During the 1997 Rainbow Family Gathering there were one to three people working in the Planning Section. The planning section chief, resource unit leader and situation unit leader. While there were similarities between this event and a wildfire incident, there were also many differences.
IAP's: Incident Action Plans were prepared for each day. The daily changes were minimal, but IAP's were distributed at each briefing and served as a source of information that highlighted changes made from the previous day. These LAP's also served as documentation for tracking assigned resources. Two different LAP's were prepared daily. One was used by the Law Enforcement Officers (LEO's) for assignments and This one was labeled "For Official Use Only" and was only given to the IC, Command and General Staff (if they wanted one), ICP Dispatch, and the Forest Service end cooperative agencies Law Enforcement Of ficers. These plans were kept in a cupboard until given to the LEO's and were then shredded at the end of each shift. A second LAP was prepared to give to the Forest Supervisor, District Ranger, District and Supervisor's Offices from desks, local dispatch organization and the Information Officer. This LAP did not includes LEO's names, work hours or radio frequencies.
Meeting and briefing facilitation:
Meeting facilitation was a much greater time commitment during this event than a wildfire. During the first week, the PSC facilitated 3 to 4 meetings per day.
The team had a daily "Team meeting" at 1600 each day. At that meeting, each member updated the team on events that had occurred that day, brought forward issues that the team must handle and make decisions as necessary. This meeting was attended by team members, district representatives, forest representatives, cooperative agency representatives (Oregon State Police) and the Washington Of fice Review Team members while they were at the event. This meeting provided an opportunity for people to know that they could meet with the team and discuss issues associated with the event. It is very important that this meeting occur daily and at the same time. The day's events generate the topics for the meetings and the need for decisions. A flip chart with agenda items was left up during the day and people could add topics as they came up during the day.
The Central Oregon Area Team (COAT) had meetings every two to four days. These meetings were important to maintain communications between team members who must be able to respond quickly and with confidence on their next wildfire assig ment Due to the high stress and frustration associated with this event, this meeting provides an opportunity for people to voice those frustrations and discuss their problems and concerns. These discussions provide information about how others on the team are dealing with their frustrations and concerns. It is important to have the IC at these meetings, if possible.
Operational Briefings:
Operational Briefings were scheduled at 1200 and 2400, which was shift change for the LEO's. Section Chiefs attended these meetings to discuss general information from each of their sections. Not all chiefs attended each briefing. When new LEO's began their first shift, each chief gave a detailed discussion of the important information from their section. Following briefings were less detailed' emphasizing the changes, and not all chiefs attended. It is important that the IC and other section chiefs attend these meetings so that the LEO's realize that they are working for an incident command team that is there to support their efforts.
At the 1200 briefing, the general discussion is facilitated by the PSC the sections chiefs provide the information. After all sections have presented their information, they were then asked to leave the briefing room. Further discussion about daily assignments continued with the LEO's' Division Supervisor and LE Operations Section Chief.
The 2400 briefings had two team members, that were not from the law enforcement section These team members presented changed and new information to the LEO's going to the field Their presence was important to let the LEO's know that all members of the team supported their assignments. A tten dance was scheduled in advance but could be traded with other team members.
The planning section also produced maps of the gathering site and surrounding areas The information was gathered by the Situation unit leader, Resource Operations Section Chiefs, LEO's and Logisitics section. The Ochoco National Forest has a complete GIS system that produced excellent maps. Some of the maps produced include Helispot locations, parking areas, safety zones for escape from wildfires, land allocations and ownership.
ICS-209's were completed when significant changes occurred prior to June 30. After June 30, a daily ICS-209 was prepared This was negotiated with the local dispatch center and may or may not be necessary for future events. The information included in the -209 focused on the law enforcement activities and attendance estimates. The information to be included was cleared with the LE Operations Section Chief, before the first -209 was completed The LE Ops Chief told us what could and could not be included in the -209.
Filing: The planning section compiled the documentation associated with the event, except for any law enforcement information. All of the law enforcement information was kept with the LE Operations Section Chief and was not made available for the final documentation package. The team and forest agreed that the final package would be be kept in the Ochoco National Forest Supervisor's Of Office No law enforcement information is available in this package.
