The Strategic Plan of Emergency Management in Palm Beach, Florida

Transcription

1 Palm Beach County Department of Public Safety Five Year Strategic Plan Page 1 of 41

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3 Mission To minimize the impact of emergencies and disasters to our community through education, planning, and response by coordinating information and resources. Vision To be a world class emergency management agency keeping our community safe and resilient by working together with our partners and the public as a team. Adaptability Commitment Excellence Integrity Knowledge Leadership Professionalism Teamwork Values to be able to adjust readily to different and changing conditions the act of engagement, involvement the fact or state of excelling; superior in knowledge adherence to moral and ethical principles the fact of state of acquaintance or familiarity gained by sight, experience, or report the position or function of a person who guides or directs a group the standing, practice, or methods of a professional, as distinguished from an amateur cooperative or coordinated effort on the part of a group of persons acting together as a team or in the interests of a common cause. Page 3 of 41

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7 Table of Contents Mission... 3 Vision... 3 Values... 3 Organizational Chart... 4 Table of Contents... 7 Director s Message Emergency Management Accomplishments Emergency Management Statistics Five (5) Year Strategic Plan Page 7 of 41

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9 Director s Message Director s Welcome Welcome to this year s edition of the Palm Beach County (DEM) Strategic Plan. I am very proud of the accomplishments that our world class team has made during this past fiscal year and the future only looks brighter! Although we have yet to be impacted by a hurricane, we did have some major flooding issues. On January 9 th and 10 th, Palm Beach County was impacted by a major rain event. The National Weather Service described it a one in 100 year storm. That storm dumped 22 inches of rain on Palm Beach County with South Florida Water Management District stating that some areas received as much as 15 inches of rain in three hours. This rain event flooded homes and closed many roads, including Interstate 95 (I-95). The last time I-95 was closed was 30 years ago! A Presidential Disaster Declaration was requested to FEMA from the State and even though there were over 170 homes that sustained some level of damage, unfortunately we were not able to obtain a Declaration. Instead we received a Small Business Association (SBA) Declaration. An SBA Declaration allows for low interest loans to be made available to those affected by the disaster. Hurricanes are not our only hazard; we have 12 core hazards in Palm Beach County and we stand ready to respond to any and all of these hazards as evidenced by our Duty Officer program. The Duty Officer is rotated between 13 DEM staff members on a weekly basis and is on call and available to respond to any incident 24 hours a day, seven days a week to assist the on scene Incident Commander with resource management, public information, and protective actions. This year there were five (5) Duty Officer responses including a major gas leak in Tequesta that required a multi-agency/multi-jurisdictional unified command team to be established, the evacuation of approximately 1,500 residents, a sheltering operation, responder rehabilitation, mass care, and coordination with multiple jurisdictions including Martin County as impacts of this incident crossed the county line. This particular incident lasted over 11 hours. As always, DEM maintains a robust public education and community outreach program. For the second year in a row we partnered with Radio Disney, but this time the event was held at the newly opened Palm Beach Outlet Mall. DEM staff and volunteers were on hand to speak with shoppers about how to be prepared for the upcoming hurricane season as well as for all disasters. In addition, shoppers were given the opportunity to find out whether they lived in a hurricane evacuation zone, know what shelters were in Page 9 of 41

10 their area and what grocery stores and home improvement stores near them had generators. Did you know that nearly 200,000 people live in storm surge areas and that recent studies suggest that 50% of the population do not have an evacuation plan? PLEASE don t be a statistic. In addition to our outreach events such as the one at the Palm Beach Outlets and the Florida State Fair, we unveiled the Know Your Zone campaign. That consisted of a mailing to all 180,000 water utility customers urging them to prepare for, not only hurricanes, but for all disasters. The mailer was written in English, Spanish, and Creole and explained how to Make a Plan, Build a Kit, Get Involved, and Be Informed. The mailer also directed residents the new citizen information website February 8th was proclaimed CPR Day by Commissioner Mary Lou Berger and was our second annual CPR Day. This year, students from nine medical magnet programs were trained as Hands Only CPR instructors and on that day, those students went into 19 fire stations throughout Palm Beach County to train citizens, free of charge, in hands only CPR. This year 300 previously untrained citizens were trained. Teaching Hands Only CPR can save many lives by filling communities with people who are trained to give sudden cardiac arrest victims the immediate help they need to survive until professional medical help arrives. This year, Palm Beach County experienced an audit of the Community Rating System (CRS) by the Insurance Services Office (ISO). By meeting specific criteria of this program, residents can be offered significant discounts on their flood insurance premiums. I m proud to announce that Palm Beach County has been granted a preliminary rating of a Class 5. Although a preliminary rating, I am confident we will maintain this rating. I would like to thank and congratulate all of our County partners that have made this possible. Great job! I am very proud of the accomplishments that our world class Division of Emergency Management staff has made over the past 12 months. I know that as you read through this document, you will be proud of where, we as a Division, have been and the direction that we are heading. Digitally signed by Bill Johnson RN Date: :00:58-05'00' Bill Johnson, RN, Director November 10, 2014 Date Page 10 of 41

