Office of Early Learning Agency for Work Force Innovation

Transcription

1 Continuity of Operations Plan (COOP) Office of Early Learning Agency for Work Force Innovation Early Learning Coalition of Southwest Florida McGregor Blvd. Suite Ft. Myers, Fl Barbara L. Saunders, Executive Director Phone: (239) Fax: (239) Alternate Warning: This document contains information pertaining to the deployment, mobilization, and tactical operations of the Florida Partnership for School Readiness and the local school readiness coalition in response to emergencies and is exempt from public disclosure under the provisions of section , Florida Statutes. Approved: Sabra Cecil, Chair Early Learning Coalition of Southwest Florida Date: Page 1 of 57

2 TABLE OF CONTENTS SECTION I: INTRODUCTION I-1 Purpose I-2 Applicability and Scope SECTION II: CONCEPT OF OPERATIONS (COO) II-1 Objectives II-2 Planning Considerations II-3 Assumptions II-4 COOP Execution II-5 Disaster Magnitude Levels II-6 Emergency Coordinating Officer II-7 Executive Leadership Team II-8 Relocation Team II-9 Alternate Relocation Point II-10 Mission Essential Functions II-11 Delineation of Mission Essential Functions II-12 Warning Conditions II-13 Direction and Control II-14 Operational Hours II-15 Alert and Notification II-16 Telecommunications and Information Systems Support II-17 Security and Access Controls II-18 Test, Training, and Exercise SECTION III: PHASE I- ACTIVATION PROCEDURES III-1 III-2 III-3 III-4 III-5 III-6 III-7 Alert and Notification Procedures Initial Actions Activation Procedures Duty Hours Activation Procedures Non-Duty Hours Deployment and Departure Procedures Time-Phased Operations Transition to Alternate Operations Site-Support Responsibilities SECTION IV: PHASE II- ALTERNATE OPERATIONS IV-1 IV-2 IV-3 IV-4 IV-5 IV-6 Execution of Mission-Essential Functions Establishment of Communications Relocation Team Augmentation of Staff and Other Resources Amplification of Guidance to All Personnel Development of Plans and Schedules for Reconstitution and Termination SECTION V: PHASE III- RECONSTITUTION AND TERMINATION Page 2 of 57

3 V-1 Overview V-2 Procedures V-3 After-Action Review and Remedial Action Plan ATTACHMENTS Attachment 1 Attachment 2 Attachment 3 Attachment 4 Attachment 5 Attachment 6 Attachment 7a Attachment 7b Attachment 8 Attachment 9 Relocation Team Alternate Site Locations Emergency Coordinating Officer Executive Leadership Team Alternate Service Providers Coalition Staff and Sub-Contractor s Contact Information Organizational Chart Memorandum of Delegation of Authority and Delegation of Emergency Funds to Executive Director Standardized Communications and Canned News Releases Coalition Forms FEMA Information Sheet, Generic Mini-Grant Application, and Posting for Door APPENDICES Appendix 1 Appendix 2 Appendix 3 Approved SR and VPK Provider List Early Learning Coalition of Southwest Florida Emergency Phone Tree Contact List Early Learning Coalition of Southwest Florida Board Member List Page 3 of 57

4 SECTION I: INTRODUCTION I-1 Purpose Pursuant to Florida Statutes, Chapter : Emergency Coordination Officers; disaster-preparedness plans, this Continuity of Operations Plan (COOP) establishes policy and guidance to ensure the continued execution of the mission-essential functions for the Office of Early Learning (AWI) and the local Early Learning Coalition in the event that an emergency threatens or incapacitates operations, and requiring the relocation of selected personnel and functions of the Early Learning Coalition of Southwest Flroida,12651 McGregor Blvd. Suite 4-402, Ft. Myers, Florida Specifically, this plan is designed to: a. Ensure the coalition is prepared to respond to emergencies, recover from them, and mitigate their impact. b. Ensure the Early Learning Coalition referenced above is prepared to provide critical services in an environment that is threatened, diminished, or incapacitated. I-2 Applicability and Scope Name of Coalition: Early Learning Coalition of Southwest Florida Mailing Address: Physical Address: McGregor Blvd. Suite Ft. Myers, Fl Same as above Primary Phone Number: (239) Alternate Phone Numbers: (239) Fax Number: (239) Alternate Fax: (239) Primary Address: Alternate Address: Contact Name: Barbara Saunders Executive Director Counties Served: Administrative Entity: Fiscal Entity: Collier, Glades, Hendry and Lee Early Learning Coalition of Southwest Florida Early Learning Coalition of Southwest Florida Mailing Address: McGregor Blvd. Suite Ft. Myers, Fl Page 4 of 57

