Master Plan. Texas All Hazard Incident Management Team Program

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1 Master Plan Texas All Hazard Incident Management Team Program Mission Statement To provide qualified Type 3 All-Hazards Incident Management Teams (AHIMT) for the State of Texas and its political subdivisions capable of supporting and assisting in the management of natural and manmade emergencies, disasters, and acts of terrorism. Definition of Program To provide guidelines, direction, and oversight for the development, operation, and maintenance of Texas Type 3 AHIMTs based on National Incident Management System (NIMS) standards and the State of Texas operational requirements. Background The purpose of an AHIMT is to assist any jurisdiction confronted with an incident beyond its capabilities in either complexity or duration. The team would bring some of the following capabilities to an incident: AHIMT will bring a robust management framework to support the jurisdiction in stabilizing or bringing an incident to conclusion. The Type 3 Team can assist in Planning and documentation to include assistance in development of Incident Action Plans, Site Safety Plans, and resource tracking. They can provide Logistical support, Public information & notification, as well as Operational support and expertise. The local requesting Authority Having Jurisdiction will define the AHIMT s role: The AHIMT may provide a support role for the local Incident Command System structure if necessary. In the event the local authority requests the AHIMT to support the management of the incident they will provide a letter of expectations to the AHIMT and if appropriate, Unified Command will be used. 1 P a g e

2 Definitions A Type 3 AHIMT: Is a multi-agency/multi-jurisdiction team for extended incidents, formed and managed at the State or regional level. Is deployed as a team of 8* or more personnel to manage major and/or complex incidents requiring a significant number of local, regional, state and possibly federal resources, and incidents that extend into multiple operational periods and require a written IAP. In the event less than a full team is needed single resources can be ordered to manage the need. May be utilized at incidents such as a tornadoes, earthquake, flood, or multiday hostage/standoff situation, special situations or at planned massgathering events. May initially support or manage larger, more complex incidents prior to arrival of and transfer of command to a National/State Type 1 or Type 2 IMT. May be deployed anywhere in the State of Texas upon request from the State Operations Center. *Teams shall strive to maintain all positions 3 deep (e.g., A Type 3 AHIMT will roster 3 members for each ICS position) may also include other ICS positions if requested or needed. Texas AHIMT Steering Committee will provide Administrative Oversight. Texas AHIMT Steering Committee The Texas AHIMT Steering Committee consists of representatives of various disciplines and organizations who are stakeholders in the AHIMT program. Stakeholders are the primary users of and providers of personnel for the AHIMT. The Texas AHIMT Steering Committee consists of the following positions: Texas AHIMT Administrator Steering Committee Chair Steering Committee Vice-Chair Steering Committee Recorder Steering Committee Members 2 P a g e

3 Officers will rotate up at the end of each year. Then an election of three new officers will occur with the new Steering committee. The membership of the Texas AHIMT Steering Committee shall minimally consist of representatives from: Texas Division of Emergency Management (TDEM) One member from the Texas Division of Emergency Management Command &General Staff Texas A&M Forest Service (TFS) One member from the Incident Response Department Texas Department of State Health Services (DSHS) One member representing DSHS Texas Department of Public Safety (DPS) One member representing all the District Disaster Chairmen Emergency Management Coordinator One local EMC nominated by EMAT AHIMT Team Leaders One AHIMT Team Leader/Training Coordinator from each of the DPS Regions At Large Team Leader/ Training Coordinator One AHIMT Team Leader representing all Private, Volunteer, Non- Governmental, or Faith Based Teams. 1. Each member will serve a term of no longer than three years. 2. The Region Representative will rotate within the Region every two years, with the Team Leaders from a different team. Initial rotation period will begin for even numbered Regions in 2013 and odd numbers Regions in The At large Team Representative will rotate with a different team every two years. Texas AHIMT Steering Committee Goals The Steering Committee will be an active, decisive body that will represent the stakeholder disciplines and/or agencies, which are the primary participants in and/or users of, All-Hazards Incident Management Teams. The Committee will provide oversight to the operations of the AHIMTs in accordance with the AHIMT Master Plan. 3 P a g e

4 Texas AHIMT Steering Committee Objectives 1. Ensure that AHIMT members are provided with validated training. 2. Ensure that qualified individual(s) are selected for the position of Team Leaders. 3. Ensure AHIMT Team Manuals are consistent with the Texas AHIMT Master Plan. 4. Provide oversight for the state credentialing process which follows national guidelines. 5. Develop overall guidance for program strategic plan, policies and guidelines. Texas AHIMT Steering Committee Operating Procedures 1. The Committee will have equal authority vested to each member. 2. The Committee members or designee will endeavor to meet and participate at Committee meetings. 3. The Committee will meet quarterly in October, January, April, and July, or as needed as determined by the Committee. 4. There will need to be a quorum established, of a simple majority of seven (7) members of the Steering Committee in order to vote on issues. 5. Members need to physically attend a minimum of 2 meetings per year and may utilize electronic or other methods to voice votes. 6. In between scheduled meetings the Chairman may call for a special meeting, via electronic communications to put forth issues for consideration. 7. In the event of a member not complying with the standards the member will be considered for removal by the standing committee. Texas AHIMT Steering Committee Responsibilities 1. The Committee will annually review the AHIMT Master Plan and make necessary revisions. 2. The Committee will review and approve AHIMT Team Manuals and any revisions that are made. 3. The Steering Committee may have Working Groups comprised of one Steering Committee member, to serve as chairperson, to work on specific 4 P a g e