11 2014 Emergency Management Accomplishments Operations Section The Operations Section responds to emergency incidents to provide support and coordination of local, state, and federal resources. The Section manages the Emergency Operations Center (EOC) during disaster activation functions ensuring that all stakeholders are present at the EOC and function at an optimum level. The Operations Sections provides 24-hour a day, 7-days a week communications for specific County departments and partner agencies through the County Warning Point (CWP) and coordinates with the State of Florida Watch Office. County Warning Point The County Warning Point (CWP) is a county-wide 24-hour a day staffed communications center which provides monitoring, notification, and warning to the emergency response team, municipal partners, non-governmental agencies, State EOC and other partner agencies with response responsibilities. The County Warning Point serves as a dispatch center and acts as a point of contact for county agencies (except police/fire service) after normal business hours, weekends and holidays. Staffing and Work Environment: o Communicator lead advertised and hired o o o o Hired and trained one (1) new Communicator Installation of the CWP Service Window to eliminate traffic through workspace Updated the CWP Training Manual Updated agency information and referral books o Created a new CWP work schedule which was implemented in August, 2014 Communication systems: o All Communicators and Lead have been trained in EM NET and ComLabs as a pre-requisite to the implementation of Integrated Alert and Warning System (IPAWS) Page 11 of 41

12 o Received the IPAWS acceptance letter for the Collaborative Operating Group o Communicator Lead attended Communicator NXT training in Tennessee o Transitioned the administration of the Communicator NXT program from the Public Safety Department s section to Emergency Management Operational Readiness/Response The Operations Section is responsible for coordinating and monitoring operations directed toward the reduction of the immediate hazard, saving lives and property, establishing situation control, the assessment of the situation, the implementation of temporary supportive measures and the restoration of the impacted area. Numerous County, municipal, non-governmental, and private non-profit and for-profit agencies work under the direction of the Operations Section. Programs maintained under operations readiness and response are all human service programs; including Special Need Shelter, Duty Officer (DO), and Emergency Operating Areas (EOA). Duty Officer (DO) Program o Response to the January Flood Event and April Brush Fire o Secured and trained for the new DO vehicle o Held three Duty Officer meetings/inservice training sessions o Facilitated an After Action Review for the Tequesta Gas Leak Exercises o In addition to the major exercises listed later in this plan, Operations Section staff also participated in the Healthcare Emergency Response Coalition (HERC) Alternative Care Facility Exercise Meetings Facilitated o 8 EM TEAM Meetings o 2 Operations Section Meeting o 1 Emergency Services Branch Meeting o 9 EOA Branch Meetings o 5 Human Services Branch Meetings Page 12 of 41

13 o 3 Mass Care Unit Meetings o 1 Infrastructure Branch Meeting Operations Room o Enhanced the EOC activation notification list to incorporate all EOC activation staff. o Purchased new ergonomic chairs for the Operations Room o Refined what information will be displayed during EOC activations Plans and Procedures o Revised and updated the 2014 EOC Activation Manual to be more user friendly o Attended the Debris Management procedures update meeting o Drafted a new contract with the School District for use as hurricane shelters o Final updated have been made to the Operations Section Coordinating Procedures based on the following meetings: 1 Emergency Services Branch Meeting 6 Human Services Branch Meetings 1 Infrastructure Branch Meeting 2 Recovery Branch Meetings 1 EOA Branch Meeting Special Needs Program o Special Needs re-registration applications mailed o Ongoing data base removal based on statewide morbidity reports o Coordinated two Special Needs Shelter meetings o Held five collaboration meetings with Information Support Services (ISS) to make updates to the Special Needs Shelter and Pet Friendly Shelter databases Page 13 of 41

14 o The current number of Special Needs Registrants is 633 Task Management Tracker o Held 23 review meetings with Division senior staff o Held 13 meetings to monitor the Disaster Recovery Coalition contract Medical Management Facility o Held/participated in five (5) meetings to kick-off and develop a Medical Management Facility program in Palm Beach County Residential Healthcare Comprehensive Emergency Management Plan Review Program The Residential Health Care Facility (RHCF) Comprehensive Emergency Management Plan (CEMP) Review Program was initially under the Recovery Section, part way through the year it was moved to the Operations Section. The program was created by the Florida State Legislature, requiring certain health care facilities to prepare and annually update a comprehensive emergency management plan. These facilities include: Adult Day Care (ADC) Assisted Living Facilities (ALF) Ambulatory Surgical Centers (ASC) Hospitals Skilled Nursing Facilities (SNF) State law requires that the Agency for Health Care Administration (AHCA) develop and adopt minimum criteria for the CEMP. The law also requires that the CEMPs be reviewed and approved by Palm Beach County (DEM). Conducted three Healthcare Facility CEMP Workshops: o Two Adult Living Facility o One Senior Nursing Facility Page 14 of 41