5 Physical Address: Same as above Primary Phone Number: (239) Alternate Phone Numbers: (239) Fax Number: (239) Alternate Fax: (239) Primary Address: Alternate Address: Contact Name: Ms. Nga Cotter Fiscal Director SECTION II: CONCEPT OF OPERATIONS (COOP) II-1 Objectives The objective of this COOP is to ensure that the capability exists to continue essential functions across a wide range of potential emergencies, specifically when local coalitions administrative and fiscal office and/or subcontractor offices are either threatened or inaccessible. The objectives of this plan include: a. Ensuring the continuous performance of the local coalition s essential functions/operations during an emergency; b. Protecting essential facilities, equipment, records, and other assets; c. Reducing or mitigating disruptions to operations d. Providing for the safety of staff and visitors to facilities, reducing loss of life, minimizing damage and losses; e. Identifying and designating principals and support staff to be relocated; f. Facilitating decision-making for execution of the plan and the subsequent operations; and g. Achieving a timely and orderly recovery from the emergency and resumption of full service to all customers. II-2 Planning Considerations a. In accordance with State guidance and emergency management principles, the coalitions COOP: Will be maintained at a high-level of readiness; Will be capable of implementation both with and without warning; Will be operational no later than 12 hours after activation, if at all possible; Will be capable of maintaining sustained operations for up to 30 days; Will take maximum advantage of existing state or federal and local governmental infrastructures; and Addresses protection of equipment and other coalition assets. Page 5 of 57

6 II-3 Assumptions In the event of an emergency it is assumed that: All mission-essential functions provided by other State agencies in support of the local coalition will continue in accordance with their respective continuity of operations plans. This includes, but is not limited to, services provided by the Office of Early Learning / Agency for Workforce Innovation. It will be determined (taking into consideration staffing and technical resources) if the mission-essential functions of the affected primary facility can feasibly be temporarily transferred to an established unaffected state or community based facility as an alternative to physically relocating staff. II-4 COOP Execution a. Emergencies or potential emergencies may affect the ability of the coalition to perform its missionessential functions from any or all of its primary facilities. The following are scenarios that could mandate the activation of the local early learning coalition s COOP. Page 6 of 57 The coalition s administrative/fiscal offices are closed to normal business activities as a result of an event or credible threats of an event that would preclude access to or use of the facility and the surrounding area. The facilities/subcontractor for eligibility, resource and referral and other required services is closed to normal business activities as a result of an event or credible threats of an event that would preclude access or use of the facility and the surrounding area. The city/town/country is closed to normal business activities as a result of a widespread utility failure, natural disaster, significant hazardous material incident, civil disturbance, or terrorist or military attacks. b. In an event so severe that normal operations are interrupted, or if such an incident appears imminent and it would be prudent to evacuate the facilities or the city/town/county, as a precaution, the coalition s designated employee, may activate the local early learning coalition s COOP. The designated alternate facility will be activated, if necessary, and at the discretion of the designated employee of the coalition. c. The Relocation Team (composed of subject matter experts and essential support staff) for the coalition will ensure the mission essential functions of the coalition are maintained and capable of being performed using the designated alternate facility until full operations are re-established at the administrative/fiscal entity and/or subcontractor offices. d. Selected staff from appropriate coalition, county, or other agencies may supplement the coalition s Relocation Team. The Relocation Team will either relocate temporarily to the designated alternate facility, if necessary, or operate remotely from a predetermined secure location serving as an assembly site. The Relocation Team will be responsible for continuing mission essential functions of the coalition within 12 hours and for a period of up to 30 days pending regaining access to the administrative/fiscal or the full occupation of the designated alternate facility.

7 e. All staff necessary to perform the mission-essential functions of the coalition will be contacted and advised to report to either the alternate facility, a predetermined secure location, or other location as determined by the coalition s designee. Other staff (non-relocating staff) will be instructed to go to or remain home pending further instructions. f. Incidents could occur with or without warning and during duty or non-duty hours. Whatever the incident or threat, the COOP will be executed in response to a full-range of disasters and emergencies, to include natural disasters, terrorist threats and incidents, and technological disruptions and failures. g. It is expected that, in most cases, the coalition and/or subcontractor will receive a warning of at least a few hours prior to an incident. Under these circumstances, the process of activation would normally enable the partial, limited, or full activation of the COOP with a complete and orderly alert, notification of all personnel, and activation of the Relocation Team. h. Without warning, the process can become less routine, and potentially more serious and difficult. The ability to execute the COOP following an incident that occurs with little or no warning will depend on the severity of the incident s impact on the administrative/fiscal entity and/or the subcontractor s facilities, and whether the coalition s or subcontractor s personnel are present in the building or in the surrounding area. Included, under Attachment 1, is the composition of the Relocation Team for the Early Learning Coalition of Southwest Florida Included, under Attachment 2, is a list of alternate site locations for facilities to ensure services continue. The individual designated by the Early Learning Coalition of Southwest Florida, as the responsible party for activation of the coalition s COOP at the local level, based upon feedback and input from the Collier, Glades, Hendry and Lee County Emergency Operations Center and the Coalition Chairperson, is: Ms. Sabra Cecil II-5 Disaster Magnitude Levels The following Disaster Magnitude Classification definitions may be used to determine the execution level of the COOP. These levels of disaster are defined as: Minor Disaster. Any disaster that is likely to be within the response capabilities of local government and results in only minimal need for state or federal assistance, and would not necessarily require activation of the COOP. Major Disaster. Any disaster that will likely exceed local capabilities and require a broad range of state and federal assistance. The Federal Emergency Management Agency (FEMA) will be notified and potential federal assistance will be predominately recovery-oriented. Page 7 of 57

