Prep for Planning Meeting - General Tasks Checklist

Incident Commander

• Monitor and provide guidance/clarification regarding on-going operations; meet with appropriate staff members as needed.
• Determine which member(s) of the UC will present UC comments at the meeting.
• Ensure Command Staff is prepared to discuss and resolve safety, liaison and media considerations and issues.

Safety Officer

• Review/modify Form 204 Assignment List to ensure safety considerations are noted on each work assignment based on Form 215a Safety Analysis Worksheet.
• Ensure Safety and Medical Plans are prepared to cover proposed tactical operations for next operational period.
• Prepare safety briefing for Planning Meeting including, if appropriate, the Form 223 Health and Safety Message.

Public Information Officer

• Meet with other IMT members to discuss media issues/needs.
• Obtain briefing from Assistant Public Information Officers.

Liaison Officer

• Obtain briefings from Assistant Liaison Officers in the field.
• Gather situational information from the Situation Unit Leader (SITL).
• Prepare information for Liaison Status Briefing, including: significant liaison activities, agency/stakeholder involvement/issues, VIP visits, etc.

Operations Section Chief

• Develop Form 204 Assignment Lists for tactics listed on the Form 215 Operational Planning Worksheet and ensure Form 215 accurately represents the resource needs for each.
• Identify and communicate any updates to areas of operation, overflight information, or resource deployments to the SITL for display on the Situation Map to reflect current operations in the field. Communicate to RESL proposed changes to the Operation Section Form 207 Organization Chart.
• Finalize Form 234 Work Analysis Matrix and assist RESL with updates to the Form 215 Operational Planning Worksheet to present at Planning Meeting.

Planning Section Chief

• Coordinate and ensure completion of the forms and supporting plans that make up the IAP as identified in the Command Objectives Meeting
• Ensure Form 230 Daily Meeting Schedule is up-to-date and posted and key attendees are prepared for the Planning Meeting.
• Ensure the SOFR and ENVL are including the safety and environmental considerations and mitigation measures on each Form 204 Assignment List.
• Review Form 233 Open Action Tracker and ensure staff are prepared to discuss open items with the IC/UC.
• Ensure handouts are prepared for Command to support presentation, projections and setup the meeting room.

Resource Unit Leader

• Ensure Resource Summary is up-to-date with current operations with assistance from Operations and Logistics.
• Complete necessary modifications to the Form 215 Operational Planning Worksheet; confirm with LSC that resource needs can be sourced by the beginning of the next operational period.
• Work with OSC, PSC, SOFR, and ENVL to create Form 204 Assignment Lists based on the Form 215 Operational Planning Worksheet.
• Submit Form 213 RR Resource Requests for resources identified as needed on the Form 215 Operational Planning Worksheet.
• Ensure Form 204 Assignment Lists contain environmental and safety considerations and appropriate mitigation measures.
• Update Form 207 Organization Chart with current and proposed changes from Section Chiefs.

Documentation Unit Leader

• Update Form 233 Open Action Tracker for use in Planning Meeting.
• Prepare Form 231 Meeting Summary for Planning Meeting.
• Ensure appropriate forms and reports are prepared to use during the Planning Meeting.
• Provide duplication services as requested by the section chiefs.

Situation Unit Leader

• Update situation map with input from Operations, ENVL, and Logistics (e.g., areas of operation, facilities, resources at risk, staging areas).
• Update Weather Report to reflect current/forecast conditions, current overflight information, and predicted trajectory-plume forecasts (24 & 48 hrs.), if needed.
• Update Form 209 Incident Status Summary with assistance from the RESL, SOFR, ENVL, and Operations Section.
• Prepare meeting room to ensure all appropriate updated forms (Forms 202, 232, Resource Summary, 209, 230, 234, & 215) are available during the meeting.

Environmental Unit Leader

• Update Form 232 Resources at Risk/Form 232a ACP Site Index and assist SITL to ensure resources at risk are displayed and up-to-date on the situation map.
• Work with RESL to prepare Form 204 Assignment Lists related to environmental tactical field activities using Form 215e Environmental Analysis Worksheet findings.
• Ensure Form 215 Operational Planning Worksheet accurately represents any Environmental Unit tactics and any required resources.
• Review all Form 204 Assignment Lists to identify potential environmental issues/considerations and mitigation measures as appropriate.

Logistics Section Chief

• Assist RESL with updating Resource Summary.
• Meet with Logistics Units; identify, check availability of and order resources required for the next operational period and additional support needs based on the Form 215 Operational Planning Worksheet.
• Identify any actual or potential resource availability issues and discuss with the OSC and PSC prior to the Planning Meeting to adjust strategies and/or tactics accordingly.
• Verify necessary support services, materials, and supplies including communications, transportation, medical, lodging, meals, etc. will be in place for the next operational period.

Finance Section Chief

• Be prepared to provide estimated cost, daily cost, and claims update at the Planning Meeting.
• Review resources assigned/ordered to determine proper use depending on funding source restrictions and regulations.
• Provide input on resource availability due to contacting/procurement issues.