Current Section

SEAPRO Technical Manual

Section 1

Part 1 - Response Action Plan

SEAPRO Emergency Action Plan

In Sections 1 - Checklists there are useful guides for SEAPRO member companies to reference during a spill response: (1) a checklist of activities or issues to address during an incident (see Checklists) and (2) an Incident Situation Display (where large versions of various Incident Command System (ICS) forms are put on a display board to provide up-to-date information to those in the command center regarding the spill).

Activation

SEAPRO is activated by a telephone call from any of its member companies. SEAPRO can respond to any incident that is beyond the immediate ability of that member company to control. The member company, as the Responsible Party (RP), will follow its own Emergency Action Plan (see sample Emergency Action Checklist) or Checklist for initial actions (safety procedures, initial containment and control measures, and notifications to supervisors and the USCG, ADEC, EPA, local Harbormaster, fire or police department, etc.). The member company will then contact SEAPRO for assistance or request SEAPRO to standby.

At The Request Of The Responsible Party

SEAPRO will take the following steps:

  1. SEAPRO staff assembles at 540 Water St. Suite 201 offices in Ketchikan.
  2. SEAPRO establishes liaison with the Responsible Party’s Incident Command (IC) and Qualified Individual.
  3. SEAPRO completes the Initial Spill Report form.
  4. SEAPRO Safety Officer reviews the site characterization and safety requirements.
  5. SEAPRO staff reviews the data and, with the RP, determines the initial equipment, personnel and other resources required (unless the Responsible Party has already made a specific request).
  6. SEAPRO activates the Response Team(s) and requests that they standby or mobilize.
  7. If BPA equipment may be needed, SEAPRO notifies member companies of the incident and requests they standby or mobilize equipment.
  8. SEAPRO staff obtains weather, tide, currents, and sea state information and contacts NOAA for spill trajectory projections. Concurrently, Trustee Agency representatives, FOSC and SOSC representative, and Responsible Party/SEAPRO representative(s) arrange daylight overflights to gather trajectory information.
  9. SEAPRO will consults with Trustee Agencies and identifies shoreline type, wildlife that may be at risk, MESAs (Most Enviromentally Sensitive Areas), ESAs (Environmentally Sensitive Areas), culturally sensitive areas, and with spill trajectory data, develops preliminary recommendations on response priorities and strategies. (Trustee Agencies, i.e., USF&W, ADF&G, DNR, etc. would participate in the development and approval of any wildlife response plans or proposed actions with respect to any biological resources at risk.)
  10. SEAPRO staff obtains situation update and briefs the SEAPRO team.
  11. SEAPRO staff reviews the planning recommendations, adjusting priorities and response strategies according to the new data.
  12. SEAPRO develops an initial operating plan.
  13. SEAPRO obtains approval from RP’s IC team to proceed with the proposed response plan.
  14. SEAPRO begins mobilization of SEAPRO's equipment and Response Teams.
  15. SEAPRO staff activates the Response Team(s), sets up event and cost tracking systems, and assists with mobilization.
  16. SEAPRO contacts the appropriate State and Federal resource Trustee Agencies, International Bird Rescue, the Alaska Raptor Center, etc., to assist with the development of the wildlife management plan; to provide access to and information about various lands (tidelands, cultural sites, Native lands, National Parks, or Forest Service lands), and to initiate any needed permit process , Subarea Contingency Plan, Geographic Response Strategies and Western Canada Marine Response Corporation (if applicable).
  17. SEAPRO works with Logistics to activate appropriate communications systems.
  18. At the request of the Responsible Party’s Incident Commander (IC), SEAPRO staff conducts a site assessment (including air monitoring, if appropriate), resolves any safety issues, prepares a Site Safety and Health Plan addressing proper safety practices for the spill response, and establishes operating procedures for the Response Team personnel.
  19. Unless directed by the Responsible Party, SEAPRO staff and response personnel will not provide news releases or interviews. Only persons designated by the RP IC are authorized to provide information with regard to the response status or activities.
  20. SEAPRO personnel are required to document their activities during an oil spill. The documentation will cover what actions are being taken, when and by whom directions were given, and where and by whom the action was performed.

SEAPRO Organization Chart

SEAPRO Org Chart

SEAPRO Contacts

Position Phone # Extension #
General Manager (907) 225-7002 2
Operations Manager (907) 225-7002 4
Training & Response Team Manager (907) 225-7002 1
Safety & Development Manager (907) 225-7002 3
Toll Free in Alaska (800) 225-7676

ALL SEAPRO STAFF MEMBERS CARRY CELLULAR PHONES which are activated by the 24-hour emergency numbers.