5 projects or issues related to the AHIMT Program, with members from other AHIMT. 4. Provide guidance for the state credentialing process ensuring it follows national guidelines. Texas A&M Forest Service (TFS) The Texas A&M Forest Service is responsible for: 1. Ensuring all NIMS Compliance and coordination for the AHIMT program. 2. Oversight of NIMS/ICS training in the State of Texas including instructor credentialing, in cooperation with the State of Texas Training Office. 3. Oversight of All-Hazards Incident Management Team (AHIMT) training including position specific training and Position Task Books, in accordance with the State of Texas Training Office and Emergency Management Institute (EMI) guidelines. 4. Oversight of the All-Hazards Incident Management Team (AHIMT) course (O-305) following the guidance and recommendations of the AHIMT Steering Committee and meeting United States Fire Administration (USFA)standards. 5. Providing for the development of the Memorandum of Understanding (MOU) with the AHIMT members. 6. Collecting, Credentialing, and recording into the Incident Qualifications System, in conjunction with Team training Coordinator, all AHIMT members training and qualifications. 7. Issuing Credentials in the form of Identification Cards or Qualification Cards. 8. Provide a State AHIMT Coordinator. Team Leader Each AHIMT will require a Team Lead/designee responsible for managing administrative needs. They will handle administrative matters relating to the team and provide off-site coordination and support of the team when it is deployed. The Team Leader duties and responsibilities include: Team Manual development and maintenance. Team roster Team call-out roster 5 P a g e

6 Team training schedule Forward and disseminate Team related information to team members concerning meetings, publications and articles of interest, safety items, etc. AHIMT Master Plan The AHIMT Master Plan is developed and maintained by the Texas AHIMT Steering Committee. The Master Plan is the governance document for all Texas AHIMT Program. Team Manuals must be consistent with the Master Plan. AHIMTs must comply with the Master Plan. Creating a recognized Texas Type 3 All-Hazards Incident Management Team Identifying Stakeholders and Participants in an AHIMT When creating a team begin by identifying the stakeholders or participating agencies and jurisdictions. If unsure who to involve in the team, then the Capabilities Aggregation Method (CAM C-3) approach may be of assistance in this process. Capability Center This implies immediate jurisdictional boundaries with Cities, counties, or tribes that adjoin your jurisdictional boundaries. Capability Cluster Regional jurisdictions cities, counties, or tribes that adjoin your Capability Center. Capability Contour Cities, counties, or tribes that adjoin your Capability Cluster. AHIMT Memorandum of Understanding (MOU) Deployable Team members in the All-Hazards Incident Management Team Program must have Memorandums of Understanding (MOU) in place with the Texas A&M Forest Service. An MOU is the governance document for the AHIMT that voluntarily unites all stakeholders and participants that have agreed and consented to pursue and participate in the AHIMT. 6 P a g e

7 The MOU is a contract which documents in writing the good faith intentions of each stakeholder and participant by specifying the tenets upon which each stakeholder and participant has agreed and consented to voluntarily unite. See Appendix A Sample MOU. AHIMT Team Manual Each AHIMT is required to develop a Team Manual. The Team Manual must be consistent with the Texas AHIMT Master Plan. The Team Manual is the governance document for the team and sets forth the rules, guidelines, policies, and procedures adopted by the stakeholders and participants in dealing with activation, deployment, operations, and routine matters. The Team Manual helps facilitate the efficient and orderly performance of the team. It helps to memorialize the roles, responsibilities, and expectations with regard to the team, which reduces the likelihood of future misunderstandings concerning the performance and operation of the team. See Appendix B - AHIMT Team Manual Contents for recommended contents of the AHIMT Team Manual. AHIMT Purpose and Function An AHIMT primarily deploys to support and assist an existing Incident Command. An AHIMT may deploy to assume Incident Command and manage/support an incident, but only after receiving a Letter of Expectations from the Authority Having Jurisdiction (AHJ). Sample Appendix F 7 P a g e

8 AHIMT Organization A Type 3 AHIMT will minimally be comprised of the following Command and General Staff ICS positions: Team Leaders Public Information Officer Liaison Officer Safety Officer Operations Section Chief Planning Section Chief Logistics Section Chief Finance/Administration Section Chief * Intelligence/Investigation Section Chief (Optional depending on incident) In addition to the eight Command and General Staff positions a Type 3 Team may also elect to have the following Positions: Staging Area Manager Division/Group Supervisor Resource Unit Leader Situation Unit Leader Communications Unit Leader Medical Unit Leader Food Unit Leader Supply Unit Leader Additional ICS Positions may be added as necessary depending on the kind and type of event or incident. 8 P a g e

