Weekly Log 1.2

Title Page

Document No.
Weekly log Week Commencing
OFFICIAL SENSITIVE
Conducted on
Prepared by
Location

Log

Date and time that this Log is started
Entry
- Log Entry
- Log Reviewed by Post Holder
- General Notes
- Decision
- address
- sketch
- photo
- weather
- METHANE
- Conversation
- Personnel
- Briefing
- Local Authority Assets Required
- Formal Meeting
- Local SitRep
- Wide SituationReport
- ETHANE
- Date Change

Review Signature

The above entries are confirmed as correct
PDF Copy of this Log is to be exported to epo@crawley.gov.uk

LOG

Information/Message to post holder
From
Their Contact Details
Action by Post Holder
Add drawing
Add media
Action taken at
Action Confirmed

CRAWLEY BOROUGH COUNCIL SITUATION REPORT

Select date
Sit Rep Number
Author
RAG Status
Situation Overview
Summary of Response
Look Forward
Resourcing
Add media

TACTICAL COORDINATING GROUP (TCG) SITUATION REPORT

Select date
Sit Rep Number
TCG Chair
Author
First Report or Guidance needed?
ANNEX ONE: GUIDANCE NOTES FOR COMPLETING THE SITREP TEMPLATE
Purpose, audience and completion of the SITREP
• The primary audience for the SITREP is the SCG itself.
• Additional audiences will include DCLG Emergency Room, COBR, neighbouring or otherwise affected SCGs and other stakeholders requiring strategic situational awareness.
• The SITREP will usually be drafted in advance of an SCG meeting, then completed and disseminated up/down/sideways as required following the meeting, with agreed actions.
• The SCG and its support staff should determine who completes the SITREP. The GLO/GLT will have a role in synthesising strategic information from the completed SITREP for onward transmission to COBR.
Logic of the template
• The template is a starting point for situational reporting at the strategic level
• The template can be adapted if necessary to fit the specifics of a situation
• Adaptation should not however be done to reflect personal preferences
Protocols for updating
• Material that is new or revised since the previous SITREP should be in red text
• The date/time/source of material should be prominent and clear
RAG status
• The RAG status is an honest and defensible appraisal of three dimensions of the emergency: a) the situation, b) the response to it and c) foreseeable developments.
• Because three dimensions are being combined into a single indicator, and in the absence of a prescribed method of doing so, the RAG status will reflect the collective judgement of the SCG.
• There is no merit in ‘talking up’ or taking an unrealistically optimistic view of where things stand and how they are projected to develop.
• Reading the relevant entry should adequately explain the RAG status given.
• Indicators of the three levels are defined as follows:
Reporting provenance and quality
• The source/time and assessed quality of information should be clearly and prominently reported.
• Where critical uncertainties (i.e. factors that are unknown, but which have the potential to strategically alter the situation if they become known) exist they should be clearly identified and associated risks set out.
Defining concepts and terms for common understanding
• Where common understanding of a concept or term is necessary for shared situational awareness it should be clearly explained.
• Common understanding of terms cannot be assumed – terms should be defined
• Where agreed definitions exist these should normally be adopted and explained (e.g. there is a definition of ‘flood’ in the Water Flood and Water Management Act 2010).
• Acronyms and abbreviations should be minimised, and always explained at their first use in every issue of the SITREP
Reporting provenance and quality
• The source/time and assessed quality of information should be clearly and prominently reported.
• Where critical uncertainties (i.e. factors that are unknown, but which have the potential to strategically alter the situation if they become known) exist they should be clearly identified and associated risks set out.
Defining concepts and terms for common understanding
• Where common understanding of a concept or term is necessary for shared situational awareness it should be clearly explained.
• Common understanding of terms cannot be assumed – terms should be defined
• Where agreed definitions exist these should normally be adopted and explained (e.g. there is a definition of ‘flood’ in the Water Flood and Water Management Act 2010).
• Acronyms and abbreviations should be minimised, and always explained at their first use in every issue of the SITREP
Examples of content for each of the template sections / cells, including numbers involved, nature and severity of impacts and details as required (NOTE that this is an indicative list, not a comprehensive checklist to report against):
• Key locations (including grid reference or postcode)
• Relevant timings (e.g. timescale to mobilise assets or shut down a facility)
• Impact on health and humanitarian assistance
o Casualties / fatalities / missing persons
o Public Health / healthcare / welfare
o Mortuary capacity and operations
o Humanitarian assistance - Rest Centre and other facilities occupancy
o Primary and Secondary healthcare
o Social care
• Impact on essential services
o Telecommunications
o Electricity
o Gas
o Fuel supply
o Water supply
o Sanitation
o Sewage
o Waste management
o Burials/cremations
o Transport, aviation, maritime, rail, road, bus
o Postal services
o Status of reserves or alternative supplies