-PUBLIC AFFAIRS ACTION PLAN-
Prepared by: Carrie Sammons, Incident Information Officer
Reviewed by: Dave Johnson, Deputy Incident Commander
Approved by: Mike Lohrey, Incident Commander
I. Introduction and Objectives
II. Issues and Concerns
III. Action Items
IV. Appendix A: Incident Information Team
V. Appendix B: Letter to Congressionals
VI. Appendix C: Initial Rainbow Gathering Briefing Paper
VII. Appendix D: List of Key Contacts
VIII. Appendix E: Daily Trapline Locations
Deschutes National Forest
Public Affairs Action Plan
Each year a group of individuals known as the "Rainbow Family of Living Light" gather on National Forest land. This year's gathering is expected to be very large due to the fact that it is the 25th anniversary of the event. Estimates are between 20,000 and 40,000 Rainbows.
The group has no recognized leader or governing body for the Forest Service to issue a special use permit to. Because of the nature and overall philosophy of the group no one is responsible for-the gathering. This can make it somewhat difficult for the Forest Service to deal with.
In 1988 the Forest Service challenged, in Federal Court, the Rainbow Family's right to gather on the Forest. The Court ruling upheld their position, holding that a refusal by the Forest Service to accommodate them would violate their constitutional right of free speech and right to assembly. It is the present policy of the Forest Service to accommodate these gatherings in a cooperative and environmentally responsible manner.
The 1997 gathering will be held at Indian Prairie, on the Big Summit Ranger District of the Ochoco National Forest.
The gathering of the Rainbows is usually controversial and a cause of concern with local communities and residents near the gathering site. In an effort to maintain and enhance community relations and to document a public affairs strategy the following action plan was developed.
This plan addresses both internal and external needs and concerns. It outlines the primary issues and concerns and has a section of "Action Items".
II. Objectives:
The objectives of this plan are to:
- Maintain an open line of communication with local residents/communities, employees, cooperators, the media and the Rainbow Family.
- Provide current and factual information concerning the gathering to internal and external contacts.
- Clearly define the actions/tasks required to conduct a successful and meaningful public affairs program.
ISSUES AND CONCERNS
The following are a list of the primary issues and concerns regarding the Rainbow Gathering. The public affairs plan for this incident is designed to address issues and develop strategies and techniques to deal with them.
Impact on the Community
The community of Prineville is concerned about the Gathering. Business owners are concerned about shoplifting, loitering and other activities that could negatively impact their business. They are also concerned that the Rainbows may startle or intimidate regular customers and tourists visiting the area. Our public affairs goal for these issues is to be in constant contact with the con unity members. He want to insure thee that we are concerned with their problems. we are the right people to help thee with their problems, and we are listening to the for suggestions. We will also keep then informed about what to expect in the immediate future.
Public Health Concerns
The community is concerned that the Rainbow Gathering is a threat to public health. There are concerns that there is not adequate sanitation at the site. Our public affairs goal for this issue is to communicate to the public that the Oregon State Public Health Department is monitoring water quality at the site as well as other sanitation issues and will be advised of any changes in water quality. He will also co communicate to the public that the Rainbows are cooperating with us to prevent water contamination.
Public Safety
There is a concern for public safety during the Rainbow Gathering. One concern involves traffic and access to the gathering site. The road is narrow and winding and the traffic is heavy. Our public affairs goal for this issue is to "get the word out. that people traveling the road should use extra caution and should be aware of unexpected hazards (people, cows, sheep and log trucks!) Additional signage and reduced speed limits will help to reduce the risks.
Forest Resource Damage
There is public concern that with the large number of people in the area the Forest resources, especially meadow vegetation, will be severely damaged. Our public affairs goal for this issue is to communicate to the public that we are monitoring the impacts to the forest resources and we are working with the Rainbows to minimize the impacts. There is a rehabilitation plan that was developed cooperatively between the Family and the Forest Service and the District will work with the Family to i plement the plan.
Rumor Control
The very nature of the Rainbow Gathering fosters rumors and untruths, both within the Rainbows and the community. Rumors have a way of making issues and major problems out of nothing. Our public affairs goal for this issue is to dispel any rumors i mediately and to keep our ears open for early alerts to rumors.
