A look inside Alachua County Emergency Management's Operations Center

Editor's note: This story was submitted by Alachua County and written before the arrival of Hurricane Helene.

In October 2018, Tropical Storm Michael emerged in the Caribbean Sea southwest of Florida. Within just 48 hours, it intensified into a formidable hurricane, charting a course straight toward Florida's panhandle.

As Michael approached, roughly 375,000 residents faced evacuation orders with minimal time to prepare. Many chose to stay, only to later regret their decision as the storm unleashed its fury.

The hurricane carved a path of devastation, claiming 74 lives and becoming the first Category 5 hurricane to make landfall in Florida since Hurricane Andrew in 1992.

Jen Grice, then a special-needs shelter consultant for the state, found herself at the heart of the crisis. She was tasked with relocating dozens of displaced individuals from a Tallahassee shelter to a new facility in Pasco County, nearly four hours away.

Now serving as the director of Alachua County Emergency Management, Grice reflects on the experience as a stark reminder of the importance of preparedness and staying informed.

“Events like Hurricane Michael leave so little time for action,” she said. “It underscores why we must always be ready.”

At the Alachua County Emergency Operations Center (EOC), Grice and her team work tirelessly year-round to enhance the county's readiness for emergencies that threaten the area. Their responsibilities include communicating with residents on impending emergencies, assessing storm damage, and advocating for federal and state funding for local recovery efforts.

Related news: FEMA still accepting applications for assistance from residents impacted by Hurricane Debby

Hurricane Debby

During Hurricane Debby , the EOC operated around the clock, staffed by county departments, first responders, the Health Department, utility providers and the military. They monitored the storm’s progress, including rainfall, winds, flooding and power outages.

Hurricanes sometimes spawn additional threats, such as tornadoes.

The team received a report of a tornado in Alachua County. But within minutes of receiving the call and the county’s communications office sending out a warning, it disappeared.

“Tornadoes are probably the scariest disaster any emergency manager can experience,” said David Peaton, the assistant director of Emergency Management. “They are unpredictable and fast. The amount of warning we have for them can be so short, and sometimes there’s no notice at all. It’s truly one of the most unpredictable natural disasters out there with the highest potential for loss of life.”

After the storm had passed, Emergency Management urged residents to report damage. This initiative has already resulted in the Federal Emergency Management Agency (FEMA) providing $1.8 million in aid to more than 3,000 individuals and business owners.

The vital role of ham radio

In the event of power outages and communication system breakdowns, Leland Gallup and his team with Amateur Radio Emergency Services (ARES) are a crucial lifeline. This federally licensed group operates ham radios and supports shelters and the EOC during emergencies.

Should all communication technology fail, the ham radio system allows the EOC to communicate critical information with emergency shelters and other agencies.

“We’re all volunteers, which is why we’re called amateurs, but we’re licensed by the Federal Communications Commission,” Gallup said. “Our role demonstrates how private citizens can significantly contribute to local government and public safety in times of emergencies.”

The group has about 30 volunteers countywide and is always looking for new members to train and get licensed.

Navigating the pandemic

Emergency Management’s scope extends beyond storms. The COVID-19 pandemic presented a unique and daunting challenge like no other the division had ever seen.

The EOC was activated for 27 weeks starting in March 2020. For the first time, staff had to operate virtually to ensure safety, though Emergency Management staff were stationed inside the EOC.

During the pandemic, Alachua County experienced tens of thousands of reported infections and hundreds of deaths from the virus, according to the Johns Hopkins Coronavirus Resource Center.

Emergency Management played a critical role in releasing information about testing sites, infection rates, safety protocols and vaccinations. The department also coordinated logistics for the Florida Department of Health, distributing hundreds of thousands of supplies to hospitals and nursing homes. Fire Rescue took the unprecedented step of delivering vaccines to homebound people unable to get to a vaccination site.

“While the pandemic was disheartening in many ways,” Grice added, “it also shined a light on how all these different government entities, hospitals, educational institutions, nonprofits, the private sector and residents could come together during an unprecedented situation.”

Importance of being prepared

Every disaster brings new lessons and opportunities for improvement.

While government agencies play a crucial role in preparedness and response, residents must also take proactive steps. That goes beyond stockpiling supplies or emergency kits. It involves reviewing existing insurance policies, considering flood insurance, and safeguarding homes.

— Andrew Caplan is a public information officer for Alachua County. He is a former local news editor for The Gainesville Sun .

This article originally appeared on The Gainesville Sun: A look inside Alachua County Emergency Management's Operations Center