• Impact on communities:
o Impact on private dwellings
o Impact on public premises / assets
o Homecare
o Vulnerable people/groups
o Evacuation
o Housing and temporary accommodation
o Impact on community transport
o Impact on education
o Community response: nature and extent
o Engagement by the voluntary sector
• Economic impact:
o Businesses directly and/or indirectly affected (numbers or range if estimate)
o Supply chain consequences
o Impact on workforce
o Impact on tourism
o Rural economy (farms, food production sector, etc.)
• Environmental impact
o Water contamination
o Land contamination
o Air pollution
o Waste management issues which may be associated with the response
o Impact on agriculture
o Food availability/supplies
o Animal welfare
• Criminal Justice Issues
o Prisons
o Public order/crime
o Courts
o Protection of property
o Community safety / community cohesion Issues
• Issues relating to response and capability
o Specified, implied, essential, and potential tasks
o Weather: forecast and associated risks
o Current status of resources / capabilities (dispositions and availability)
o Mutual aid / military support
o Key considerations and assumptions
o Constraints on the operation (e.g. time, resources, sustainment, distance, demand and duration)
o Recommended timelines
o Contingency planning
o Capacity of local tier to respond
o Finance

• Emerging recovery issues
o Infrastructure and essential services repair and/or reconnection
o Financial assistance (e.g. business rate or council tax relief)
o Insurance issues
o Any bureaucracy or “red tape” challenges
o Bellwin Scheme
o Future resilience investment
o Lessons (to be) identified
Situation Overview
Summary of the Response
Look Forward
Resource Issues
Strategy
Working Strategy
Overarching Aim
Objectives
Media Strategy
Emergency Services RAG Status
Police
Fire
Ambulance
Other
Local Authority(ies)
State the name of the Authority in the Notes Column
For the RAG Status of the Crawley Council see RAG Status number
Health
Public Health England
Local Public Health
NHS England
Environment Agency
Forecast
Likely impacts and risks arising
Current situation
Met Office
Forecast
Likely impacts and risks arising
Current situation
Transport
Highways England
Network Rail
Highways Authority (see LA)
Train Operating Company
Other
Utilities
Gas
Water
Telecoms
Other
Electricity
Voluntary Sector
Enter the name of the organisation in the notes column
Military
Overview
Enter the name of the unit or by capability area in the notes column
Summary of other involved groups
STAC
Humanitarian Assistance
Recovery Group
Other responders
Enter the Organisation name in the notes column
Other Issues not covered Elsewhere
Date and Time of Next expected update

General Notes

Select date
Notes
Notes
Notes

Meeting

Date and time of meeting
Organisation calling the meeting
- Other
- Met Office
- Police
- Fire
- Ambulance
- Local Authority - Upper Tier
- Local Authority - Lower Tier
- Coastguard
- Environment Agency
- Primary care
- Acute Care
- Military
- Voluntary Aid
- Harbout/Airport
- HSE
- Phone Provider
- Gas Distribution
- Electricity
- Water
- Highways England
- Railways
Method of meeting
- SMS
- Radio
- Face to Face Meeting
- Telephone
- Video Phone
- Paged Message
- Email
Chair
Contact Details
Organisation report notes for
- Other
- Met Office
- Police
- Fire
- Ambulance
- Local Authority - Upper Tier
- Local Authority - Lower Tier
- Coastguard
- Environment Agency
- Primary care
- Acute Care
- Military
- Voluntary Aid
- Harbout/Airport
- HSE
- Phone Provider
- Gas Distribution
- Electricity
- Water
- Highways England
- Railways
Name
Notes

Review Signature

The above entries are confirmed as correct
PDF Copy of this Log is to be exported to epo@crawley.gov.uk

End of day.

Start of new days log
- Monday
- Tuesday
- Wednesday
- Thursday
- Friday
- Saturday
- Sunday