8 Catastrophic Disaster. Any disaster that will require massive state and federal assistance, including immediately military involvement. Federal assistance will involve response as well as recovery needs. The Early Learning Coalition of Southwest Florida will determine whether or not to activate its COOP plan based upon the following: Consultation with any of the above Counties Emergency Operations Center through personal or phone contact Participation in Collier, Glades, Hendry and Lee Counties, Emergency Operations Center-run public briefings Consultation with the Superintendents, School Boards of Collier, Glades, Hendry and Lee Counties through personal or phone contact Mandates issued by Collier Glades, Hendry and Lee Counties governmental and public safety departments II-6 Emergency Coordinating Officer The coalition will need to designate an Emergency Coordinating Officer. At the local level, this may be done through selecting a staff person of the coalition and/or subcontractor, or can be a member of the Local Learning Coalition. IN an emergency, the Emergency Coordinating Officer will work closely with the appropriate County Emergency Operations Center and the State of Florida Emergency Operations Center to provide information and direction to the Emergency Coordinating Officer and affected staff to provide immediate response capability to protect life and property and to ensure minimal disruption to the continuance of the coalition s mission-essential functions. Included, under Attachment 3, is the name and contact information of the Emergency Coordinating Officer for the Early Learning Coalition of Southwest Florida II-7 Executive Leadership Team The Executive Leadership Team, which may be a standing committee of the Early Learning Coalition, will review the COOP and all attachments annually to identify necessary resources to support COOP activities, to ensure that the plan remains viable and compatible with Florida s Comprehensive Emergency Management Plan and that it is maintained at a high level of readiness. The resources necessary to ensure adequate maintenance and operation of the COOP will be considered in the coalition s planning process. The Executive Leadership Team consists of leadership staff with responsibilities linked to the missionessential functions of the coalition. This team has the responsibility for assessing the situation, activating the COOP, selecting alternate facilities, providing information to and from the Office of Early Learning/ AWI and other appropriate state and federal entities. The Executive Leadership Team will ensure that rosters for their respective staff are kept current and that staff members are informed and provided reporting instructions. Page 8 of 57

9 Included, under Attachment 4, are the names and titles of the members of the Executive Leadership Team of the Early Learning Coalition of Southwest Florida II-8 Relocation Team Coalition personnel who are responsible for relocating services under this plan to the selected alternate facility are known collectively as the Relocation Team (Attachment 1). a. The Relocation Team must be able to continue operations and the performance of missionessential functions for up to 30 days at an alternate facility. Each alternate facility must be currently equipped with telephones, computers and fax machines. If the coalition does not currently have equipment such as laptops, computers, FAX machines, printers, cell phones, and a disaster should occur, the Office of Early Learning and AWI may assist the Relocation Team in obtaining these once the disaster/need occurs. The Relocation Team should be able to work from a remote facility to insure childcare services are not disrupted. b. Since alternate facility space and support capabilities may be limited, the membership of the Relocation Team is restricted to only those personnel who possess the skills and experience needed for the execution of mission-essential functions. c. Coalition personnel who are not designated Relocation Team members may be directed to move to other facilities or duty stations, or may be advised to remain at or return home pending further instructions, as determined by the coalition. When it is determined to be feasible, associates may be allowed to telecommute from their homes until the affected facility can be reoccupied or another facility established. d. COOP activation should not, in most circumstances, affect the pay and benefits of either Relocation Team members or other personnel. Staff who is required to temporarily relocate to another geographical area of the State should be compensated for travel expenses in accordance with Florida Statutes, Chapter Describe your plan to implement the above section. This should include, at a minimum, your coalition s ability to maintain fiscal controls and integrity, maintain payroll to staff and subcontractors/child care service providers, and maintain childcare referral services and eligibility determinations, etc. In the event of activation of the COOP, the Coalition s Emergency Coordinating Officer, Ms. Barbara Saunders, Executive Director or alternate, Ms. Sabra Cecil, Chairperson, will implement the following measures, as soon as it is determined (by Collier, Glades, Hendry and Lee Counties Emergency Operations Center, in the event of a county-wide emergency) that it is safe to travel within the county This procedure would pertain to a regional disaster as well as a county specific disaster: Page 9 of 57