SEAPRO Emergency Action Plan Checklist

Introduction

SEAPRO’s membership composition is broad based, consisting of companies from small land-based operations to large barges. Should one of these member companies have a spill, the possible size of the spill is variable. Depending on the member company, there may be only a few member company employees or a large number to assist in a response effort. SEAPRO’s exact role in a response is therefore dependant on a variety of circumstances and impossible to predict because it is based on the specific needs of the member company during a spill.

Section 1 describes the roles and responsibilities SEAPRO is capable of assuming, if so requested by one of its member companies.

Each SEAPRO employee has a particular area of expertise (see SEAPRO Organizational Chart, above). In a spill situation, however, each employee may be called upon to handle multiple roles. As a result, instead of defining specific “emergency action checklist” tasks for individual SEAPRO subject matter experts, the following checklists describe functional roles (and associated tasks) in an Incident Command System for which the Responsible Party may request assistance from SEAPRO. These checklists are intended to summarize SEAPRO’s initial action steps.

SEAPRO Incident Commander

SEAPRO Incident Commander assumes Liaison Officer duties: Usually the SEAPRO General Manager
Date Name Incident Time
Liaison Officer Checklist
Check Off Task Time
Obtain the event briefing from Responsible Party Incident Command (including details of initial response efforts, site characterization and safety review, situation analysis, forecasts, NRC/USCG/ADEC/other notifications.
Contact WCMRC if spill has potential of reaching Canadian waters.
Reach an agreement with Responsible Party as to type and duration of services desired under Response Action Contract.
Brief the SEAPRO staff and assign ICS functional roles (Section 3 - Incident Command System).
Direct the SEAPRO Safety Officer to review site characterization and safety requirements.
Meet with the SEAPRO IC team. Determine the initial response objectives and strategies. Identify the equipment, personnel, and other resources required.
Present the SEAPRO IC team recommendations to the RP IC for approval and coordination with Incident Action Plan.
Direct Operations Lead to develop an initial tactical operations plan.
Direct Logistics Lead to notify member companies of the incident; request they mobilize or standby, as appropriate.
Direct the Response Team Leader to notify the Response Team leads and members; request they mobilize or standby, as appropriate.
Obtain spill trajectory, identify environmental risks, and submit priority recommendations to Operations Lead.
Direct the Safety Officer to conduct a site assessment, resolve safety issues, and, if requested by the RP IC, prepare a Site Safety Plan.
Meet with the SEAPRO IC team. Review the safety data, response priority recommendations, and proposed response plan.
Approve the recommended response plan and relay it to RP IC for approval and coordination.
Direct Operations to mobilize equipment/personnel.
Assist in briefings, as directed by the RP IC.
Expand the SEAPRO IC team, as needed.
Maintain liaison with the RP IC and the SEAPRO IC team.

Operations Checklist

Date Name Incident Time
Operations Checklist
Check Off Task Time
Obtain the event briefing from the SEAPRO General Manager.
Review the RP's contingency plan and associated response requirements.
Review the response priority data developed by the Planning Section.
Matching tactics to the RP’s objectives, recommend response objectives, strategies, alternatives for onshore, nearshore, offshore, and air operations to the General Manager/Liaison Officer.
Upon the RP's approval (through the Liaison Officer), request Logistics mobilize equipment, personnel and other resources, and ensure alternative transportation for the movement of equipment and personnel to staging areas and the spill site.
Request Logistics to expand the SEAPRO communications network and activate the field operations communications plan.
Establish staging areas.
Request the Safety Officer to provide an initial safety briefing for responders.
Request Planning to establish a coordination process and obtain permits for recovery, treatment, and the release/disposal of oiled wildlife.
Based on updated information from the spill site, adjust tactical operations and coordinate containment, exclusion, wildlife activities, cleanup, and disposal activities. Provide operational change updates.
Assemble/assign/disassemble Task Forces.
Keep the SEAPRO Team informed of operations.
Maintain the Operations Unit log as events occur.