Location

Select date
Add location

Sketch

Sketch of Location
Select date
Sketch of;...
Add drawing

Photo

Select date
Photograph of;...
Image

ETHANE Report

Select date
Exact Location
Exact Location
Exact Location - Ensure GPS tagging is turned on
Exact Location
Type of Incident
The nature of the incident, including how many vehicles, buildings and so on are involved
- Road Traffic
- Weather
- Flood
- Fire
- Building
- Disease
- Wind
- Railways
- Aircraft
- Explosion
- Evacuation
- Terrorism
- Criminal
- Trapped
- Chemical
- Smoke
- Gas
- Other
Description
Description
Hazards - both present and potential
- H1. Domestic Gas Escape
- H2. Oxyacetelyne / LPG
- H3. Bulk Fuel
- H4. Chemical
- H5. Biological
- H6. Radiation
- H7. Explosives or Bombs
- H8. Water
- H9. Electricity
- H10 Other
Access
Annotated Screen print from Google Eath
Route Diagram
Numbers of Casualties
C1. Approximate number of dead
How Many
C2. Approximate number of injured
How Many
C3. Approximate number of non-injured
How Many
Emergency Services - Category 1
Police
Fire
Ambulance
Local Authority - Upper Tier
Local Authority - District / Borough
MCA
NHS
Category 2 responders
Highways England
Strategic Health Authority
Gas Distributers
Water & Sewerage
Electricity Providers
Communications Providers
Rail Operators / Network Rail
HSE
Port Operator

Major Emergency Declared METHANE

Select date
Major Emergency; Has a Major Emergency been Declared? If so by whom?
Exact Location
Exact Location
Exact Location - Ensure GPS tagging is turned on
Exact Location
Type of Incident
The nature of the incident, including how many vehicles, buildings and so on are involved
- Road Traffic
- Weather
- Flood
- Fire
- Building
- Disease
- Wind
- Railways
- Aircraft
- Explosion
- Evacuation
- Terrorism
- Criminal
- Trapped
- Chemical
- Smoke
- Gas
- Other
Description
Description
Hazards - both present and potential
- H1. Domestic Gas Escape
- H2. Oxyacetelyne / LPG
- H3. Bulk Fuel
- H4. Chemical
- H5. Biological
- H6. Radiation
- H7. Explosives or Bombs
- H8. Water
- H9. Electricity
- H10 Other
Access
Annotated Screen print from Google Eath
Route Diagram
Numbers of Casualties
C1. Approximate number of dead
How Many
C2. Approximate number of injured
How Many
C3. Approximate number of non-injured
How Many
Emergency Services - Category 1
Police
Fire
Ambulance
Local Authority - Upper Tier
Local Authority - District / Borough
MCA
NHS
Category 2 responders
Highways England
Strategic Health Authority
Gas Distributers
Water & Sewerage
Electricity Providers
Communications Providers
Rail Operators / Network Rail
HSE
Port Operator

Decision

Select date
Decision Made
Reasoning Behind the Decision
Initials

Conversation notes

Select date
Media Used
- SMS
- Radio
- Face to Face Meeting
- Telephone
- Video Phone
- Paged Message
- Email
When Transmitted
Message was read
Content
Copy of email for evidence
Response sent?
When the response was sent
Content of response
Conversation with....
Content Notes

Personnel

Select date
Agency
- Other
- Met Office
- Police
- Fire
- Ambulance
- Local Authority - Upper Tier
- Local Authority - Lower Tier
- Coastguard
- Environment Agency
- Primary care
- Acute Care
- Military
- Voluntary Aid
- Harbout/Airport
- HSE
- Phone Provider
- Gas Distribution
- Electricity
- Water
- Highways England
- Railways
Name - Include Particular Company or Division if relevant
Contact Details

Briefing

Select date
Location of next Briefing
When the Briefing is due. (be there 5 minutes early)
Briefing Agency
- Other
- Met Office
- Police
- Fire
- Ambulance
- Local Authority - Upper Tier
- Local Authority - Lower Tier
- Coastguard
- Environment Agency
- Primary care
- Acute Care
- Military
- Voluntary Aid
- Harbout/Airport
- HSE
- Phone Provider
- Gas Distribution
- Electricity
- Water
- Highways England
- Railways
Briefing Notes

Local Authority Assistance required.

Select date
Assets Requested
- Dangerous Structure - Building Control
- Site Clearance - Waste Management
- Evacuee Transport
- Workforce Transport
- Rest Centre
- Humanitarian Assistance Centre
- Pollution Issues
- Identifying Vulnerable
- Bio Waste Removal
- Other
Numbers involved

Essential Contacts List

Organization
- Other
- Met Office
- Police
- Fire
- Ambulance
- Local Authority - Upper Tier
- Local Authority - Lower Tier
- Coastguard
- Environment Agency
- Primary care
- Acute Care
- Military
- Voluntary Aid
- Harbout/Airport
- HSE
- Phone Provider
- Gas Distribution
- Electricity
- Water
- Highways England
- Railways
Name
Contact type
- Landline
- Mobile
- Pager
- email
- website
- postal address
- other
Landline
Mobile
Pager
Email
Website
Address
Other