10 a. Assessment and Triage 1) Assess the coalition s offices for damage and presence of functioning utilities. 2) Locate (via phone or drive-by to staff home address) and communicate with all coalition staff to determine their safety and availability to report for work. 3) Communicate with the central agency and fiscal agent to determine the status of the central agency s offices for damage, presence of functioning utilities, staff safety and availability to report for work, and ability to resume mission-essential functions for which they are responsible (resource and referral, eligibility determination, billing and provider payments, provider support, etc.) 4) Report to the Relocation Team (via phone or drive-by) the status of the coalition, central agency, and fiscal agent offices and ability of the coalition to resume mission-essential functions. 5) Convene (by prearranged agreement) a meeting of Relocation Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternative site locations for coalition operations identified in Attachment 2. The Relocation Team will discuss options for resumption of all mission-essential functions of the coalition and its subcontractors, and develop a plan and timetable for implementation that is appropriate given the status of the emergency. 6) Communicate daily (by phone or prearranged meeting) until the emergency has passed to assess the status of delivery of mission-essential functions and to revise strategies as necessary to ensure that service delivery is resumed as quickly as possible and maintained. b. Fiscal Controls and Integrity, Payroll, and Provider Payment Functions 1) If given adequate warning of impending disaster or emergency, the coalition Executive Director and Fiscal Agent will make arrangements for necessary fund transfers and/or payments in advance of usual payment schedules, to ensure that fiscal soundness of the coalition and timely provider payments are maintained. Payment will be sent to the Central Agency, according to an accelerated schedule if necessary, to insure that providers are paid as contracted. When the situation warrants, fund transfer will be made to the Central Agency based on an estimated invoice amount and adjustments subsequently made. The subcontracted Central Agency will implement their own internal COOP policies to pay providers in a timely fashion, as required by contract. (Note: Child Care of Southwest Florida, Inc. is the coalition s Central Agency. A copy of the Central Agency COOP is on file in the Coalition office.) 2) In the absence of pre-warning of disaster or emergency, the coalition s Emergency Coordinating Officer (Executive Director or alternate), Fiscal Agent, and Central Agency CEO (all members of the Relocation Team) will meet as soon as practical to assess the status of fiscal integrity of the coalition, and to plan for continuation of critical functions. 3) Using generators or other sources of power, as possible, the Fiscal Agent will access coalition fiscal records and accounts and perform necessary transactions required by the coalition. If it is not possible to power-up the normal offices of the Fiscal Agent, coalition fiscal operations will resume from the Fiscal Agent s alternate location as identified in their internal COOP. The Southwest Florida Force Development Board maintains data back-ups routinely which can be operationalized from remote site locations, enabling it to continue to provide fund transfers and payroll despite loss of power at the main office site. (Note: At the present time, the Southwest Florida Workforce Development Board, Inc. is the coalition s fiscal agent. (A copy of the Southwest Florida Workforce Development Board, Inc. COOP is on file in the Coalition office.) Page 10 of 57

11 4) Request assistance, as necessary, from the Office of Early Learning to access copies of fiscal records necessary to conduct coalition fiscal transactions. 5) Communicate daily with the Fiscal Agent, and CEO- Central Agency (by phone or prearranged meeting) until the emergency has passed to assess the status of delivery of mission-essential fiscal functions and to revise strategies as necessary to ensure that fiscal service delivery is resumed as quickly as possible and maintained. c. Resource and Referral and Eligibility Operations 1) Convene (by prearranged agreement) a meeting of Relocation Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternative site locations for coalition operations identified in Attachment 2. The Relocation Team will discuss options for resumption of all mission-essential functions of the coalition and its subcontractors, including childcare resource/referral/eligibility and develop a plan and timetable for implementation that is appropriate given the status of the emergency. 2) The subcontracted Central Agency, Child Care of SW Florida, will activate and implement its own internal COOP (copy on file in the coalition office), which outlines specific actions to be taken to re-establish and maintain resource/referral/eligibility functions in the even of an emergency. 3) Communicate daily (by phone or prearranged meeting) until the emergency has passed to assess the status of delivery of these mission-essential functions and to revise strategies as necessary to ensure that service delivery is resumed as quickly as possible and maintained. 4) As necessary and appropriate, work with the Central Agency to relocate the resource/referral/eligibility functions to sites that are undamaged and have functional utilities (most likely to the alternate site locations for coalition operations identified in Attachment 2). This decision will be made jointly by the coalition s Emergency Coordinating Officer and the CEO- Central Agency. A battery-powered laptop computer and wireless network access card are available to allow resource/referral/eligibility functions to continue from a variety of remote locations, including the homes of parents seeking services. 5) As necessary, request assistance from the Office of Early Learning and other local coalitions and/or central agencies/resource and referral providers to access records necessary to conduct coalition resource and referral and eligibility functions. d. Provider Support and Assistance 1) Convene (by prearranged agreement) a meeting of Relocation Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternative site locations for coalition operations identified in Attachment 2. The Relocation Team will discuss options for resumption of all mission-essential functions of the coalition and its subcontractors, including provider support, and develop a plan and timetable for implementation that is appropriate given the status of the emergency. 2) Working with the Program Coordinators and other staff of the Central Agency, conduct damage assessments at all school readiness and VPK childcare providers and family childcare homes throughout the county. All efforts must be coordinated between the Coalition, Child Care of SW Florida, and Dept. of Children and Families. Assessments will begin with a phone survey (if phone service is in effect), followed by a site visit to each provider reporting damage. Site visits will be Page 11 of 57