9 AHIMT Staffing and Personnel Selection Individuals from a broad cross section of disciplines and jurisdictions including law enforcement, fire, EMS, public works, emergency management, public health, finance, and general administration will staff the teams. Any person who meets the minimum requirements, as specified below in the Prerequisite Training for AHIMT Membership, is eligible to join an AHIMT. It will be the goal of each AHIMT to identify and designate at least three (3) qualified individuals for each identified core team position. This will allow for a rotational schedule for individuals and additional teams. Candidates for AHIMT positions must meet all the prerequisites of training and experience, including agency specific supplemental requirements when appropriate. The basic requirements for each team member are described below in Training. They must have a Memorandum of Understanding (MOU) on file with the Texas A&M Forest Service in order to be deployed under State activation. Application and Selection Process 1. Letter of Support Each Applicant is required to submit Letter of Support signed by the head of their authorizing organization. This letter ensures their authorizing organization has authorized their participation, supports it, and will provide the Applicant with all protections under their Worker s Compensation during training, response, and/or deployment See Appendix C Sample Letter of Support. AHIMT Application Each Applicant is required to submit a completed AHIMT Application. This application provides basic information about the applicant, their training, and experience. It is used to make sure they meet the minimum requirements for the AHIMT. See Appendix D Sample Application. 9 P a g e

10 2. Resume and Letters of Reference Each Applicant is required to submit a professional resume and at least three letters of professional reference. The resume is used to review the Applicant s level of experience and training as it relates to their career field and the Incident Command System. The letters of professional reference attest to the Applicant s professional performance and conduct in their career field and the Incident Command System. Each Applicant s resume will be evaluated on the following criteria: Career experience ICS experience in an ICS team leader, unit leader, general staff, or command staff position Experience with the ICS planning process and development of an Incident Action Plan and/or Incident Briefing Form (ICS 201). Training and professional development including all NIMS/ICS related training courses. 3. Skills and Experience Each applicant is required to submit any documentation showing their experience serving in a command or general staff position on an actual incident. This could include copies of: ICS 214 Unit Log Position Task Books Incident Action Plan (IAP) ICS 201 Incident Briefing Form 4. Interview (Optional) Applicants may be interviewed by a panel from the Local AHIMT committee. 10 P a g e

11 5. Selection Actual selection is subject to approval by the respective AHIMT Command and General Staff. Preference will be given to those candidates with the most NIMS-ICS knowledge, experience, and training. Removal from Team An AHIMT member can be removed from an AHIMT for documented cause. This may include: Failing to complete required training Repeated failure to participate in team training. Repeated failure to respond to call-outs when in on-call status. Poor performance during deployments. Alcohol/Drug abuse on deployment /assignment Any significant human resource (HR) infraction based on team, state or home agency policy. Violation of the Code of Conduct. If for any reason a person must be removed from the AHIMT, then all team members and the removed team member s parent organization will be notified. Training Training requirements are based on U.S. Department of Homeland Security, Federal Emergency Management Agency, U.S. Fire Administration, Type 3 Incident Management Team (IMT) Program guidelines. The Steering Committee may require more than the minimum guidelines. Prerequisite Training for AHIMT Membership Personnel assigned to an AHIMT must complete the following training: NIMS ICS-100, 200, 300, and 400 (Pre-requisite for AHIMT membership) NIMS IS-700 and 800 (Pre-requisite for AHIMT membership) 11 P a g e

12 Training after Joining AHIMT Required: All Hazard Incident Management Team Course (O-305) Minimum 36 hours Includes evaluated functional exercise on last day ICS Position Specific Training Position Specific Courses for the members assigned position. These courses vary by position.* The courses taken will be sponsored by the Emergency Management Institute (EMI), United States Coast Guard (USCG) or National Wildfire Coordination Group (NWCG). *Actual training hours may vary as requirements may change over time. Position Task Books (PTB) AHIMT members will complete a Position Task Book for the position they will be assigned. Completion of Position Task Books (PTB) could include demonstration of competencies and behaviors while participating in full-scale exercises and actual planned events and incidents. Historical Recognition Team members who have performed a Command, General Staff, or Unit Leader position at past events or incidents within the last five years may receive credit for the assignment on their current task book. However, they may only count two assignments toward that taskbook. Qualified Evaluator A Qualified Evaluator is a person who is qualified in the ICS position they are rating or the Team Leaders or Deputy Team Leaders. 12 P a g e

13 Final Evaluator The Final Evaluator is a person who is qualified in the ICS position they are rating or the Team Leaders or Deputy Team Leaders and is the last person to evaluate the IMT member and complete the Position Task Book. Cross Training AHIMT members should be trained and qualified to perform more than one ICS position. However, team members will only appear on the roster once. This will help to ensure succession planning for the continued sustainment of the team. Continuing Education Team members will maintain annual continuing education requirements (16 hours minimum annually). Continuing education must be related to ICS, Emergency Management, Emergency Operations Center, Multiagency Coordination, position specific training, exercises, and/or actual incidents. The Team Training Coordinator will monitor compliance with the Continuing Education requirement. The Team Training Coordinator will maintain training records on each team member, which are kept by the AHIMT. Teaching courses can be considered as continuing education. Self-study courses will also be considered for CE credit. Funding and Reimbursement Except as provided by a Memorandum of Understanding, all funding for AHIMT activities, equipment, and related expenses shall be the responsibility of the individual team member and/or the member s sponsoring organization. If requested for deployment, reimbursement for personnel, travel/lodging/per diem, and operating costs will be pursuant to any mutual aid agreement or the Emergency Management Assistance Compact. In all other situations the following procedure will be followed: The AHIMT Finance Section Chief/Team Leader will track all costs for the team s activation, response, operations, and demobilization. 13 P a g e