15 Logistics Section Logistics is defined as the planning, implementation, and coordination of the details (people, supplies, equipment, etc.) of a business or operation. The Logistics Section at Palm Beach County's Division of Emergency Management is responsible for requisitioning equipment and supplies that support daily and disaster operations, maintaining equipment and facilities for Palm Beach County's Division of Emergency Management and coordination of points of distribution and logistics staging areas. Emergency Medical Services Program The Emergency Medical Services (EMS) Section is primarily responsible for: The issuance of County Certificates of Public Convenience and Necessity (COPCN) EMS providers; enforcing the Palm Beach County EMS Ordinance (# ), and its accompanying rules and regulations; inspecting all EMS providers ambulances / rescue vehicles and equipment annually; and providing staff support and guidance to the EMS Council, an twenty one-member council that serves as an advisory body to the Board of County Commissioners. Completed 75 Advanced Life Support Inspections Coordinated CPR training at nine Magnet Schools for Palm Beach County Coordinate the distribution $256,000 of grant funded life saving equipment to multiple fire-rescue agencies Coordinated the annual CPR Day on February 8 th, 2014 o Approximately 300 citizens were trained in Hands Only CPR o Training was conducted at 19 fire stations Countywide Radiological Emergency Preparedness Program The Radiological Emergency Preparedness (REP) Program provides response agencies within the county with comprehensive, hazard specific planning, training, exercise and technical capabilities that address radiological and nuclear hazards. Page 15 of 41

16 Drafted, distributed and implemented the first Field Operations Guide for Radiological Emergency Reception Centers Fully implemented a new digital bar code wrist band evacuee registration system and just in time training program in support of the evaluated exercise Designed, implemented and passed the 2014 evaluated biennial nuclear power plant emergency response exercise Chemical Preparedness Program The Chemical Preparedness Program provides response agencies within the county with updated hazard specific planning information that is specifically designed for the consequence management component of hazardous material response. Visited and updated site specific information for 97 chemical facilities in accordance with State contract Accounted for net balance of $13,847 upon close out of annual project/contract Special Events Program The Special Events Program provides large event promoters with a coordinated incident management framework that unites the resources and capabilities of multijurisdictional response agencies Provided Special Event Incident Command coordination to the Palm Beach Marathon. Supply Unit The Supply Unit is responsible for providing the supplies and equipment that are necessary to conduct agency operations. Put into service one (1) new variable message boards Put into service and trained staff on two (2) new light towers Specified, ordered, received and put into service two new heavy duty response vehicles Put into service and trained staff on two (2) new portable buildings Put into service four (4) new generators Page 16 of 41

17 Support Unit The Support Unit is responsible for providing the technical and mechanical support services that are necessary to conduct agency operations. Signed Memorandum of Understanding (MOU) with the Amateur Radio Emergency Services (ARES) for back up communications Implemented Facility Site Selection Procedures Implemented request for Generator Procedures Implemented request for Fuel Procedures Facilities Unit The Facilities Unit is responsible for the physical and mechanical readiness of the EOC as well as any other structure that may be required to support the Division s mission. Installed proximity card readers in the lobby leading into the Operations Room, Digital Information Support Center (DISC), phone room Operations Room o Upgraded the rear presenter monitor o Replaced all chairs Emergency Information Center o Update laptop carts and network connections Conference Room #3 o Installed Crestron control system, new monitors, and new chairs Planning Suite o Replaced all chairs CWP o Upgraded lighting o Installed new service window to improve service and security Page 17 of 41

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19 Planning Section The Planning Section is responsible for undertaking long-range planning activities, including the preparation and update of the Countywide Comprehensive Emergency Management Plan (CEMP), which is a specific policy document guiding growth and development, and provides detailed operations and procedures for the County, and its jurisdictions. The Planning Section also coordinates the efforts of various community stakeholders (e.g., municipal, County, State, and federal government agencies; non-profit organizations; and citizens' groups) in order to develop comprehensive strategies to safeguard the lives and property of Palm Beach County citizens and businesses. The Staff is dedicated to planning for a variety of natural, intentional, and technological hazards, including terrorism and radiological incidents. We continue to focus on the current topics in emergency management, such as developing protective actions for a potential breach in the Herbert Hoover Dike, preparing for an influenza pandemic, and mitigating against the consequences of future hazards. Emergency Information Center (EIC) Coordinating Procedure Finalized Redesigned and streamlined the Hazard Specific Plan template Incorporated new evacuation clearance times into, and revised, the Storm Action Lead Time (SALT); this time delineated checklist helps staff develop a pre-storm to do list Reorganized the Planning library and destroyed or archived all outdated plans Developed and/or updated 11 Standard Operating Guides (SOGs) Reviewed the following municipal CEMPs/EOPs o City of West Palm Beach o City of Lake Worth Developed an inventory system for outreach materials and Community Emergency Response Team (CERT) equipment Page 19 of 41