12 made by the Executive Director (or designee) and/or Resource Counselors. The Executive Director will maintain the following information for every school readiness and VPK provider to facilitate contacts post-emergency: business address and phone number, home address and home and cell phone numbers of the center owner/operator/director (as appropriate for the site), and a map of Collier, Glades, Hendry and Lee Counties showing the physical location of each provider. These resources will be updated by the Executive Director at least twice each year. 3) Implement disaster-relief projects as appropriate (such as mini-grants, delivery of replacement supplies, etc.) and will distribute information to providers on sources of local, state and federal assistance (FEMA, United Way, etc.). The Executive Director has been granted automatic authorization, by the Coalition (see Attachment 7b) to access and expend up to $10, in Coalition funds to assist providers to resume operations as quickly as possible. 4) As necessary, request assistance from the Office of Early Learning and other local coalitions and/or central agencies/resource and referral providers to access records necessary to conduct coalition resource and referral and eligibility functions. 5) Communicate daily (by phone or prearranged meeting) with the Central Agency staff and providers until the emergency has passed to assess the status of childcare centers and to revise strategies as necessary to ensure that service delivery is resumed as quickly as possible and maintained. 2. Describe under what circumstances the coalition would allow staff to telecommute from their homes until the affected facility can be reoccupied, how the integrity of the system would be maintained, and whether or not backup systems are in place to continue payroll and travel reimbursements. Telecommuting 1) Safety of the coalition, fiscal agent, and central agency staff are a prime concern in implementation of this COOP. It is expected that staff will use good judgment to ensure their own safety when determining whether or not to attempt to travel to the coalition offices during and after the time of emergency activation of the COOP. In general, the following guidelines will apply: The Emergency Coordinating Officer, having assessed the status of the coalition offices and county-wide operations (based on feedback from the Collier, Glades, Hendry and Lee Counties Emergency Operations Center), will provide direct instructions to staff regarding whether or not to report to the office. Staff should not report to the office until directed to do so by the Emergency Coordinating Officer. In the interim, staff should make every reasonable effort to contact the Executive Director by telephone, cell phone and/or to apprise the Executive Director of their personal status, location, and availability to return to work. The Emergency Coordinating Officer will authorize, on a situation-by-situation basis during activation of the COOP, employees to telecommute. In the case of a county-wide disaster, when it may be unsafe to travel within the county and/or utilities are not available, telecommuting may be considered the primary way of doing business. Employees should make this assumption, until directed by the Executive Director to report to the coalition office or an alternate location. Page 12 of 57

13 The Executive Director will be expected to maintain, at all times, access via cell phone, home phone, and home-accessible . Employees will be reimbursed for reasonable and appropriate expenses incurred due to telecommuting during activation of the COOP, as authorized by the Executive Director and Coalition. Back-Up Systems for Payroll and Travel Reimbursements 1) Using generators or other sources of power, as possible, the Fiscal Agent will access coalition fiscal records and accounts and perform necessary transactions required by the coalition. 2) If it is not possible to power-up the normal offices of the Fiscal Agent, coalition fiscal operations will resume from the Fiscal Agent s alternate location as identified in their internal COOP. 3) The Early Learning Coalition of SW Florida maintains data back-ups routinely which can be operationalized from remote site locations, enabling it to continue to provide fund transfers and payroll despite loss of power at the main office site. 4) A copy of the Early Learning Coalition of SW Florida Fiscal Operations Manual is on file in the Coalition office. 5) If necessary, payroll and/or travel reimbursements can be completed manually. II-9 Alternate Relocation Point a. The determination of the alternate relocation point should be made at the time of activation by the Coalition s designated employee in consultation with the Executive Leadership Team of the Coalition, if time permits, and will be based on the incident, threat, risk assessments, and execution timeframe. b. To ensure the adequacy of assigned space and other resources, the Emergency Coordinating Officer should review all alternate facilities annually, within a fiscal year (July 1 June 30). The Early Learning Coalition will be advised of the results of this review and of any updates to the alternative relocation point information. c. The designated alternate relocation point should be pre-equipped with telephone, fax and computer lines which have electronic access to the coalition s records and statewide school readiness system databases. d. The alternate relocation points have adequate parking capability to support the Relocation Team. Information on dining and lodging should be provided to the Relocation Team members as soon as possible upon COOP activation. 1. Attachment 2 provides at a minimum two alternate site location in the event of a disaster/emergency situation. Provide a description of how alternate site selection determinations were made and the basis for choosing the alternative facilitates. 1) Alternate site locations were determined through discussion at the March 30, 2007 meeting of the Early Learning Coalition of Southwest Florida, during which the operational requirements for continuation of coalition operations were discussed. Page 13 of 57