14 The AHIMT Finance Section Chief/Team Leader will prepare an invoice for the identified costs, which will minimally include: Members name and ICS position title Hours worked by each member Hourly rate for each member based on the member s parent organization s collective bargaining agreement/rate of pay Each member s vehicle description and mileage to and from the incident The AHIMT Finance Section Chief/Team Leader will process the invoice according to established procedures and submit to the TFS Chief of Party, who will deliver it to the proper business manager for processing. The AHIMT Host Agency may choose to submit the invoice to the Texas A&M Forest Service. The requesting jurisdiction pays the AHIMT Host Agency in accordance with Memorandums of Understanding, Mutual Aid Agreements, or other agreements. The AHIMT Host Agency shall distribute reimbursement funds to the individual member s parent organizations. Position Responsibilities AHIMT Position Responsibilities are based upon existing NIMS ICS doctrine, principles, and guidance. See Appendix E ICS Position Responsibilities. When functioning in a supporting or assisting role, they may fill subordinate positions within their regular Command or General Staff Position. Team Leaders may function as: Deputy Team Leaders Public Information Officer Liaison Officer Safety Officer 14 P a g e

15 Operations Section Chief may function as: Deputy Operations Section Chief Branch Director Division or Group Supervisor Planning Section Chief may function as: Deputy Planning Section Chief or any Planning Section Unit Leader position. Logistics Section Chief may function as: Deputy Logistics Section Chief or any Logistics Section Unit Leader position. Finance/Administration Section Chief may function as: Deputy Finance/Administration Section Chief or any Finance/ Admin. Section Unit Leader position. LOCAL Deployment The AHIMT Team Leaders authorizes the activation and response of the AHIMT. AHIMT members do not have to have a MOU with the Texas A&M Forest Service to make a local response. Upon receiving the request for an AHIMT, the Team Leaders will contact the requesting on-scene Team Leaders and gather additional information about the incident situation, the AHIMT mission, and other information necessary to complete a Deployment Briefing. After gathering this information the AHIMT Team Leaders will decide whether or not the AHIMT will respond to the request. Each AHIMT will maintain a readiness schedule, rotating members between being available and response ready. Each AHIMT will determine the length of availability and response ready, and off-duty status for their members. Response ready Members who are in response ready status is prepared and ready to respond to an activation and call-out. Team leaders will develop a response ready roster and send to the TFS IMT Coordinator Off-Duty Members in Off-Duty status are not prepared nor expected to respond to relieve the On-Call or Standby AHIMT members. 15 P a g e

16 If the Response ready AHIMT Team Leaders decides the AHIMT will respond to the incident, then he/she will: Contact the other On-Call AHIMT members and provide them with a Deployment Briefing. 1. AHIMT members are activated from a roster of qualified personnel on a rotating basis. 2. Each team shall attempt to maintain a well-balanced team with at least 50% of the members having previous response experience. This procedure ensures that the same individuals are not always selected, thereby providing an opportunity for more team members to gain experience. Notify TFS State AHIMT Coordinator of the activation. Once all of the Response ready AHIMT members have been notified and activated, the AHIMT Team Leaders will confirm to the requesting jurisdiction the status of the Team and their estimated time of arrival at the incident scene. Once AHIMT members have been notified and activated they will: Respond directly to the incident scene or report to a Point of Departure whichever the AHIMT Team Leaders designates depending on the situation and nature of the mission. Be suitably equipped with clothing, medical, and personal needs for the possible duration of the assignment. Be suitably equipped with the STAR approved materials, equipment, and supplies to perform their ICS position responsibilities and tasks. Provide their own transportation unless other arrangements have been made. Team members are encouraged to carpool. Team leader and team members will notify their respective supervisor they have been deployed. Team leader will notify their respective local DC of their deployment. 16 P a g e

17 When warranted, an AHIMT may be pre-positioned for anticipated major emergencies, disasters or events. During pre-positioning, information flow and coordination with decision makers is critical for timely and effective decisions on the nature and extent of an AHIMT response. The AHIMT will receive situation reports and other appropriate information during the pre-positioning period. Upon arrival at the incident scene, the AHIMT Team Leaders will meet with the current on-scene Team Leaders and receive a situational briefing to further assess the situation. After assessing the situation, the AHIMT Team Leaders will decide whether or not the AHIMT will continue to respond. If the decision is for the AHIMT to continue their response to the incident scene, then the AHIMT Team Leaders will contact the responding Response ready AHIMT members and provide them with an updated Deployment Briefing. If the AHIMT Team Leaders decides to cancel the AHIMT response, then he/she will notify the Response ready AHIMT members and AHIMT POC to cancel and if already enroute, to turn around and return home. Notification of Request for IMT Resources for State Deployment The State Operations Center issues a STAR for the number of teams, number of team members, length of assignment and mission. State AHIMT Coordinator requests availability of team resources from Team Leaders. Only team members with active MOU on file maybe deployed. All Team Leaders will provide availability roster within two hours of request to the State AHIMT Coordinator. State AHIMT Coordinator will configure teams and will then notify TFS EOC and STAR is completed, with cost estimates for team members and any additional equipment. TFS EOC coordinates with TICC for the processing of resource orders. The State AHIMT Coordinator notifies Texas SOC of Estimated Time of Arrival of AHIMT to Incident. 17 P a g e