1. ACTION: Develop a one page briefing paper regarding the rainbow gathering. Distribute to all R6 employees (via DG.)
RESPONSIBILITY: Incident Information Officer (II0)/R-6 PAO
TO BE COMPLETED BY: DONE
2. ACTION: Conduct employee briefings at SO and all Districts. Intent of meetings will be to inform all employees of the gathering and what to expect.
RESPONSIBILITY: Central Oregon Interagency Incident Management Team
TO BE COMPLETED BY: DONE
3. ACTION: Contact RO Public Affairs to establish procedures for keeping them informed during the gathering.
RESPONSIBILITY: II0/PAO
TO BE COMPLETED BY: DONE
4. ACTION: Brief key contacts and elected officials about the gathering and what our position is.
RESPONSIBILITY: II0
TO BE COMPLETED BY: DONE
5. ACTION: Make contact with cooperating agencies or those that could be impacted by gathering. Explain how our information office will function. We may want to consider using public affairs representatives from other agencies (interagency P.A. unit or at least co-locate operations.)
RESPONSIBILITY: Line Officer/PAO
TO BE COMPLETED BY: DONE
6. ACTION: Develop a telephone/address mailing list of major media and key contacts.
RESPONSIBILITY: IIO/PAO
TO BE COMPLETED BY: Done
1. ACTION: Provide Forest employees with a regular situation report.
RESPONSIBILITY: IIO
TO BE COMPLETED BY: On-going during gathering.
2. ACTION: Provide RO Public Affairs with a daily situation report (written & verbal.)
RESPONSIBILITY: IIO
TO BE COMPLETED BY: On-going during gathering.
3. ACTION: Provide an information center at the Ochoco Ranger Station to provide information, updates and map.
RESPONSIBILITY: On-going during gathering.
TO BE COMPLETED BY: ASAP
4. ACTION: Establish a Rainbow information telephone number. This number will be dedicated to providing current information about the gathering.
RESPONSIBILITY: II0
TO BE COMPLETED BY: Done 541-447-1349 or 1481
5. ACTION: Establish and maintain a public incident information center where information regarding the gathering can be collected and disseminated.
RESPONSIBILITY: II0
TO BE COMPLETED BY: Done
6. ACTION: Conduct press conferences and public meetings.
RESPONSIBILITY: IC/IIO
TO BE COMPLETED BY: As needed to meet Incident/Forest needs.
7. ACTION: Maintain periodic contact to update various elected officials, cooperators and key contacts.
RESPONSIBILITY: IIO/Line Officer/IC
TO BE COMPLETED BY: As needed and appropriate.
8. ACTION: Establish working relationship with the media to ensure that timely and accurate information is disseminated. Formal media tours of the gathering site will not be conducted. FS contact will only be made outside of the site.
RESPONSIBILITY: IIO
TO BE COMPLETED BY: On-going
9. ACTION: Make contact with adjacent landowners, residents in the gathering site area and other effected individuals and groups.
RESPONSIBILITY: IIO/District
TO BE COMPLETED BY: On-going
10. ACTION: Maintain contact with appropriate Rainbow representative to coordinate and discuss information and public affairs needs and activities.
RESRONSIBILITY: IIO
TO BE COMPLETED BY: On-going.
1. ACTION: Conduct family meeting at SO and Big Summit Ranger District to discuss the events of the gathering and to answer questions.
RESPONSIBILITY: COIIMT
TO BE COMPLETED BY: Within 7 days of the end of the gathering
2. ACTION: Provide RO Public Affairs and COIIMT records with a final report of IIO activities during the Gathering.
RESPONSIBILITY: IIO
TO BE COMPLETED BY: July 10, 1997
3. ACTION: Make follow up contacts with various elected officials, cooperators and local residents.
RESPONSIBILITY: IIO
TO BE COMPLETED BY: post-gathering
4. ACTION: Maintain Rainbow contact person and number for public and media to contact for misc. information and requests.
RESPONSIBILITY: IIO
TO BE COMPLETED BY: As appropriate