The Role of Elected Officials During Disasters. The Florida Division of Emergency Management

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1 The Role of Elected Officials During Disasters The Florida Division of Emergency Management

2 Bryan W. Koon Director Florida Division of Emergency Management

3 Introduction Florida s elected officials play an important role in Emergency Management Purpose of this Program Provide a basic understanding of Emergency Management Provide an understanding of your role before, during, and after disasters

4 What is Emergency Management? A program facilitated at the local level by a small number of practitioners A program requiring the engagement and participation of all local government employees to be successful, from the mitigation phase through the recovery phase A program that, despite limited resources, works daily to minimize the impacts of disasters on the community, through communication, coordination, collaboration, and facilitation

5 Governor State Coordinating Officer State Emergency Response Team Chief Operations Planning Logistics Finance/Adm. Emergency Management Organization at the State Level

6

7 The Basics All-Hazards Approach to Planning State of Florida is vulnerable to many hazards Many of the consequences of disasters are the same, regardless of the hazard EM PREPAREDNESS RESPONSE RECOVERY MITIGATION ALL DISASTERS ARE LOCAL

8 Florida: An All-Hazards State

9 The Basics Emergency Any occurrence, or threat thereof, whether natural, technological, or man-made, in war or in peace, which results or may result in substantial injury or harm to the population or substantial damage to or loss of property Disaster Any natural, technological, or civil emergency that causes damage of sufficient severity and magnitude to result in a declaration of a state of emergency by a county, the Governor, or the President of the United States

10 The Basics Disasters are identified by the severity of resulting damage, as follows: Catastrophic disaster Requires massive state and federal assistance, including possible immediate military involvement Major disaster Exceeds local capabilities and may require a broad range of state and federal assistance Minor disaster Within the response capabilities of local government and to result in only a minimal need for state or federal assistance

11 Florida Legal Authorities for Emergency Management Chapter 252, Florida Statutes ( ) Known as the State Emergency Management Act Provides for county emergency planning guidance

12 Florida Legal Authorities for Emergency Management Chapter 252, Florida Statutes ( ) State policy for responding to disasters is to support local emergency response efforts In the case of a major disaster, needs will likely be greater than local resources Florida Division of Emergency Management is charged with providing for the rendering of mutual aid among the political subdivisions of the State, with other states, and with the Federal Government with respect to carrying out all emergency management functions and responsibilities

13 Florida Legal Authorities for Emergency Management State Comprehensive Emergency Management Plan (CEMP) Sets the Overall Framework Provides guidance to state and local officials on procedures, organization and responsibilities Adopts a functional approach that combines the types of assistance to be provided under each Emergency Support Function (e.g., Transportation, Health)

14 Florida Legal Authorities for Emergency Management Rule Chapter 9G-2, Florida Administrative Code (FAC) Local Ordinances Establishing Emergency Management Programs Local CEMP and Rule Chapter 9G-6, FAC

15 Stafford Act Robert T. Stafford Disaster Relief and Emergency Assistance Act (2007) All requests for a declaration by the President that a major disaster exists shall be made by the Governor of the affected State. Such a request shall be based on a finding that the disaster is of such severity and magnitude that effective response is beyond the capabilities of the State and the affected local governments and that Federal assistance is necessary

16 Local Emergency Management Legal Authorities Local States of Emergency (Ch ) Emergency Management powers of political subdivisions (1)(a) In order to provide effective and orderly governmental control and coordination of emergency operations in emergencies within the scope of ss , each county within this state shall be within the jurisdiction of, and served by, the division.each county must establish and maintain such an emergency management agency and shall develop a county emergency management plan and program that is coordinated and consistent with the state comprehensive emergency management plan and program.

17 Local Emergency Management Legal Authorities State/Local Lines of Succession Executive Order (Evacuation) Continuity of Operations/Continuity of Government Placement of EM at County Level Direct Report to BOCC/County Manager/Administrator Public Safety Department/Division Fire Safety Department Sheriff s Office

18 Emergency Operations Centers (EOC) During disasters, an EOC serves as the central point for the collection of information and allocation of resources The needs of disaster survivors are met by collaborating and communicating with all the stakeholders and coordinating efforts with other jurisdictions to facilitate a countywide response

19 The Four Phases of Emergency Management Preparedness Response Recovery Mitigation

20 YOUR Preparedness Are you ready? Do you have a Family Disaster Plan? Know your county s plans before the disaster! Work with your EM officials Get familiar with the National Incident Management System (NIMS) and the Incident Command System (ICS) Recommend IS-700 (Introduction to NIMS) and IS-100 (Introduction to ICS) On-line training available at