SEAPRO Planning Checklist

Date Name Incident Time
Planning Checklist
Check Off Task Time
Obtain an event briefing from SEAPRO General Manager.
Obtain current and predicted weather, sea state, tide, current, sunrise/sunset predictions, and NOAA computer modeled trajectory information. Compare them to on-scene reports, overflight observations, etc.
Based on probable trajectory (while awaiting NOAA input), work with trustee agencies to identify potentially impactable shorelines, wildlife, cultural sites, or otherwise sensitive areas in the vicinity of the incident.
Develop a preliminary environmental impact assessment, initial response priorities, strategies, and checklist of contacts/permit requirements. (Land access, wildlife activities, cultural sites, etc.).
Provide maps, charts, graphs, photographs, etc., and review findings to Operations, Logistics, and SEAPRO General Manager.
Set up the Situation Unit for the development and maintenance of the situation display board. Set up the Resource Unit for tracking personnel and equipment. Identify the check-in/check-out personnel for each staging area.
Based on field observations, and in concert with Trustee Agencies, evaluate the need for hazing or other wildlife activities. If appropriate, request Logistics notify International Bird Rescue (IBR) and/or the Alaska Raptor Center (Sitka) as well as trained SEAPRO wildlife response personnel for hazing or search & rescue operations. Depending on the size of the spill, Logistics will activate International Bird Rescue (IBR) or request they stand-by and also alert other Alaska co-ops as to the possible need for their wildlife equipment.
Request Operations develop a tactical plan for wildlife hazing and capture activities, including transportation of oiled wildlife to care facilities. Request Logistics alert Alaska Airlines (and others) as to potential oiled wildlife transportation needs. Obtain FOSC/SOSC and agency approval for such plans, i.e., signed permits for hazing, capture, etc.
Request Logistics load hazing/capture/carcass gathering equipment on vessels/aircraft along with SEAPRO responders trained in wildlife hazing.
Continue to coordinate activities with the appropriate Wildlife Trustee Agencies as the situation is updated.
If needed, request Logistics arrange for wildlife response equipment to be shipped from other Alaska co-ops (Alaska Clean Seas, CISPRI, Chadux) and Navy SupSalv. (Logistics will facilitate contracts between the organizations and the RP.)
Establish regular situation updates, prepare the oil spill incident summary, and coordinate preparation and production of the Incident Action Plan.
Work with Operations, Logistics and the RP to develop Decontamination, Storage, Disposal (short term and permanent), and Demobilization Plans.
Maintain Unit Log.

SEAPRO Logistics Checklist

Date Name Incident Time
Logistics Checklist
Check Off Task Time
Obtain an event briefing from the SEAPRO General Manager.
Notify member companies of the situation and request that they standby.
Review the Incident Action Plan (IAP), planning information, and proposed Operations Response Plan.
Upon approval of the IAP, develop a plan to support and implement the proposed response strategies. (Logistics Plan is to include the activation of communications network; ordering, receiving, storing, processing, maintaining, and transporting all incident-related equipment, personnel, and supplies.)
Identify and resolve any logistics or planning issues based on response strategies developed by Operations.
Provide input to and review Communications and Medical Plans (including further expansion of communications network and provision for emergency medical care for all incident workers).
Review Logistics Plan with Operations and Planning.
Transmit Attachment “B” of Schedule B to SEAPRO member companies to obtain their committed equipment.
Carry out the Logistics Plan as directed by Operations (with approval from the RP IC).
Notify the Resource Unit of the Planning Section of equipment, personnel, and other resources ordered and the estimated arrival times.
Expand the support staff, if necessary, into the Service Branch (including personnel, communications, medical, and food units) and the Support Branch (to include supply, facilities, and ground support units).
Estimate future service and support requirements, in conjunction with the Incident Action Plan and SEAPRO Operations and Planning Sections.
Coordinate and process changes in tactical plans and/or requests for additional personnel/equipment or other resources.
Implement the demobilization plan when received from Planning.
Prepare the Unit Log as events occur and document daily activities.

SEAPRO Response Team Checklist

(The responsibilities of this position fall under both Logistics and Finance.)
Date Name Incident Time
Administrator Checklist
Check Off Task Time
Obtain an event briefing from the SEAPRO General Manager.
Notify Response Teams to standby.
Work with Logistics and Operations to identify staging areas.
Activate necessary Response Teams and direct to the appropriate staging areas.
Complete activation paperwork on each Response Team Member. Provide Team Leaders with check-in/check-out logs, time sheets, and incident activity logs.
Complete federal, state, or local notifications, if needed and so directed by the SEAPRO General Manager/Liaison Officer.
Assist Operations and Logistics in identifying equipment, staging areas, transportation modes, support facilities, and services. Prepare and transmit contracts.
Assist the Resource Unit in tracking procurement activity on situation display boards.
Activate responders trained in wildlife hazing at the direction of Operations. Assist Logistics with their transportation to staging areas.
Assist Communications and Logistics in activation and expansion of communication systems.

