Quick recap
The meeting began with administrative matters including introductions and technical setup for a presentation, followed by an overview of the Utah PIO Association’s activities and upcoming events. The main focus was a detailed discussion of a complex incident that occurred in South Salt Lake in April, involving multiple challenges and requiring coordinated emergency response efforts.
The session concluded with lessons learned from the incident, emphasizing the importance of effective communication, preparedness, and the need for clear protocols during emergencies.
Association Announcements
- Utah PIO Association members to sign up for the upcoming conference in September.
- The Utah PIO Association held a meeting in South Salt Lake, welcoming members and introducing their board members. Laura Magness, PIO Association President, encouraged attendees to join the association online at utapio.org and attend the upcoming September conference, which costs $300 and plus hotel accommodations.
Summary of South Salt Lake Incident Review
Crisis Communication and Team Advocacy
Julie discussed a complex incident on April 27 that involved multiple challenges, including fire, storm drains, power outages, and gas leaks, but fortunate circumstances, such as the incident occurring on a Sunday afternoon with no active businesses, minimized casualties and evacuations.
She emphasized the importance of communication during crises and shared her journey advocating for effective communication within her organization, highlighting the need for smaller entities to prioritize and fight for communication resources despite the challenges. Julie also introduced her team and other departmental supports, including the police department’s communication outreach function and media relations, and expressed hope for sharing lessons learned and fostering growth through collective experiences.
South Salt Lake Emergency Response
Julie provided an overview of South Salt Lake’s history, services, and current developments, emphasizing its status as a fully functioning city with a strong sense of local control.
She then detailed a significant incident on April 27th involving a vehicle fire that led to gas leaks and evacuations, describing the complex response involving multiple stakeholders including fire departments, police, gas companies, and public works.
The event highlighted the challenges of managing utilities in a small city with shared infrastructure, and the successful coordination of emergency services to contain the situation and provide shelter for affected residents.
Incident Response and Public Safety
Julie discussed the immediate impacts of a recent incident, including a hard closure on West Temple and some lane restrictions. She emphasized the importance of direct communication and being late but correct rather than hurried and wrong. Julie highlighted the teamwork and quick response of all involved in keeping the public safe. She also mentioned the use of IPAWS for alerts and the need for detailed evacuation instructions.
Emergency Communication and Shelter Planning
Julie discussed the importance of careful communication when referring to shelters, emphasizing that they should be specifically designated for evacuation zones. She highlighted the need to build networks and relationships before emergencies occur, suggesting that having an emergency manager or trained staff can be beneficial. Rachael also stressed the importance of having a designated communication channel for crises and encouraged attendees to reach out to colleagues and organizations for support.
Emergency Preparedness and Communication Strategies
Julie shared lessons learned from a recent incident, emphasizing the importance of selecting a primary channel for information updates and being concise in messaging. She advised using a group text or a dedicated tool like Titan HST for internal communications.
Julie also stressed the need to prepare a “go bag” with essentials like food, water, and warm clothing, and to organize contacts and logins for emergencies. She recommended having a prearranged contract with a boarding company like UDK for business board-ups and suggested setting up a shelter with the American Red Cross if evacuation is expected to last more than two hours.
Emergency Communication Strategy Discussion
Julie discussed the challenges and wins of setting up a JIC/JIS, highlighting the rapid information flow and the advantage of having all necessary stakeholders present. She explained her strategy for managing media and public communication during an incident, emphasizing the importance of being slow and correct to avoid releasing inaccurate information.
Julie also touched on the use of emergency alert systems and the need for direct communication with residents, mentioning the development of a new software for utility account holders. The conversation ended with a brief discussion about a bomb threat incident in another city, reinforcing the value of slow and accurate communication.
South Salt Lake Presentation Recommendations/Takeaways
- Create an emergency go-bag with essentials like warm clothing, food, water, pen, paper, and charging equipment.
- Organize and update contact lists and login information for various platforms.
- Establish relationships with the American Red Cross and complete necessary paperwork for potential shelter setups.
- Consider implementing a single internal communication channel strategy for emergencies.
- Practice using alternative devices (e.g. phones) for website updates during emergencies.
- Update your media staging procedures for evolving emergency situations.
- Establish predictable update schedules with media during emergencies.
Utah PIO Association 