20 Revisions Committee formed to revise 2015 Local Mitigation Strategy (LMS) Re-established the LMS Times with the April edition and received national recognition Presented Integrating Sea Level Rise into the LMS at the Governor s Hurricane Conference Integrated sea level rise into the project scoring evaluation sheet for the mitigation program Project Prioritization List Successfully reviewed 13 hazard-specific plans Community Outreach Community outreach is the practice of conducting local public awareness activities through targeted community. The has a robust community outreach program through the use of their website, social media, presentations by the DEM Speakers Bureau, and numerous other activities as described below. Preparedness Ambassador Symposium o This symposium targeted religious leaders to become Preparedness Ambassadors. Once trained, Preparedness Ambassadors will relay the knowledge and information they obtained through this initiative to their membership to promote volunteerism and personal preparedness. This program has successfully trained twenty Preparedness Ambassadors. Know Your Zone Hurricane Season 2014 Campaign o Preparedness Mailer to 180,000 Palm Beach County Water Utility customers emphasizing key messaging: Make a Plan, Build A Kit, Be Informed, and Get Involved o Launched a new preparedness website, o Three public service announcements produced o New look to campaign collateral materials such as preparedness posters and bookmarks Page 20 of 41

21 o Three self-service kiosks that provide emergency information featuring the Know Your Zone sequencing Formalized a volunteer Speakers Bureau with more than a half dozen trained members. South Florida Fair 182 hours over 34 shifts staffed by 6 divisions (27 shifts staffed by DEM). Approximately 600 people reached Developed over 12 press releases and preparedness articles for various newsletters and the Count-e-Line Citizen Corps The Governor of Florida named the Florida as the coordinating State agency for the federal program and Palm Beach County responded to this challenge by partnering with local disaster and emergency agencies to coordinate the education, training, and involvement of volunteers. The assistance of properly trained and equipped volunteers in the field of emergency management is a key to our success. Locally, these efforts are led by the Palm Beach County Citizen Corps Council. The mission of Citizen Corps is the development of a safer, more disaster resistant community. The goal is to have a readily available pool of professional volunteers who know their local areas, and who can help during critical times, especially before other assistance can arrive. Regional Communications Symposium, Expanding Your Emergency Toolbox o The 140 participants chose from 20 different workshops scheduled throughout the day. o Presented on Exercise Design and Situational Awareness Family Assistance Center Exercise A Business Continuity Workshop for Citizen Corps partners was hosted for 16 agencies and their staff. The workshop provided information and resources to help Citizen Corps agencies develop, enhance, and evaluate continuity of operations plans with the ultimate goal of improving organizational disaster readiness. FEMA honorable mention for PBC and Regional Citizen Corps programs Page 21 of 41

22 Presented a workshop on Leadership and Team Building for the South Florida Regional Citizen Corps Conference Community Emergency Response Team Community Emergency Response Team (CERT) is a community based organization of residents who learn how to take emergency response actions in safe ways until the professional emergency responders can respond. These citizens learn how to work in a coordinated manner caring for those citizens within their community affected by a disaster. The Division of Emergency Management has trained over 3,200 CERTs throughout Palm Beach County in disaster preparedness, disaster medical services, light urban search and rescue for trapped citizens, disaster communications, disaster psychology and terrorism. Basic CERT Classes: 16 Basic CERT Classes conducted to 288 people Regional CERT Field Exercise, Broken Resolution with 100 CERT members participating Development of a CERT Resource Manual containing 11 modules with facilitation guides and participant handouts. The Resource & Activity Manual is designed to reinforce CERT skills obtained through the Basic CERT 317 Class and build team cohesiveness. Increased the available resources in the CERT training trailer Recovery Section The Recovery Section defines how the Palm Beach County will more effectively organize and operate to utilize existing resources to promote effective recovery from a disaster. The Recovery Section components includes the Individual Assistance Program, Public Assistance Program, 406 Hazard Mitigation Program, Post Disaster Redevelopment Plan (PDRP), Community Rating System, and the Continuity of Operations Plan (COOP) compliance. The Recovery Section also works to maximize disaster assistance to eligible public entities, individuals and families through various state and federal disaster assistance programs as authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act. Page 22 of 41

