that this is how it will be investigated, and this is how it will be communicated. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “An incident has happened involving XYZ, an independent investigation will occur. The Valley Independent Force Investigative Team will be issuing a report.” STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP-TO-DATE CONTENT. CONTENT OWNERS ARE EXTERNAL – VALLEY INDEPENDENT FORCE INVESTIGATIVE TEAM -- IN THIS CASE. 11. OFFICER INVOLVED SHOOTING RENTON POLICE DEPARTMENT INCIDENT COMMAND CAO/ DCAO Mayor / Council Valley Independent Force Investigative Team Communications (Renton Police Dept and City Comms collaborate) CALL DUTY PHONE Draft Internal/External City statement Post to Web, Send web link to all internal parties Refer all questions or inquiries to the Valley Independent Force Investigative Team Chief Mayor Statement – after report is issued, express empathy for loss of life, share details on next steps LEAD DIVISION: DEPARTMENT IN WHICH THE ISSUE ORIGINATED SUBJECT MATTER EXPERTS: • CITY ATTORNEY – Shane Moloney • MAYOR – Armondo Pavone • HUMAN RESOURCES / RISK MANAGEMENT – Administrator, Kim Gilman OUTREACH PLAN: Regarding reputation-based issue of either personal or professional misconduct by elected or appointed officials or staff. Loop in City Administration, Risk Management and Legal when an issue is brought to light. City statement will be issued, media inquiries will be handled through Communications. No webpage for personnel issues will be set up, inquiries will be handled on a case-by- case basis, and no definitive statement will be made until an investigation has been finalized, and a course of action decided upon. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “The City has been made aware of an incident (if professional and visible, mention location “at…. “; if personal, leave at “an incident.”) involving (an elected official, a staff member, etc.). (STAFF MEMBER: The staff member in question has been placed on administrative leave while a full investigation takes place. The City of Renton is committed to upholding high ethical standards for staff members.”) (COUNCILMEMBER: The behavior in question will be fully investigated. The City of Renton is committed to upholding high ethical standards.) STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP TO DATE CONTENT. 12. PERSONNEL ISSUES HR/RM Communications CALL DUTY PHONE Draft Internal/External Statement CITY ATTORNEY ORIGINATING DEPARTMENT ADMINISTRATOR Mayor / CAO / DCAO Approve Internal/External Statement Post statement to web, answer media inquiries on an as- received basis. LEAD DIVISION: DEPARTMENT IN WHICH THE ISSUE ORIGINATED SUBJECT MATTER EXPERTS: • CITY ATTORNEY – Shane Moloney • RPD – Investigation • HUMAN RESOURCES / RISK MANAGEMENT – Administrator, Kim Gilman OUTREACH PLAN: Risk Management and RPD will begin an investigation to define if tampering or vandalism as the cause, if needed maintenance was the cause, etc. A city statement will be issued, media inquiries will be handled through Communications. No definitive statement will be made until an investigation has been finalized, and a course of action decided upon. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “The City has been made aware of an incident involving an (equipment failure / injury) at (LOCATION HERE). An investigation will begin immediately to determine cause, further details will be posted as they become available.” IN THE CASE OF DISRUPTION OF SERVICE AND/OR LACK OF ACCESS, include direct contact for service, and/or detour route. STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP TO DATE CONTENT. 13. EQUIPMENT FAILURES, INJURIES CAUSED BY CITY-OWNED PROPERTY HR/RM Communications CALL DUTY PHONE Draft Internal/External Statement CITY ATTORNEY FAILURE OR INJURY NOTIFICATION: RFA / RPD Mayor / CAO / DCAO Post statement to web, answer media inquiries on an as- received basis Post to social. Live updates on area stability or re-opening of routes are permitted by the onsite agency (RPD, RFA), City to share Approve Internal/External Statement LEAD DIVISION: RRFA SUBJECT MATTER EXPERTS: • RENTON REGIONAL FIRE AUTHORITY • RPD – SUPPORTING RRFA OUTREACH PLAN: RRFA will lead. RPD will support RRFA efforts, and report back. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: “The City has been made aware of an incident involving an (equipment failure / injury) at (LOCATION HERE). @RRFA and @RPD are on scene, information will be shared as available.” IN THE CASE OF DISRUPTION OF SERVICE AND/OR LACK OF ACCESS, include direct contact for service restoration (water, etc) and/or detour route. STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP TO DATE CONTENT. RRFA WILL OWN CONTENT. 14. LARGE SCALE FIRE - NATURAL AND NON- NATURAL Share information as received from RRFA / RPD RRFA Post to social. Live updates on area stability or re-opening of routes are permitted by the onsite agency (RPD, RFA), City to share Mayor / CAO / DCAO RPD Communications Director CALL DUTY PHONE Defer media inquiries to RRFA / RPD LEAD DIVISION: RPD SUBJECT MATTER EXPERTS: • RPD – Chief Jon Schuldt • Mayor Armondo Pavone OUTREACH PLAN: 1. Family to be notified first. 2. Internal notifications happen to a) Officers first, b) RPD in total second, c) Mayor to send notice to City in total. 3. External notifications. Chief to make public statement; Mayor to share sympathy and honor the fallen officer for their service to our city. PRE-DRAFTED STATEMENT FOR IMMEDIATE POSTING: N/A here. Public statement from Chief and/or Mayor will be first outreach from PD or City. STATEMENT TO BE POSTED TO MAIN WEBSITE. ALL MEDIA LINKS, QR CODES TO LINK BACK TO WEBSITE IN ORDER TO ENSURE CORRECT AND UP TO DATE CONTENT. RRFA WILL OWN CONTENT. 15. OFFICER KILLED IN THE LINE OF DUTY RPD Family is first to be notified. NO OTHER ACTION TAKEN UNTIL THIS IS COMPLETE. CALL DUTY PHONE RPD and Mayor to approve internal and external statements; align with timing. RPD to set up internal- only dedicated phone line for questions and or inquiries; direction to counseling available for staff Communications Director to work in tandem with RPD Communications on internal statement / external statement Mayor / CAO / DCAO Distribute statements on web, to media Internal notification to Officers, followed by RPD staff, followed by City of Renton all-staff. RPD to notify elected officials and staff on memorial service planned by “Behind the Badge” Elected officials and relevant staff members to attend memorial service.