18 Prior to Arrival that Assignment Location Prior to arrival in assigned area, State IMT Coordinator will provide a copy of the approved State of Texas Assistance Request (STAR), resource orders and any other pertinent information to the responding jurisdiction and Team Leaders. State IMT Coordinator will provide a copy of resource orders with last four digits of the SSN to TWIRP for WebEOC user accounts. Texas A&M Forest Service Chief of Party Duties & Responsibilities Serves as TFS representative and spokesperson and negotiates Letter of Expectation along with Team Leader Communicates with TFS Incident Response Department throughout the assignment Communicates with DDC and/or local jurisdiction to confirm mission assignment and receive any special instructions Confirms that all IMT members have active Memorandums of Understanding (MOU) Develops emergency procedures for all IMT members Approves and coordinates all request for purchases by IMT members Assures IMT personal needs are met under the circumstances Monitors team conduct and performance Assures that IMT has the necessary supplies and equipment for assignment Along with the Team Leaders, communicates daily with the DDC and/or local jurisdiction representative concerning appropriateness and quality of assignment Conducts, in conjunction with the Team Leaders, daily team briefing and status assessment Along with the Team Leader, conducts the assignment debriefing, critique, evaluation and after action report Assure that position task books are reviewed and initialed or signed as appropriate 18 P a g e

19 Coordinates demobilization information and assures that all crew time reports have been submitted and Emergency Firefighter Reports are prepared and completed Work/Rest, Length of Assignment, and Days Off Type 3 Teams may deploy for more than one operational period and up to 14 days at the incident exclusive of travel. AHIMTs will ensure all personnel are provided a minimum 2:1 work to rest ratio (for every 2 hours of work or travel, provide 1 hour sleep and/or rest) Work shifts that exceed 16 hours and/or consecutive days that do not meet the 2:1 work/rest ratio should be the exception and no work shift should exceed 24 hours. The AHIMT Team Leaders or Team Leader must justify work shifts that exceed 16 hours and those that do not meet the 2:1 work/rest ratio. Single Site Events Major emergencies and disasters involving a single site or small geographical area will have a single IMT established to facilitate the management and coordination of resources. Multiple Site Incidents/Events Incidents or events involving multiple sites or large geographical areas may require major or complex incident/event management: Combining several incidents into an incident complex Dividing an incident into two or more single incidents Expand the planning capability Adding a second Operations or Logistics Section Activating an Area Command If the Team is tasked to manage multiple sites, the AHIMT Team Leaders should confer with the local jurisdiction and request an additional AHIMT to assist with the management of the multiple sites, incidents, or events. 19 P a g e

20 When there are multiple incidents generally in the same area that are each being managed by an IMT or a very large incident that has multiple IMTs assigned to it, there may be a need to establish an Area Command. The Team Leaders for each team involved in management of such incidents/events should confer with the local jurisdiction and make a decision to establish an Area Command or Unified Command. Delegation of Authority or Letter of Expectations A Delegation of Authority is only used when an AHIMT is being asked to take over management of the incident. A Letter of Expectations shall be used when an IMT is in a supporting role to a local jurisdiction or DDC. The Texas A&M Forest Service Chief of Party will determine if the AHIMT needs to develop a Delegation of Authority or a Letter of Expectations. The Chief of Party with the AHIMT Team Leaders will cooperatively develop and submit for signature to the local Agency Representative a written Delegation of Authority (DOA) or Letter of Expectations (LOE). The DOA or LOE is required to assure that there is a complete understanding by all parties of the scope, nature, and requirements of the assignment. A written DOA or LOE is preferred, but at the very least an oral agreement must be made as to the expectations by all parties involved. See Appendix F Sample Delegation of Authority and Letter of Expectations. Incident Management The incident will be managed in accordance to the fundamental features, concepts, and principles of the Incident Command System. The incident management will be consistent with the team members NIMS/ICS training. Demobilization IMT components will be demobilized in accordance with the demobilization plan prepared by the IMT Planning Section, approved by the AHIMT Team Leaders, and implemented and managed by the IMT Logistics Section. The considerations for AHIMT demobilization can be found in Appendix B. The AHIMT is not completely demobilized until all IMT resources have returned to their home jurisdiction. 20 P a g e

21 Performance Evaluation Prior to demobilization, the AHIMT Team Leaders should discuss overall Team Performance with the Authority Having Jurisdiction (AHJ). This discussion provides an opportunity to cover important aspects of team performance, such as: Accomplishment of Agency goals and objectives Effective incident management, team leadership, and professionalism Sensitivity to local concerns, resource limits, environmental, political and social concerns, and cost Recognition of changing conditions and effective use of local resources Proper emphasis on safety and initiating action See Appendix G Sample Incident Management Team Evaluation Form. In addition, each supervisor should evaluate the performance of all Team members using ICS Form 226 Individual Performance Rating. Each team member and their supervisor will sign the rating form at the conclusion of the rating discussion. A separate form is completed for each IMT position held. Section Chiefs should review all appraisals for team members in their section. The AHIMT Team Leaders will review and countersign all ratings where the overall rating is outstanding or unsatisfactory. Each team member should be given a copy of their appraisal at the end of their assignment. Copies of the completed evaluation forms are forwarded to the AHIMT Team Training Coordinator for inclusion in Team records/files. 21 P a g e