23 Recovery Plan The Recovery Plan is a planning document that details a coordinated system for Recovery Operations. The plan identifies the operational concepts, and provides an overview of organizational structures which will bridge the gap between the CEMP and the PDRP. The Disaster recovery Plan is the framework for countywide response, recovery, and mitigation activities. The Disaster Recovery Plan facilitates interoperability between local, state, and federal governments. Updating 2011 Disaster Recovery Plan to provide an overview of PBC organizational structures which will bridge the gap between the Comprehensive Emergency Management Plan and the Post-Disaster Redevelopment Plan Develop policies that promote an accelerated all-hazards disaster recovery process among all stakeholders All four Recovery Branch Units were a part of the 2014 Statewide Hurricane Exercise Presented how the County assesses damage during the 2014 July Emergency Management Team Meeting Strategic Plan The Strategic Plan addresses Emergency Management issues, programs, policies, and procedures for the five year period The Strategic Plan examines the results of the past year s work and identifies the Section Goals to be accomplished during the next time frame. This Plan is updated every year. Finalized Strategic Plan in October 2013 Organized and conducted strategic planning day for June 2014 Develop task management tracker to identify all strategic planning tasks Disaster Housing Strategy In the aftermath of natural, technological, or human-caused disasters, community members may be displaced due to damage or loss of residential structures, environmental contamination, or other environmental factors. The Disaster Housing Strategy details a framework for providing safe, sanitary, and functional temporary housing options for displaced residents in order to expedite longterm community recovery. Within the broader recovery framework, the Strategy primarily addresses interim housing solutions for residents. This document delineates a full range of temporary housing options which may be employed based upon the severity and magnitude of the disaster. Provided input to the Economic Sustainability Department for the PBC Disaster Housing Strategy Page 23 of 41

24 Strategy sent to the Department of Homeland Security in June 2014 Individual Assistance/Public Assistance Field Guide The Damage Assessment Field Guide is designed to serve as a quick reference tool to be utilized by PBC, municipalities, villages and others conducting damage assessment for homes and businesses. Palm Beach County works closely with State and Federal emergency managers, law enforcement personnel, fire fighters, and other first responders. Listed in the field guide the five degrees of damages; the State s criteria for seeking an Individual Assistance and a Public Assistance Declaration and important tips in order to complete the assessment. The guide is illustrated and provides examples of the different degrees of damage for both wind and flood, was completed in November of Damage Assessment Unit Provide Individual Assistance (IA) and Public Assistance (PA) ongoing monitoring and updates of initial and preliminary damage assessment information. The Damage Assessment Unit maintains status of critical facilities and infrastructure restoration efforts via reports, maps, and other electronic images to evaluate the status of redevelopment and recovery efforts. The Unit is also responsible for monitoring and tracking ongoing debris management activities. Damage Assessments are conducted by Palm Beach County (PBC) in order to: Guide Palm Beach County response efforts; Determine the severity and magnitude of the event; Quantify the damage to homes and businesses impacted by the disaster; Assess the need for federal assistance and estimate disaster impact to businesses, individuals and families; and Determine whether local resources will be sufficient to effectively respond and recover from the incident. The Damage Assessment Unit is responsible for coordinating these activities. Hosted the following Damage Assessment Trainings: o Rapid Impact Assessment o Initial Damage Assessment o Preliminary Damage Assessment Page 24 of 41

25 o Set up a Disaster Recovery Center at the Hagan Ranch Library that opened Wednesday, February 5, 2014 and closed on Thursday, February 13, 2014 Community Rating System The Community Rating System (CRS) is a voluntary program for the 30 of the 38 Palm Beach County communities participating communities the National Flood Insurance Program (NFIP) to lower flood insurance premiums by going above and beyond the minimum requirements for the NFIP eligibility. It is a win-win program because it reduces a community s vulnerability to floods while reducing the cost of flood insurance premiums for all policy holders in the jurisdiction. The CRS Program is administered by Insurance Services Office, Inc. Under the CRS Program, flood insurance premium rates are discounted to reward community actions that meet the following three (3) goals of the CRS: To reduce flood damages to insurable property strengthen and Support the insurance aspects of the NFIP, and Encourage a comprehensive approach to floodplain management. The CRS has been developed to provide incentives in the form of premium discounts for communities to go beyond the minimum floodplain management requirements to develop extra measures to provide protection from flooding. Executed major changes to practices and documentation in response to the 2013 Community Rating System Coordinator s Manual. Preparation for the audit involved more than 70 directly contributing county staff members, representing 12 divisions and offices over a six month period. The CRS Class Verification Cycle Visit (Audit) was successfully conducted over a two day period (June 9 and 10, 2014) where PBC received a Class 5 Rating Early scoring of Activity 610 (Flood Warning & Response) by ISO field reviewers yielded a score of 350 points out of a possible 395. Believed to be the top score for this activity in the State of Florida. Develop draft of Program for Public Information (PPI) to go before the Board of County Commissioners, a requirement by the Insurance Services Office (ISO). Successfully corrected flood zone determinations in several C-51 flood basin communities based on South Florida Water Management District. Page 25 of 41