14 2) Only possible alternate site locations with the following characteristics in the event of an emergency were considered: 1) ease of physical access and adequate parking, 2) access to existing computer equipment, 3) internet capability to allow access to , web-based records systems, and related information, 4) fax capabilities, 5) telephone capabilities for both local and long-distance calls, 6) compatibility of mission and function (shared client base), and 7) ease of access for providers. 3) Potential alternate sites were prioritized, and a list of alternate sites within all four counties and in neighboring counties (in case of county-wide disaster) was selected. 4) Selected alternate sites are listed, in order of preferred access, in Attachment 2. Attachment 2 will be reevaluated by the coalition at least annually, and revised and updated as necessary. 2. Provide the notification process by the Emergency Coordinating Officer to the Relocation Team in the event that an alternative site must be used to temporarily set-up day-to-day operations. Should the Emergency Coordinating Officer determine that it is necessary to relocate Coalition operations to an alternate site, he/she will notify the Relocation Team of the new site using the following method(s). (These are listed in order of preference; actual method(s) used will be situation-dependent.) 1) Telephone call to Team members on office, home, and/or cell phone- if telephone or cellular services are available. 2) Voice mail messages placed on office and staff cell phones. 3) Written instructions posted on the door to the normal coalition office location. 4) Automated response message to incoming s. 5) Announcement on the local TV (WBESK channel 2, WZVN channel 7, and WINK channel 5) and radio stations (1270 am/1200 am) designated by Collier, Glades, Hendry and Lee Counties Emergency Operations Center for emergency communications, if operational. 6) If travel is safe within the county, notification by drive-by to Team members office and/or home locations. 7) If services are available, broadcast fax and/or communications. II-10 Mission-Essential Functions It is important to establish priorities before an emergency to ensure that the relocated staff can complete the mission-essential functions. All Relocation Team members shall ensure that mission-essential functions can continue or resume as rapidly and efficiently as possible during an emergency relocation. Any task not deemed mission-essential may be deferred until additional personnel and resources become available. In the event of an emergency, the following primary functions are considered mission-essential for the Office of Early Learning/AWI: Page 14 of 57

15 1. Administration of Early Learning services at the local level Coordinating responses to all subcontractors and child care providers regarding activities and services which may be affected Insuring contact points are maintained and communication is intact 2. Distribution of Programmatic Funds To ensure reliable infrastructure support for the coalition, the following support functions are also considered to be mission-essential: Executive Direction Information Technology Support and Maintenance Finance and Accounting Services Communications Facilities/Property Management Human Resource Management To ensure adequate reproduction of records and databases, the coalition must maintain off-site records storage. The Office of Early Learning Information Technology Services Unit has standard daily backup procedures for all critical information systems at the state level, however, local coalitions must maintain back-up systems in case of a disaster/emergency situation. 1. Provide your coalition s procedures to insure all data at the local level is updated on a regular basis. Describe who is responsible for the backup of data, how often this is done, and where the information is stored (off-site) to insure its safety. 1) Data on the coalition staff computers is backed-up weekly on CD s, file by file by staff where the coalition office is located. 2) Data back-ups are stored on CD at a remote site, apart from the coalition office building. 3) When notice of potential disaster is adequate, Coalition staff backup data onto CD-ROM disks or other removable storage media, and keep the backup copies in their personal possession for the duration of the emergency. 4) Finally, critical files and documents are routinely ed to home-access computers of the coalition s Executive Director and Office Manager in order that they can be accessed in the event of an emergency. 5) Data maintained by the Fiscal Agent and Central Agency- including client files, major databases, and fiscal records- is backed-up by procedures identified in their own internal COOP plans (copies on file at the coalition office). 2. Provide your coalition s procedures to maintain hard-copy files of participant records and of administrative/fiscal records; where the records are located; and how the records would be secured, if time permits, in case of a disaster. 1) Hard copy records of critical coalition operation files are maintained at the coalition office, the office of the Fiscal Agent, and the office of the Central Agency (Fort Myers, Bonita Springs and Naples offices). Page 15 of 57

16 2) Duplicates of the most critical administrative files are maintained in the home-based files of the Executive Director and Office Manager, for ready access during an emergency. In addition, electronic copies of these documents are maintained, as possible, for use in reconstituting hard copies if necessary. 3) Client and provider hard-copy files are secured at the Fort Myers and Naples offices of the Central Agency (Child Care of Southwest Florida, Inc Hard copies of fiscal records are maintained in the office of the Fiscal Agent, with duplicate copies of critical documents also maintained in the files at the coalition office. 4) Records would be secured, if time permits, in the following manner: Full computer backups of critical files made, and taken off-site, to be used to reconstitute hardcopy records if required post-emergency. Hard copy records would be placed in locked, metal file cabinets As possible file cabinets and/or records files would be covered in plastic, to avoid water damage. In the potential likelihood of major building damage, copies of critical files would be packed in boxes and removed to a safer location. Files and records secured as outlined in the internal COOP documents of the Fiscal Agent and Central Agency (copies on file in the coalition office). 3. If the hard copy of records were destroyed (to include fiscal and programmatic) describe how the coalition would recreate the information and from what sources the data would be recreated. Hard copy documents would be recreated from the following records and processes: 1) Alternate hard-copy file storage locations accessed (described previously), and duplicate copies of necessary records retrieved from them. 2) Records printed from existing databases at the coalition office, fiscal agent office and/or central agency office(s). 3) Records printed from back-up copies made of records, files and databases (as described previously). 4) The Office of Early Learning/ AWI, Children s Forum and other related agencies would be contacted and asked to provide (at coalition expense) copies of records that could not be duplicated from the sources listed above. 5) Contractors, vendors and other entities doing business with the Coalition would be notified, and asked to provide (at coalition expense) copies of records that could not be duplicated from the sources listed above. II-11 Delineation of Mission Essential Functions In the event the capacity of the coalition is such that it cannot respond to the needs of customers or deliver crucial services, the coalition s functions will need to revert to alternative providers. Page 16 of 57