22 Release and Return to Home Unit The final item on the AHIMT Team Leaders checklist prior to departure from an incident is the Release and Return to Home form. By signing this form, the Agency Administrator agrees that the Team: Has accomplished the stated mission and objectives and is approved for release Has documented all consumable/disposable supplies used, and if the local jurisdiction will reimburse the Team for their replacement if necessary Will forward a copy of the final After-Action Report to the Authority Having Jurisdiction (AHJ). If a Delegation of Authority or Letter of Expectations was issued to the team, then this document returns the authority and responsibility for the management of the incident to the local jurisdiction s Agency Administrator or DDC. See Appendix H Sample Release and Return to Home Unit Form After-Action Review Process Just as the demobilization process begins with the activation, so does the afteraction process. The Planning Section Chief should constantly reinforce the need for IMT personnel to document any issues or items that may be included or reviewed in the after-action process. The debriefing may be conducted in a two-stage process with the first phase beginning prior to the release of the IMT from the incident, preferably prior to transport home. If required, the second phase is the more detailed debriefing that occurs after the IMT personnel have time to rehabilitate themselves after returning from their assignment. The After-Action Process and After-Action Report will be conducted and developed in accordance with the principles and practices of the Homeland Security Exercise and Evaluation Program (HSEEP). 22 P a g e

23 Phase One Hot Wash At the earliest convenient opportunity after conclusion of incident management activities and while still on-scene, the AHIMT Planning Section Chief should conduct a Hot Wash. The Hot Wash is intended to provide AHIMT members an opportunity to express their concerns and identify action items. The Hot Wash is normally done by function, starting with the planning function and concluding with the AHIMT Team Leaders. This will introduce issues that need to be discussed while the focus is still on the mission and issues are still fresh in the minds of the team members. Issues that surface will be documented and serve as the basis for the AHIMT After- Action Report. Phase Two Debriefing The AHIMT Team Leaders will evaluate the need for a Formal Debriefing and determine the appropriate level of participation based on the incident scope and complexity. If needed, this meeting should be scheduled as soon as possible following demobilization from the incident. The input from the Phase One Hot Wash will provide the basis for the Debriefing Agenda. Output from this Debriefing will be used to prepare the AHIMT After- Action Report to be submitted to the Texas AHIMT Steering Committee. The Debriefing should address at a minimum, the following topics: Strengths Areas for improvement Lessons Learned and best practices Need for Critical Incident Stress Management debriefing for the team or individual team members 23 P a g e

24 After-Action Report The AHIMT Team Leaders will ensure the Planning Section Chief develops an AHIMT After-Action Report, which includes a documentation of activities, strengths or positive aspects, areas for improvement, and recommended corrective action. The AHIMT Team Leaders shall present the After-Action Report to the Texas AHIMT Steering Committee within 30 days of AHIMT demobilization from an incident. The final After-Action Report should minimally include: An executive summary A chronology of events including alert, activation, mobilization, on-site operations, and post- mission activities Strengths Areas for improvement Lessons learned and best practices Improvement Plan (IP) Complaints Complaints regarding the performance of the AHIMT during an incident will be directed to the TFS. The TFS will conduct an inquiry into the complaint. Upon completion of the inquiry the TFS will determine if the complaint is sustained or unfounded. If the complaint is sustained, then the TFS will recommend appropriate corrective action to the AHIMT Team Leaders to improve the team s performance. Complaints regarding an individual member s performance will be directed to the AHIMT Team Leaders. The AHIMT Team Leaders will conduct an inquiry into the complaint. Upon completion of the inquiry the AHIMT Team Leaders will determine if the complaint is sustained or unfounded. If the complaint is sustained, then the AHIMT Team Leaders will recommend appropriate corrective action to improve the team member s performance. Complaints of misconduct by an individual member of the AHIMT will be directed to the member s parent organization for investigation, disposition, and any corrective action. 24 P a g e

25 Reports Incident Briefing Forms (ICS 201) and Incident Action Plans (IAP) The Team Leaders or Planning Section will complete the Incident Briefing Form or Incident Action Plan, whichever is appropriate for the situation. The Incident Briefing Forms and Incident Action Plans will be completed in accordance with Incident Command System training. The completed Incident Briefing Forms and Incident Action Plans will be kept on file in the AHIMT records management system. After Action Reports (AAR) and Improvement Plans (IP) The AHIMT Team Leaders will ensure an AHIMT After Action Report is produced. The completed After Action Report and Improvement Plan will be kept on file in the AHIMT records management system. The AHIMT Team Leaders shall send a copy of the After-Action Report to the Texas AHIMT Steering Committee Chairman within 30 days of AHIMT demobilization from an incident. AHIMT Records Management System for Incident Assignment Each AHIMT shall maintain a records management system to store original documents produced by the team. The following completed original documents should be filed and stored in the AHIMT records management system: Memorandums of Understanding Member applications Member Letters of Commitment Team Manual Team Rosters Call-Out Lists Mutual Aid requests Delegations of Authority or Letter of Expectation Incident Briefing Forms Incident Action Plans Release and Return Home forms 25 P a g e