SEAPRO Communications Checklist

Date Name Incident Time
Communications Checklist
Check Off Task Time
Refer to Communication Section
At the direction of Logistics , expand the existing SEAPRO communications network and develop a field communications plan. Arrange for larger command center activation if appropriate (i.e., Ted Ferry Conference Center (Ketchikan), Centennial Hall or USCG Headquarters (Juneau), etc. Disseminate the Communication Plan (for command center and field operations) to all ICS Sections. Use ICS Forms 205, 216 or 217.
If using SEAPRO's offices or the Ted Ferry Conference Center in Ketchikan, contact Ketchikan Public Utilities personnel at the office or at home (listed in the SEAPRO internal emergency directory) to add up to 30 additional telephone lines and provide extra handsets for SEAPRO offices or activate the Conference Center.
Coordinate activities with the Ketchikan ADEC office personnel (24-hour numbers listed in the SEAPRO internal emergency directory) and open the "spill" door between the two offices, allowing free exchange of information.
As directed by Logistics, ensure correct frequency assignments.
As directed by Logistics, obtain and activate additional communications equipment (from member companies, local equipment sources, tie-in with State, etc). See Communications Equipment for zone listings of resources.
As directed by Logistics, arrange for the placement of SEAPRO repeater station and distribution of associated equipment to field operations.
Ensure adequacy of the system and modify as necessary.
Notify Operations, Planning, and Logistics of any equipment location changes or additional needs.
Maintain the Unit Log.

SEAPRO Safety Checklist

Date Name Incident Time
Safety Checklist
Check Off Task Time
Refer to the Safety Section
Obtain an event briefing from the SEAPRO General Manager.
Review the site characterization and incident safety requirements.
Conduct a site assessment (including air monitoring, if appropriate). Resolve any immediate safety issues. Use the Pre-entry site survey before beginning response clean-up activities.
Prepare a Site Safety and Health Plan.
Verify the current level of training for all response personnel.
Develop daily written operating procedures for Response Team personnel; ensure that all personnel sign to indicate receipt of it and that they understand their role as “Safety Observers".
Establish site control as dictated by the nature of the operations.
Establish operating procedures for Field Safety personnel, including the use of “Direct Intervention to Correct a Dangerous Situation”.
Review operational plans to ensure appropriate Health & Safety concerns are addressed. Develop a Medical Plan (use the Site Safety and Health Plan forms referenced above) for inclusion in the Incident Action Plan.
Obtain weather briefings and forecasts, and prepare the appropriate Health & Safety Notices and Advisories for release to all oil spill incident personnel.
Present Health & Safety briefings to the ICS Staff.
Make safety recommendations to General Manager for incorporation in the incident action plan.
Conduct an investigation of any accidents/incidents involving response personnel or equipment. Submit the appropriate reports.
Work with Operations, Planning, and Logistics with regard to the set up, location, operation, and dismantling of decontamination areas.
Work with Operations, Planning, and Logistics with regard to Health & Safety issues associated with the disposal plan. Recommend additional safety or medical personnel, as needed.
Review any injury claims.
Provide training for all personnel who need it.
Maintain the Unit Log of all events and activities.

Emergency Contact List

Initial Emergency Contact
National Response Center (NRC) 1-800-424-8802 (24 Hr.)
Federal, State and Local Agency Contacts
Agency Position Contact
U. S. Coast Guard Federal On-Scene Coordinator
(FOSC)
Captain of the Port
(COTP)
(800) 478-5555 (24 Hr.)
(907) 463-2453 (a.m.)
(907) 463-2000 (24 Hr.)
Alaska Department of
Environmental Conservation
State On-Scene Coordinator
(SOSC)
(800) 478-9300 (24 Hr.)
(907) 465-5357 (a.m.)
(907) 723-8978 (cell)
(907) 789-0388 (p.m.)
U. S. Environmental Protection Agency
(EPA)
Federal On-Scene Coordinator
(FOSC)
(907) 271-5083 (a.m.)
(907) 345-8665 (p.m.)
Southeast Petroleum
Response Organization
General Manager (907) 225-7002 (24 Hr.)
gm@seapro.org
Alaska Department of
Fish & Game (ADF&G)
Regional Contact
Southeast Region (Juneau)
(907) 465-4289 (a.m.)
(907) 790-4907 (p.m.)
Alaska Department of
Natural Resources
(ADNR)
Regional Contact
Southeast Region (Juneau)
(907) 465-3400 (a.m.)
(907) 586-1421 (p.m.)
sero@alaska.gov
Western Canada Marine Response Corporation
(near border spills, Southern Southeast Alaska only)
Duty Manager (604) 294-9116
Community Resources Refer to Responder Handbook:
Reporting and Notification -
by Zone
Others Refer to Section: -
MESA's for (shorelines, wildlife,
archaeological sites).