26 National Flood Insurance Program The National Flood Insurance Program (NFIP) is administered by the Federal Emergency Management Agency (FEMA), which works closely with nearly 90 private insurance companies to offer flood insurance to property owners and renters. In order to qualify for flood insurance, Palm Beach County and its 38 communities must join the NFIP and agree to enforce sound floodplain management standards. Palm Beach County has moved from 26 municipalities to 30 now enrolled in the NFIP March 21, 2014, President Obama signed the Homeowner Flood Insurance Affordability Act of 2014: o Repeals and modifies certain provisions of the Biggert-Waters Flood insurance Reform Act o FEMA will continue to identify and publish special flood hazards and flood risk zones required by Congress Business and Industry Program The purpose of the Palm Beach County Business and Industry Unit is to disseminate and coordinate information, resources and capabilities among the appropriate private and public sector agencies and organizations to enhance business disaster preparedness and facilitate post disaster business, economic and community recovery. Hosted two well attended workshops: o February 20, 2014 on Reputational Risks for Businesses held in Boca Raton (open to businesses in the four member counties) o March 24, 2014 on Teaming up for Disaster Preparedness, Response and Recovery held at the Palm Beach County EOC The South Florida Disaster Resilience Coalition (SFDRC) partnership joined the Association of Partnerships Regional Consortium Coordination Council The Palm Beach County Business website was update and revamped Page 26 of 41

27 Administration/Finance Section The Administration and Finance Section provides administrative support to the Director s Office and other sections. This section also administers several major division programs including Training, Exercises, Technology, Grants, Contracts, Budget, Statistics and Domestic Security. Training The Training Program addresses the overall emergency management training needs for the division staff as well as Palm Beach County and emergency management stakeholders. Conducted difficult to obtain specialized training for EOC and field operations personnel such as All Hazards Incident Management Training (AHIMT) Position-Specific courses, Homeland Security Exercise and Evaluation Program (HSEEP) Train-the-Trainer, Continuity of Operations (COOP) and Damage Assessment. Rolled out the first ever class on the State s new Multi Year Training and Exercise (MYTEP) model: Readiness Training Identification and Preparedness Planning (RTIPP). Provided the first ever specialized Continuity of Operations class in Florida with State and FEMA COOP specialists: L156 Building Design for Homeland Security TTT. Position Specific WebEOC trainings for Operations, Planning, and Logistics. Page 27 of 41

28 Exercises The Exercise Program addresses the coordination, compliance and corrective actions as per the Homeland Security Exercise and Evaluation Program (HSEEP) guidelines for all exercises conducted by the Division. Assisted with the tracking, design, facilitation, and execution of five (5) exercises this year. In addition, processed and tracked over 380 after-action items from incidents and exercises under the Corrective Action Program (CAP). The exercises that were conducted this year were: CERT Drill: Broken Resolution 2014 Out-of-Sequence Evaluated Field Drill: HABEX14 (Hostile Action Based Exercise 2014) 2014 Evaluated EOC Exercise: HABEX14 Family Assistance Center Workshop 2014 Palm Beach County Statewide Hurricane Exercise a two day exercise Technology o Day one was a level one EOC activation exercise o Day two was a field exercise that mobilized the following field elements: All six EOAs One Point of Distribution Once County Staging Area The Technology Program addresses the maintenance and improvement of technologies in the Emergency Operations Center (EOC) and field response locations such as computer systems, software, WebEOC and SharePoint. Municipal WebEOC Administration development, coordination, and training with municipal partners. WebEOC HICS board development and training with hospitals. Page 28 of 41