26 Team Evaluations Individual Performance Evaluations After Action Reports Corrective Action Plans Completed complaint inquiries Equipment Issued Equipment AHIMT members may be issued equipment to perform their position functions, duties, and tasks. Each member is responsible for the proper care, use, and control of their issued equipment. Issued equipment will be inspected and inventoried in accordance with the policies, procedures, and regulations of the Team Manual. Vehicle Operations All vehicles will be operated in accordance with applicable statutes and laws and the AHIMT member s parent organization s policies, procedures, and regulations. Traffic collisions and/or damage to any vehicle will be reported immediately and handled in the same manner as the AHIMT member s parent organization s policy and procedure, pursuant to state law. Equipment Accountability and Checkout The AHIMT may have equipment under its control. This equipment will be issued/checked-out and checked-in. The AHIMT shall account for all issued, loaned or borrowed equipment. Equipment Maintenance and Repair The AHIMT may have equipment under its control. The AHIMT will arrange for or coordinate necessary maintenance and repairs of equipment under their care and control. 26 P a g e

27 Texas AHIMT Master Plan Maintenance The Texas AHIMT Steering Committee is responsible for the development and maintenance of the Texas AHIMT Master Plan. The Texas AHIMT Steering Committee will annually review and revise, as needed the Texas AHIMT Master Plan. This section establishes procedures for interim changes and full updates of the Master Plan. Types of Changes Changes include additions of new or supplementary material and deletions. No proposed change should contradict or override authorities or other plans contained in statute, Executive Order, or regulation. Submitting Changes Any Steering Committee member, AHIMT member, or AHIMT stakeholder or participant may propose a change to the Master Plan. Coordination of Review The Texas AHIMT Steering Committee is responsible for coordination of review of the proposed changes. The Texas AHIMT Steering Committee will submit the proposed changes to all participating AHIMTs and ask for their comments and input. Approval The Texas AHIMT Steering Committee will review and discuss the proposed change along with any comments and input received from participating AHIMTs. The Texas AHIMT Steering Committee will approve as is, approve with modifications, or disapprove any changes to the Master Plan. 27 P a g e

28 Notice of Change After approval of the final change language, the Texas AHIMT Steering Committee will issue an official Notice of Change. The notice will provide the change language on one or more numbered and dated insert pages that will replace the pages in the Master Plan. Once published, the changes will be considered part of the Master Plan. Distribution The Texas AHIMT Steering Committee will distribute Notices of Change to all participating AHIMTs. Reissuance of the Master Plan When the Texas AHIMT Steering Committee deems necessary an entire Master Plan with approved revisions will be distributed to all participating AHIMTs, otherwise it will appear on the Texas Interagency Coordinating website located at 28 P a g e

29 Appendix A Memorandum of Understanding Between The Texas A&M Forest Service And Regional Incident Management Team Member And The Participating Agency/Employer This Memorandum of Understanding (MOU) is entered into this day of, 20 by and between the Texas A&M Forest Service, a member of The Texas A&M University System, an agency of the State of Texas (TFS) and Regional Incident Management Team (RIMT) Member (Member) and the Participating Agency/Employer (Employer). I. PURPOSE To delineate responsibilities and procedures for RIMT activities under the authority of the State of Texas Emergency Management Plan. II. SCOPE The provisions of this MOU apply to RIMT activities performed at the request of the State of Texas. The scope of this MOU also includes training activities mandated by the State of Texas and TFS to maintain RIMT operational readiness. III. PERIOD OF PERFORMANCE This MOU shall commence on the date of the last signature and shall continue for a period of five years, unless terminated earlier in accordance with section IX.B. IV. DEFINITIONS A. Activation: The process of mobilizing RIMT Members to deploy to a designated incident or event site. When the RIMT responds to such a mobilization request, the Member is required to arrive with all equipment and personal gear to the designated Point of Assembly (POA) within two hours of activation notice. The time at which the RIMT Member receives a request for activation and verbally accepts the mission will be considered the time at which personnel costs to be charged to RIMT activities shall begin. B. Alert: The process of informing RIMT Members that an event has occurred and that RIMT may be activated at some point within the next hours. C. De-Activation: The process of de-mobilizing RIMT Members upon notification from the State to stand down. D. Director: The Director of TFS. E. Member: An individual who has been formally accepted into an RIMT, meeting all requirements for skills and knowledge, and is in good standing with regard to compliance with necessary training and fitness. F. Single Resource: An individual who has been formally accepted into an RIMT, meeting all requirements for skills and knowledge, in good standing with regard to compliance with necessary training and fitness that is not sponsored by a governmental agency or jurisdiction and enters into an MOU with TFS. G. Participating Agency/Employer: The RIMT Member s employer who, by execution of this MOU, has provided official support of the Member s involvement in the RIMT. 29 P a g e