17 1. To be included under Attachment 5, provide a list of potential alternative service providers that may be considered under such situations. This may include other state departments and/or community based organizations located at the local level which may be able to deliver services, community-based organizations, etc. Included, under Attachment 5, is the coalition-approved list of approved potential service providers. II-12 Warning Functions a. With Warning. It is expected that, in most cases, the coalition will receive a warning of at least a few hours prior to an event. This will normally enable the full execution of the COOP with a complete and orderly alert, notification, and deployment of the Relocation Team to an assembly site or a pre-identified alternate relocation points. b. Without Warning. The ability to execute the COOP following an event that occurs with little or no warning will depend on the severity of the emergency and the number of personnel that survive. If the deployment of staff to an alternate relocation point is not feasible because of the loss of personnel, temporary leadership of the coalition will be passed to the Office of Early Learning/AWI which shall implement the coalition s COOP at the local level. (1) Non-duty Hours. Affected staff should be able to be alerted and the Relocation Team activated to support operations for the duration of the emergency. (2) Duty Hours. If possible, the COOP will be activated immediately to support operations for the duration of the emergency. 1. To be included under Attachment 6, provide a list of all employees and their contact information and contact information for subcontractors. If this changes, the attachment must be revised and submitted to the Office of Early Learning. Included, under Attachment 6, is the list of all coalition employees and their contact information, and contact information for subcontractors. II-13 Direction and Control a. In the event that the Director and Chair is incapacitated or unavailable to make decisions regarding the coalition s COOP, authorized successors to the Director must be specified. Page 17 of 57

18 Lines of succession should be maintained by the coalition organizational elements, to ensure continuity of mission-essential functions (Operating Organizational Chart). As organizational changes occur, the Operating Organizational Chart should be updated and submitted to the Partnership. b. Pursuant to Sections (1) (b) and (3), Florida Statutes, the coalition must have an official memorandum for Delegation of Authority for managers and officers within the local coalition. c. The Director and/or their designee may order activation of the coalition s COOP. d. The Emergency Coordinating Officer, which may be the same individual, will be responsible for disseminating COOP guidance and direction during the activation and relocation phases. e. When executed, the Emergency Coordinating Officer will notify the Office of Early Learning/AWI, the appropriate County Emergency Operations Center and the State of Florida Emergency Operations Center ( ). 1. Provide the list of titles/chain of command of individuals to act in a decision making capacity for the coalition should the Executive Director and/or Chair be unavailable. In accordance with Section II-13, Direction and Control, the Early Learning Coalition of Southwest Florida agrees to the following Delegation of Authority for continued operations of the Coalition in the event of an emergency or disaster should the Coalition s Director and/or Chair be unavailable. This agreement was reached at the Coalition s meeting conducted on February 17, Sequence of Delegation of Authority Primary: Executive Director (Barbara Saunders) Alternate 1: Coalition Chair (Sabra Cecil) Alternate 2: Coalition Vice Chairperson (Phillip Keyes) Alternate 3: Coalition Treasurer (Alan Dimmitt) Alternate 4: Coalition Secretary (Joe Paterno) 2. To be included under Attachment 7, provide the coalition s current Organizational Chart and an official memorandum as approved by the Early Learning Coalition, for the Delegation of Authority should the Director and/or Chair is unavailable. Included, under Attachment 7a, is the coalition s current organizational chart. Included, under Attachment 7b, is the coalition s Delegation of Authority document. II-14 Operational Hours Page 18 of 57

19 a. During COOP contingencies, the coalition s individual under the Delegation of Authority will determine the hours of work for the staff. II-15 Alert and Notification Procedures must be followed in the execution of the coalition s COOP. The extent to which this will be possible will depend on the emergency, the amount of warning received, whether personnel are on duty or off duty, and the extent of damage to the affected facilities and occupants. This plan is designed to provide a flexible response to multiple events occurring within a broad spectrum of prevailing conditions. The degree to which this plan is implemented depends on the type and magnitude of the events or threats thereof. 1.Alert procedure: If the situation allows, warning staff, subcontractors, parents and child care providers will be completed prior to activation of the COOP. Describe our procedures and processes to notify staff, subcontractors, parents and child care providers warning of the activation of the coalition s COOP plan. Responsibilities for notification are as follows: Coalition: Fiscal Agent: Coalition staff, Coalition members, Relocation Team members, Office of Early Learning/AWI, Florida Children s Forum, Child Care of Southwest Florida, Inc. (Fort Myers, Naples, Immokalee and La Belle),Fiscal Agent, Emergency Operations Center, State Emergency Operations Center, and local news media. Internal staff associated with coalition billing and payroll operations. Central Agency: Providers: Internal staff associated with coalition provider payments, resource and referral/eligibility operations, and provider support programs, all school readiness childcare providers. Parents and childcare center staff. Preferred routes for distribution of communication about activation of the Coalition s COOP will be conducted using the following methods (several of which would be activated concurrently), shown in order or priority and with estimated time to implement: 1) Voice mail messages placed on office and staff cell phones (5 minutes) 2) Broadcast notifications to a pre-existing list of critical contacts (5 minutes) 3) Broadcast voice mail notifications to a pre-existing list of critical contacts (15 minutes) 4) Broadcast fax notifications to a pre-existing list of critical contacts (30 minutes) 5) Notice placed on web site (15 minutes) 6) Telephone calls to a pre-existing list of critical contacts (2-4 hours); a telephone tree will be used to expedite this process. Page 19 of 57