29 Grants & Contracts The grant, contract, and budget program addresses securing the funding for critical needs of the division s personnel, programs, partner agencies and municipalities. More than 50% of the Division s budget is grant funded. Prequalified vendor process: seven (7) projects were secured resulting in savings of an average of 17% per project: saving the Division $20,775 which were used on other projects. Secured and coordinated over $1.6 million dollars in grants for many projects such as EOC enhancements and emergency response equipment. A $400,000 increase grant revenue from previous years due to the Division s efforts in pursuing de-obligated funding from other jurisdictions within Region 7. City of Boynton Beach Police Department night vision glasses and portable forensic crime lab. Completion of the Cities of Pahokee, Belle Glade, South Bay COOP and Evacuation plans and related training and exercise. Administration The administrative duties of the section include providing support towards the personnel hiring process, new employee orientation, ordering office supplies, supporting PSD Finance, contract management, agenda items, PPM coordination, compiling budget reports, and contractual and invoicing support to the Communicator NXT program. Coordinated the maintenance of DEM s records in the 2013 SharePoint roll out. Domestic Security The Domestic Security Program pertains to updating the Domestic Security Hazard Specific Plan, participation in domestic security initiatives and regional stakeholder meetings. Page 29 of 41

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31 Emergency Management Statistics for 2014 Emergency Management Statistics Metric Change Trainings Increase of 11 trainings Training Attendees Increase of 118 attendees Exercises 6 6 No change Exercise Participants Increase of 55 participants Percentage of NIMS Compliant Activation Staff 70% 61% Decrease of 9%. This is due to new training being required Duty Officer Notifications Increase of 82 notifications Duty Officer Responses 10 5 Decrease by 5 responses CWP Telephone Calls 23,258 33,942 Increase by 10,684 telephone calls Text Activity 24,687 30,509 Increase by 5,822 texts CWP Radio Traffic 6,766 8,673 Increase by 1,907 radio transmissions CWP Fax Activity 7,102 10,430 Increase by 3,328 fax transmissions Other CWP Activity (EMnet, Requests, 4,467 7,564 Increase by 3,097 Walk-Ins, s, Etc.) Notifications to State Watch Office Increase by 50 notifications Visits to DEM Website 38,505 40,863 Increase by 2,358 Average Duration of Visit 12 min 39 sec 9 min 40 sec Decrease by 3 min 1 sec Number of Posts to FaceBook 91 posts 97 Increase by 6 posts Number of People Reached 16,842 21,467 Increase by 4,625 Number of Tweets Increase by 64 Number of Community Outreach Events Increase by 30 Number of Outreach Attendees 3,762 5,228 Increase by 1,466 Number of Facilities Submitting Decrease by 6 CEMPS Initial Review Approval 105 This metric is no N/A longer tracked Initial Review Not Approved 178 This metric is no N/A longer tracked Average Amount of Time Per Review 50 min 1 hour 19 min Increase by 29 min Average Number of Days Waiting for 16 days 14.5 days Decrease by 1.5 days Review Program Revenue $7, $9, Increase by $1, Page 31 of 41

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33 Five (5) Year Strategic Plan Page 33 of 41

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35 Goal: Ensure Optimal Readiness and Response to Emergencies and Disasters Countywide Strategy (Objectives) Develop and maintain a robust exercise program Ensure that all EOC staff is properly trained Optimize and Enhance EOC Technology Tactics (Tasks) Update the Palm Beach County Multi Year Training and Exercise Plan Develop and execute a yearly Level 1 EOC activation exercise in coordination with the Florida Division of Emergency Management (FDEM) Statewide Hurricane Exercise as per the FDEM Scope of Work. Participate in multi-agency/multijurisdictional exercises as necessary Develop After Action Reports and Corrective Actions Provide NIMS training opportunities Implement NIMS requirements as needed Identify training needs through after action reports Provide training announcements Coordinate training compliance with EM Section Liaisons Coordinate trainings as needed on new or updated software applications, including SharePoint, WebEOC, Weatherbug, Hurrevac, HurrTrack, etc.,. Update the Palm Beach County Multi Year Training and Exercise Plan Enhance audio and visual technologies in Conference Room 1 and Conference Room 2 Built in redundant equipment for backup in OPS Control Room to include amplifiers, mixers, and signal distribution Replace and upgrade visitor identification system Speaker Identification system Champion (Responsible Party) Administration Administration Logistics Measure (Completion Date) Annually in December Annually in May Ongoing Within 60 days of exercises On going As new NIMS requirements are issued by FEMA After action reports are issued Bi-weekly Quarterly On going Annually in December Oct-16 Dec-17 Mar-15 Dec-16 Continue Conference Room 3 upgrades Nov-15 Page 35 of 41