SEAPRO verifies and updates all emergency contact names and numbers on an annual basis and records the date of the updates in the Revision Log.

SAMPLE Emergency Action Plan

The purpose of this section is to provide member companies with a guide to developing an Emergency Action Checklist. State regulations require the checklist to include three components:

  1. Immediate actions to be taken;
  2. Company contact numbers; and
  3. Emergency contact numbers for the appropriate federal and state agencies.

The elements above illustrate the three components, including the appropriate emergency contact telephone numbers and references to other sections within this document where additional telephone numbers are listed.

The checklist below will assist in ensuring all the elements of a comprehensive EAP are included in the plan.

Checklist - Spill Response Management

Spill Management Checklist Incident name:
Prepared by: Date Prepared:
Task Date Time Initials
Notification
Response initiation
Site characterization and site safety
Site security
Set up ICS (to include: Command, Operations, Planning, Logistics, and Finance)
Source stabilization, salvage, & lightering
Decontamination plan
Communications plan
On-water containment, recovery, and storage plan
Surveillance - air, land (SCAT teams)
Consider alternative response technology
Shoreline protection and recovery plan
Wildlife protection and rehabilitation plan
Public information
NRDA and claims
Restoration and/or mitigation
Waste management plan
Demobilization Plan

Incident Situation Display

The situation display provides an up-to-the-minute status of the incident situation for the spill management team members and others. It should be displayed prominently at an appropriate and accessible location in the Incident Command Center. Personnel in the Situation Unit, part of the Planning Section, maintain the Situation Display and assure that it is updated on a regular basis.

The Situation Display is used primarily for a large or protracted spill response. In a smaller spill, however, much of the same information is needed, but it is made available to the spill management team in a less formal way.

SITUATION DISPLAY

STORY BOARD


Initial
Notification
Weather/Tides
Situation
Report
RESPONSE OBJECTIVES ORG CHART RESOURCES AT RISK SUMMARY SITUATION AND PLANNING MAPS ASSIGNMENT LIST INCIDENT STATUS SUMMARY RESOURCES STATUS MEETING SCHEDULE
ICS 202 ICS 207 ICS-OS-232 ICS 203 ICS-OS-209 ICS 201-4 ICS-OS-230

Regulatory Citations

State Regulations

State of Alaska regulations regarding contents of oil discharge and contingency plans under 18 AAC 75.425(e)(1)(A) specify that the following information be included within the Emergency Action Checklist section of a plan:

".....a short checklist of the immediate response and notification steps to be taken if an oil discharge occurs, ...."

Alaska Department of Environmental Conservation (ADEC) Guidelines

ADEC Oil Discharge Prevention and Contingency Plan Application and Review Guidelines July 1994 provides, in part, the following information regarding required contents of this section:

"The emergency action checklist must list the immediate and essential steps that must be taken in the event of a discharge, including the following information:

  1. The immediate actions to be taken (e.g., safety procedures, initial containment and control measures, mobilization of response, etc.)
  2. The name, title, work, and home telephone numbers of the primary company contact person in the event of a spill. Alternate names, titles, and phone numbers should be listed as needed to ensure that someone with appropriate authority can be promptly located and alerted of a spill at all times.
  3. Emergency phone numbers for the appropriate State, federal, and local agencies that require notification in the event of a spill, including as applicable:
    1. The Alaska Department of Environmental Conservation;
    2. The U.S. Coast Guard (USCG);
    3. National Response Center;
    4. Local firemarshal and/or police departments.

The Emergency Action Checklist should cross reference the appropriate section(s) of the plan where detailed information is described.”

In the sections above, there are useful guides for SEAPRO member companies to reference during a spill response: (1) Checklist(s) of activities or issues to address during an incident; and (2) an incident Situation Display (where large versions of various Incident Command System (ICS) forms are put on a display board to provide up-to-date information to those in the Command Center regarding the spill).