20 7) Written instructions posted on the door to the coalition, fiscal agent, and central agency office locations (15 minutes) 8) Public service announcements ed or faxed to local newspapers (15 minutes) 9) Announcement on the local TV and radio stations designated by the Collier, Glades, Hendry and Lee Counties Emergency Operations Center for emergency communications (1 hour) 10) Notification by drive-by to sites, offices, and/or home locations (if all other communication methods are unavailable and if safety permits) (8+ hours- only for last resort) 2. The coalition needs to develop standardized notifications and canned news releases which can be easily disseminated to the media and required individuals. To be included under Attachment 8, provide all standardized communications and canned news releases to be used in case of activation of the coalition s COOP. Included, under Attachment 8, are standardized press releases to be used in case of activation of the coalition s COOP. Press releases would be automatically distributed to the following newspapers, TV, and radio stations: Page 20 of 57 The News-Press P.O. Box 10 Fort Myers, FL Newsroom phone: Newsroom fax: Newsroom address: Naples Daily News 1075 Central Avenue Naples, FL Newsroom phone: Newsroom fax: Newsroom address: info@naplesnews.com Bonita Banner 9102 Bonita Beach Road Bonita Springs, Fl34135 Newsroom phone: Newsroom fax: Newsroom address: Immokalee Bulletin P.O. Box 518 Labelle, Fl Newsroom phone:

21 Newsroom fax: Newsroom e mail address: cb-editor@lha.net WWGUF Radio 90.1 FM FGCU Blvd. S Ft Myers, FL Phone: Fax: address: wgcufm@fgcu.edu WWGUF Radio 98.9 FM 2640 Golden Gate parkway, Suite 316 Naples, Fl Phone: Fax: address: wgcufm@fgcu.edu WINK Radio 1200 AM 2824 Palm Beach Blvd Ft Myers, FL Phone: Fax: address: WNOG Radio 1270 AM or 1240 AM 2824 Palm Beach Blvd Ft Myers, FL Phone: Fax: address: WBBH (NBC 2) Channel 20, Cable 2 Newsroom Phone: Newsroom Fax: address: nbc2news@nbc-2.com WINK-TV-(CBS) Channel 11, Cable 5 Newsroom Phone: Newsroom Fax: address: newsdesk@winktv.com WZVN-TV-(ABC) (Channel 26, Cable 7 Newsroom Phone: Newsroom Fax: address: news@abc-7.com WFTX-TV-(FOX) (Channel 36, Cable 4 Newsroom Phone: Newsroom Fax: address: news@wftx.emmis.com WGCU-TV-(PBS) (Channel 30 Cable 3 Newsroom Phone: Newsroom Fax: address: wgcunews@fgcu.edu Page 21 of 57

22 Comcast Cable Phone: Fort Myers Fax: Phone: Naples Fax: Time Warner Cable Phone: Fax: Collier County Public Information Officer Phone: Fax: Glades County Public Information Officer Phone: (Emergency Management) Fax: Hendry County Public Information Officer Phone: (Emergency Management) Fax: Lee County Public Information Officer Phone: Fax: II-16 Telecommunications and Information Systems Support Telecommunication and information systems maintained at the local level must be assessed to determine any inconsistencies or issues which may arise if the COOP is activated. The coalition must insure that there are backup plans to address disruptions in communications in the event of a disaster. 1. Provide a description of your current communication system and any backup strategies that will be implemented should your current system fail or is disabled during a disaster. Office telephone system: Early Learning Coalition of Southwest, Fort Myers office with two line one number that roll over dedicated to the Coalition phone ( ) and one line dedicated to the Coalition fax ( ). Cell phone system: Executive Director and most members of the Relocation Team has cellular service. system: The Coalition maintains two addresses. The primary Address (barbara.saunders@elcofswfl.org). This account can be accessed off-site via the Internet. The secondary address (dee.goforth@elcofswfl.org) Is the address for the coalition s Office Manager and can be accessed from any site that has Internet access. Backup communication strategies used in the event of emergency include: Extensive use of cellular phone service and Nextel direct connect features, if service is available. Page 22 of 57