21 EM RESPONSE Priorities 1. Establish communications 2. Search and rescue/security 3. Meet basic human needs 4. Restore critical infrastructure 5. Open schools and local businesses 6. Begin recovery

22 State of Emergency Local governments have authority by statute to request state assistance or invoke emergency-related mutual-aid assistance by declaring a state of local emergency Duration of a local state of emergency is limited to seven days with extensions as needed in seven day increments Under a state declaration of emergency, the governor is in charge

23 State of Emergency Local government has the power and authority to waive the procedures and formalities otherwise required pertaining to: Performance of public work and taking action necessary to ensure the health, safety, and welfare of the community Entering into contracts Incurring obligations Employment of permanent and temporary workers

24 State of Emergency Utilization of volunteer workers Rental of equipment Acquisition and distribution, with or without compensation, of supplies, materials, and facilities Appropriation and expenditures of public funds (Chapter (3), Florida Statutes (2009))

25 YOUR Role during Response Understand LOCAL STATE OF EMERGENCY Once a declaration is in place, it allows the following: Mobilization of resources Activation of Emergency Operations Plans Protective actions - evacuations, emergency shelters, shelter-inplace orders, emergency alerts/warnings Initiation of mutual aid agreements Suspension of statutes Authorization of emergency funds Initial step for requesting state and federal assistance and to qualify for possible reimbursement

26 YOUR Role during Response Understand the possibility for financial liability Liable for up to a 25% cost-share for eligible and approved purchases May be fully responsible for purchases during a disaster response Be clear that there is not necessarily a reimbursement available from the state or federal government there is a criterion that must be met Use caution when requesting mutual aid, but certainly get the resources necessary to save lives and property

27 YOUR Role during Response Understand the Disaster Declaration Process 1. Event Occurs** 2. Local Response 3. If local resources are exhausted, or expected to be, declare a local state of emergency and request assistance from the state **Local declaration of emergency should be initiated prior to a noticed event whenever possible

28 YOUR Role during Response 4. State resources are deployed 5. If state resources are exhausted, or expected to be, the governor declares a state of emergency 6. Governor requests assistance from the federal government using Preliminary Damage Assessments (PDA s) for a Presidential Major Disaster or Emergency Declaration 7. President issues a Major Disaster or Emergency Declaration

29 Requesting Assistance President Federal Governor State Under the Stafford Act and F.S. Chapter 252, only the Elected Leadership has the authority to Declare Emergencies. Only the Governor may request assistance from the President. Chairman BoCC County Mayor Municipality or

30 Disaster Assistance Concept of Operations Event Exceeds Local Capabilities/Capacities County to County Mutual Aid Request for State Assistance Statewide Mutual Aid Agreement FFCA SERP (Mission # Required!) Emergency Management Assistance Compact Federal Assistance Declarations: Major Disaster, Emergency, Fire Management Assistance, SBA, USDA

31 Disaster Assistance County Responsibilities Federal Declarations follow County boundaries, but once declared there are multiple potential applicants for assistance, cities, special districts, towns, eligible private non-profits Support for notification of potential applicants Applicant briefing locations and logistics support Disaster Recovery Center(s) for Individuals

32 Evacuations Suggest to the public where to go, when to leave, routes to take, and why Monitor traffic situations and update your constituents with current information encourage them to prepare for breakdowns, accidents, fuel needs Encourage constituents to be Survivors, not Victims, be prepared and self-reliant Remind residents that shelters are intended only to protect life, and are not comfortable

33 Recovery Activities taken to return to a normal or even safer situation following a disaster Preliminary Damage Assessments (PDA) Immediately following the disaster and depending on the severity of the damage, Preliminary Damage Assessment teams may arrive to determine the impact and magnitude of damage caused by the event PDA teams are comprised of personnel from FEMA, the Florida Division of Emergency Management, county and local officials, and the Small Business Administration. The PDA is typically used as a basis for the Governor s request for a major disaster or emergency declaration when it shows that the cost of response efforts and damage to residents is beyond state and local recovery capabilities.