36 Strategy (Objectives) Develop a comprehensive supply program Enhance the REP & SARA programs Tactics (Tasks) Larger storage space and additional secure lot for trailers Eliminating storage in trailers so that they can be used to their intended purpose (i.e., primary mission) Research the appropriate portable systems suitable for Divisional operations Develop a replacement plan for agency assets Improve Reception Center Operations Fully implement digital registration procedures Continue training initiatives Champion (Responsible Party) Logistics Logistics Measure (Completion Date) Dec-16 Jun-15 Dec-16 Aug-15 Mar-16 Mar-15 Apr-16 Centralize CWP contact databases to eliminate duplicate contacts and notification lists. Improve access and quality of technical data Develop electronic filing system for high-risk sites Implement risk based classification of filing system Conduct peer review of CAMEO data set Complete design of a new Communicator NXT company for the Division of Emergency Management Complete Administrative guidance (i.e., inclusion criteria, approval authorities., etc.) for Communicator NXT system Update and maintain the administrative rights to the Outlook contact database Operations Jun-15 Jun-15 Sep-15 Aug-15 Jan-15 Feb-15 Mar-15 Ensure for proper succession planning (EOC capacity and succession) Identify EOC gaps in coverage for activations Working with each section clearly identify staffing skill sets for each gap area In partnership with the Logistics Section EDR program, identify areas to assist with filling staffing gaps Operations Jan-15 Feb-15 Mar-15 Become EMAP accredited Perform initial evaluation/crosswalk Identify deltas Planning Jan-15 Mar-15 Develop corrective action workplan Aug-15 Page 36 of 41

37 Strategy (Objectives) Tactics (Tasks) Perform secondary self assessment Submit for Accreditation Champion (Responsible Party) Measure (Completion Date) Jan-16 Jun-16 Enhance the County damage assessment process Continue to promote by teaching the Damage Assessment Programs for countywide use: Rapid Impact Assessment Initial Damage Assessment Preliminary Damage Assessment idart and bdart Train local government on the use of the DART Program and how to present it for use to citizens. Test municipalities on the use of the WebEOC Damage Assessment Board by developing six (6) unexpected calendar dates to have all users upload board with imaginary damage to their municipality. Recovery Jun-16 Oct-16 Jan-15 May-15 Mar-16 Jun-16 Feb-17 Page 37 of 41

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39 Goal: Ensure Active Stakeholder Participation in Plan Development and Revision Strategy (Objectives) Adhere to CPG101 for all planning efforts Identify and engage stakeholders in the planning process Obtain Class 4 rating for the CRS Program by June 2017 Update the Post Disaster Recovery Plan Tactics Champion Measure (Tasks) (Responsible Party) (Completion Date) Review CPG101 with DEM staff Planning Jan-15 Review CPG101 during EM Team and Municipal EM meetings Work with DEM Sections to ensure adherence Identify stakeholders for DEM plans Review DEM plans with stakeholders Ensure stakeholders are involved in the process according to CPG101 Establish a quarterly committee meeting with a CRS Group: Identify specific prerequisite tasks for Class 4 rating consideration. Identify department responsible for completing the prerequisite tasks. Get stakeholders buy in on completed CRS tasks. Establish a calendar to meet with the State of Florida and the Federal Emergency Management Agency (FEMA) in reference to maintaining a Class 5 Rating while continuing to pursue to a Class 4 Rating. Develop a quarterly meeting with all County departments involved with the CRS Program in order to provide quarterly updates to the Division of Emergency Management. Review and update Disaster Recovery Plan every two years. Review the Plan with the Recovery Branch Director for validation. Develop list of changes & modification to be approved at the SOG/PPM/Plan Meeting. Send Plan to stakeholders for review and input to the plan prior to finalizing updates. Planning Recovery Recovery Feb-15 Continuous Jun-15 Jan-16 Continuous Sept-15 Jun-15 Jul-15 Jan-15 Nov-15 Oct-15 Dec-15 Page 39 of 41

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41 Goal: Increase Public Outreach for Programs Strategy (Objectives) Revise and update the DEM website Increase participation for the annual CPR Day Tactics Champion Measure (Tasks) (Responsible Party) (Completion Date) Review website for functionality Planning Mar-15 Identify areas for improvement Prioritize areas for improvement Develop outline for the look of the website Sep-15 Dec-15 Mar-16 Have production site ready for Oct-16 beta testing New website to go live Jan-17 Purchase CPR equipment Logistics Dec-14 Train students to be CPR trainers Increase public awareness of events Include partner agencies in planning processes Dec-14 Jan-15 Nov-14 Enhance integration of stakeholders in community outreach planning Design grassroots outreach campaigns Increase the use of volunteers in DEM programs Identify stakeholders Planning Jan-15 Identify goals and objectives Develop process for collaboration of outreach efforts Jun-15 Jan-16 Identify focus area(s) Planning Feb-15 Develop a project plan Develop outreach collateral Execute plan Leverage response agency personnel to assist in maintenance and field deployment as necessary Train volunteers on all deployment equipment Utilize volunteers for public outreach presentations, events, and exercises Coordinate staff augmentations for EOC activations Logistics Jul-15 Nov-15 Feb-16 Dec-16 Mar-15 Dec-17 Dec-14 Page 41 of 41