30 H. State: For the purpose of this MOU, the State of Texas through the Texas Department of Public safety (DPS), Texas Division of Emergency Management (TDEM). I. RIMT: An integrated collection of personnel and equipment meeting standardized capability criteria for addressing incident management needs during disasters. J. TFS/State Sponsored RIMT Training and Exercises: Training and/or exercises performed at the direction, control and funding of TFS and/or the State. K. Local RIMT Sponsored Training and Exercises: Training and/or exercises performed at the direction, control and funding of a participating agency or RIMT Member in order to develop and maintain the incident management capabilities of the member and the RIMT. RIMT sponsored training shall be coordinated with TFS staff and receive prior written authorization to conduct such training. V. RESPONSIBILITIES A. TFS shall: 1. Recruit and organize the RIMT, according to guidelines prescribed by TFS. 2. Provide administrative, financial and personnel management related to the RIMT and this MOU. 3. Provide training to RIMT Members. Training shall be consistent with the objectives of developing, upgrading and maintaining individual skills, as identified in the position description requirements, necessary to maintain operational readiness. 4. Develop, implement and exercise an internal notification and call-out system for RIMT Members. 5. Provide all tools and equipment necessary to conduct safe and effective incident management operations as listed in the current approved RIMT cache list. 6. Maintain all tools and equipment in the RIMT cache in a ready state. 7. Provide coordination between the State, other relevant governmental and private entities, Employer and RIMT Member. 8. Maintain a primary contact list for all RIMT Members. 9. Maintain personnel files on all members of RIMT for the purpose of documenting training records, emergency notification and other documentation as required by the State. B. The Employer shall: 1. Maintain a roster of all its personnel participating in RIMT activities. 2. Provide a primary point of contact to TFS for the purpose of notification of RIMT activities. 3. Provide administrative support to employee members of RIMT, i.e. time off when fiscally reasonable to do so for RIMT activities such as training, meetings and actual deployments. 4. Submit reimbursement claims within thirty (30) days of official deactivation or completion of TFS/State sponsored RIMT training of the RIMT Member. 30 P a g e

31 C. Member shall: 1. Be physically capable of performing assigned duties required in the position description (PD) requirements for the assigned position. 2. Maintain knowledge, skills and abilities necessary to operate safely and effectively in the assigned position. 3. If the Member is a Single Resource, the Member must submit to a background check consistent with Texas A&M System policies. Individuals who refuse to submit to a background check will be denied participation in the RIMT program. 4. Maintain support of Employer for participation in RIMT activities. 5. Keep Employer advised of RIMT activities that may require time off from work. 6. Advise RIMT point of contact of any change in notification process, i.e. address or phone number changes. 7. Be available for immediate call-out during the period Member s assigned RIMT is first on the rotation for call-out. 8. Respond immediately to a mobilization request with acceptance or refusal of current mission request and arriving within 2 hours from time of mobilization request to the assigned POA. 9. Maintain all equipment issued by RIMT in a ready state and advising TFS Manager deployed with RIMT of any lost, stolen or damaged items assigned to Member. 9. Be prepared to operate in the disaster environment. 10. Follow the RIMT Code of Conduct in Attachment A. VI. PROCEDURES A. Activation 1. Upon request from the State for disaster assistance, and/or determination that pre-positioning the RIMT is prudent, TFS shall request the activation of the RIMT to respond to a designated POA. 2. TFS shall communicate an Alert and/or Activation notice to RIMT Members through the internal paging and call-out system according to the current approved mobilization plan. B. Mobilization, Deployment and Re-deployment 1. TFS will notify members of activation of RIMT. 2. Upon arrival at the POA, the State representative will provide initial briefings, maps, food, housing and any other items essential to the initial set-up and support of the RIMT. 31 P a g e

32 3. When RIMT is activated, the RIMT, including all necessary equipment, will move to the predesignated point of departure (POD) for ground or air transportation. 4. The RIMT shall be re-deployed to the original POA upon completion of the RIMT mission. C. Management 1. TFS will have overall management, command and control of all RIMT resources and operations. 2. Tactical deployment of RIMT will be under the direction of the local Team Leaders and the RIMT Team Leaders assigned to the incident. 3. TFS may remove the RIMT Member from the RIMT at any time with or without cause. VII. TRAINING AND EXERCISES A. Local RIMT Sponsored Training and Exercises Periodically RIMT Members will be requested or required to attend local RIMT sponsored training or exercises. Local RIMT sponsored training or exercises shall be performed at the direction, control and funding of the local RIMT in order to develop the technical skills of RIMT Members. Costs associated with this training or exercises will not be reimbursed by TFS or the State. B. TFS/State Sponsored RIMT Training and Exercises Periodically RIMT Members will be required and/or invited to attend TFS/State RIMT training and/or exercises. This training and exercises will be performed at the direction, control and funding of TFS, or the State in order to develop and maintain the incident management capabilities of the RIMT. Allowable travel costs associated with this training will be reimbursed by TFS. C. Minimum Training Requirements Member is required to attend a minimum of 50% of the available RIMT training and exercise opportunities provided for the assigned RIMT position. Failure to attend a minimum of 50% of the training opportunities will result in dismissal from the RIMT. Exceptions may be granted at the discretion of the RIMT Team Leaders. VIII. ADMINISTRATIVE, FINANCIAL AND PERSONNEL MANAGEMENT A. Reimbursement to Employer 1. TFS will reimburse Employer for all wages identified and allowed in the RIMT Standard Pay Policy (Attachment B). TFS will reimburse all amounts necessary to fund payroll associated costs of state and/or federal disaster deployments. 2. TFS will reimburse Employer for the cost of backfilling while Member is activated. This shall consist of expenses generated by the replacement of a deployed Member on their normally scheduled duty period/day. 32 P a g e

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