34 Recovery Federal Assistance Stafford Act Process Local Damage Assessment (Forward to Florida DEM) DEM requests Joint Damage Assessment Team Collect damage estimates for eligible damages under Stafford Assess Against Damage Thresholds County must request a Declaration Florida DEM makes a recommendation to the Governor Governor Requests Federal Disaster Assistance FEMA Review/Advices President President Grants/Denies Request Appeal Process Available if Denied

35 YOUR Role in Recovery Know the process for estimating the damage your community has sustained following a disaster Know the difference between a local disaster, a state disaster declaration and a Presidential disaster declaration Know the types of assistance available and the thresholds your community and the state must meet to be eligible for federal disaster assistance

36 YOUR Role in Recovery Understand the differences between Public Assistance and Individual Assistance Public Assistance: Provides assistance to state, tribal, local governments and certain types of private non-profit organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the president. The State of Florida manages this program as the grantee from FEMA (grantor) for all sub-grants awarded to local eligible jurisdictions and agencies within the State of Florida Individual Assistance: Designed to coordinate assistance provided to individuals, households, and businesses recovering from disaster or emergency impacts. After the president signs a disaster declaration, it is important to inform affected individuals and businesses through press releases and outreach efforts that programs are available to them in obtaining any entitled aid

37 Disaster Assistance Programs Under Stafford Act Public Assistance (PA) Reimbursement for damage to public infrastructure, cost of response, and protective measures Categories A through G Repair, Restore, Replace Project Worksheets Scope of Work/Cost Estimates Cost Reimbursement Program/Sub-Grantee of Florida DEM Matching Requirements

38 Disaster Assistance Programs Under Stafford Act Individual Assistance (IA) To be eligible, your county must be covered under a Presidential Disaster Declaration Grants/loans to uninsured or under insured individuals who suffered damages Primary residence own or rent Individual must by denied a SBA loan to move through process Limitations on assistance maximums Rental assistance, repairs, temporary housing, other needs assistance, small business assistance disaster loans Disaster housing

39 Small Business Administration Loans When the President declares a Major Disaster Declaration that includes Individual Assistance or Public Assistance, the Small Business Administration s (SBA) disaster loan program is automatically activated. SBA provides low-interest disaster loans to individuals and businesses that may be used to repair or replace real estate, personal property, machinery and equipment, inventory, and business assets. Should a Presidential Disaster Declaration not be issued, SBA may declare a disaster and provide disaster assistance to impacted individuals.

40 Mitigation Activities that prevent a disaster, reduce the chance of a disaster happening, or reduce the damaging effects of unavoidable disaster Understand the economic importance of mitigation. Mitigation creates safer communities by reducing loss of life and property damage. A recent study by the Multi-hazard Mitigation Council shows that each dollar spent on mitigation saves society an average of four dollars. Know what kinds of mitigation programs your community may be eligible for.

41 Disaster Assistance Programs Under Stafford Act Hazard Mitigation Grant Program Entire State is Eligible Funds Available Based on Estimates of Eligible Public Assistance Damages Lock In Period to Allow Damage Estimates to mature Cost Reimbursement/Match Requirements Local Mitigation Strategy Florida Enhanced Plan State

42 Intergovernmental Relations Team (IRT) The State of Florida Intergovernmental Relations Team (IRT) is here to serve you before, during and after a disaster impacts your area. We can provide up-to-date information on emergency management-related activities affecting your constituents and help guide you through the process of obtaining federal disaster assistance. Website: Phone Number: (850) Address:

43 So, What is Emergency Management? Communication Collaboration Coordination Facilitation Expectations Anticipation

44 Your Responsibilities Set and/or revise policy as needed to facilitate disaster operations, pre-event, during and post-event Manage the Expectations of: Constituency Staff Community Leaders Support staff implementing policy Facilitate interactions with other elected officials (local, state, federal) Create, revise and/or amend local ordinances, rules, etc. to meet unanticipated needs of the event

45 What Should You Do Now? Meet with your county Emergency Management Director and key staff Visit your Emergency Operations Center Remember that managing constituent expectations is your responsibility = Circumstances dictate reality Encourage all county divisions and departments to understand their emergency roles and responsibilities; Encourage your municipal agencies to partner and be engaged in local emergency planning EVERYONE HAS A ROLE

46 What Should You Do Now? Promote resiliency in county operations Has Continuity of Operations Planning (COOP) been completed? Has Continuity of Government (COG) planning been completed? Which county facilities are located in hazard areas? Which county facilities have emergency power? What are the communications shortfalls? Is there a method to contact employees with emergency information?

47 What Should You Do Now? Are there policies for emergency procurement and payroll adjustments? What is the status of insurance for county infrastructure? Ask your Emergency Management staff about hazards in your community and the plans for mitigation, response, recovery from events Ask about lessons learned from past events have improvements been implemented?

48 What Should You Do Now? Training NIMS Complete on-line training Attend FDEM Senior Leadership Briefing session Encourage a culture of preparedness within your community, constituency, and employees

49 Questions for Director Koon

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