LONG-TERM COMMUNITY RECOVERY

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1 LONG-TERM COMMUNITY RECOVERY EMERGENCY SUPPORT FUNCTION #14 STANDARD OPERATING PROCEDURES (INTERIM) MARCH 2007 ESF #14 SOP (Interim) 1

2 EMERGENCY SUPPORT FUNCTION (ESF) #14: LONG-TERM COMMUNITY RECOVERY STANDARD OPERATING PROCEDURES (INTERIM) Foreword... 4 I. SOP Overview Purpose Goals and Objective How to Use the SOP... 5 II. Introduction to ESF # ESF #14 Mission ESF #14 s Relationship to Long-Term Community Recovery... 6 III. Organizational Structure and Components NATIONAL LEVEL National Working Group National Response Coordination Center (NRCC) REGIONAL LEVEL ESF #14 Regional Coordinator Regional Response Coordination Center (RRCC) FIELD LEVEL ESF #14 Group Supervisor ESF #14 Group State IV. Roles and Responsibilities NATIONAL LEVEL National Working Group REGIONAL LEVEL ESF #14 Regional Coordinator FIELD LEVEL ESF #14 Group Supervisor ESF #14 Group State ESF #14 Coordinator ESF #14 SOP (Interim) 2

3 V. Operational Procedures ACTIVATION Activation Process Activation Considerations Notification Procedures Requests for ESF # RESOURCE DEPLOYMENT AND ASSESSMENT Deploy Advance Team Deploy Incident Support Team Conduct Needs Assessment Tool screening Identify anticipated staffing needs COORDINATION AND STRATEGIC SUPPORT Coordinate Resources Execute milestones as established in the Management Strategy Provide Technical Assistance TRANSITION AND DEMOBILIZATION Transfer background information/resources to ongoing recovery activities Demobilize References Appendix A LTCR TOOLS Appendix B ACRONYMS Appendix C GLOSSARY Appendix D INSERT CHART FROM ESF #14 NRP ESF #14 SOP (Interim) 3

4 Foreword This Standard Operating Procedures document should be considered in the context of several other resources which inform the operation of Emergency Support Function #14, Long-Term Community Recovery (LTCR). Below is a list of these documents and their functions. The ESF #14 Annex of the National Response Plan provides a brief snapshot of the ESF, including purpose, scope, policies, concept of operations, organization, actions, and responsibilities. The ESF #14 Standard Operating Procedures (SOP) provides the nuts and bolts of ESF #14 operations from activation and stand up to closing out the function. The ESF #14 Field Operations Guide (FOG) focuses on the procedures and processes to conduct LTCR community assessments, LTCR planning, citizen participation, and recovery value project ratings, and LTCR implementation support activities. This document also describes the collaboration model used with State and local officials, details coordination requirements to support each function, and defines a performance measurement system based on stated goals, strategic objectives, and service outcomes. ESF #14 Job Aids are specific tools that support LTCR activities, including the Self Help Guide and the Web-based Recovery Planning Tool. The above documents undergo extensive review by the broad ESF #14 community. They will be revised and updated regularly, based on lessons learned and consensus surrounding best practices. Current versions of most documents can be found at the ESF #14 website: ESF #14 SOP (Interim) 4

5 I. SOP Overview 1. Purpose This purpose of this document is to establish procedures and processes for the activation, operation, and demobilization of Emergency Support Function (ESF) #14, Long-Term Community Recovery (LTCR), under the National Response Plan (NRP). It includes delineation of the ESF #14 mission, staffing, roles and responsibilities, internal/external strategic information flow, and coordination processes. As the Coordinating Agency for ESF #14, the Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) is responsible for coordinating the provisions of Federal long-term community recovery support to help address the needs identified by the affected State, local, and tribal authorities. It is important to keep in mind that this document is intended to provide guidance. It will be the basis upon which ESF #14 will organize in the event of a disaster. While the SOP provides the framework for ESF #14, the operational procedures will be developed to meet the specific requirements of the disaster. 2. Goals and Objective The primary goal of the ESF #14 SOP is to create a baseline understanding of how ESF #14 is intended to function. The SOP helps to ensure that ESF #14 activities are done in a consistent manner, are flexible enough to adapt to changing circumstances, and are scalable depending on incident scope. The objective of the ESF #14 SOP is to provide guidance on operations at all levels of ESF #14. Specific objectives include ensuring that the logistics are in place to support the ESF #14 mission, providing a clear understanding of roles and responsibilities for accomplishing the mission, and ensuring that an effective transfer of knowledge and information takes place when ESF #14 demobilizes. 3. How to Use the SOP The document begins with an overview of ESF #14 to provide the reader with an understanding of the function. The second section describes the organizational structure and key entities involved in ESF #14, followed by the general roles and responsibilities of each entity during a time of disaster activation. The final section describes the procedures for various activities during a disaster. Additional detail on procedures, roles and expectations for field activities in a disaster can be found in the Field Operations Guide. This document is intended for use by FEMA staff, ESF #14 Federal partner agencies, regional and state ESF #14 coordinators, and ESF #14 field personnel deployed in support of ESF #14 activities for specific disasters. As you use this document, keep in mind that ESF #14 must be responsive and adjust to the circumstances and environment in the field, since field conditions drive the need for long-term community recovery assistance for an incident. The procedures outlined in this document are applicable to all emergencies and are intended to inform the content, scope, and flow of ESF #14 operations. ESF #14 SOP (Interim) 5

6 II. Introduction to ESF #14 ESF #14 Long-Term Community Recovery provides the Federal Government a coordination mechanism for assessing and addressing post-disaster long-term disaster recovery needs of impacted communities. Federal assistance under ESF#14 is targeted for States, local and tribal governments, non-governmental organizations (NGOs) and private sector entities responsible for and/or essential to the long-term disaster recovery of the impacted communities and includes federal coordination and provision of technical assistance and other relevant federal resource for launching local long-term community recovery. Federal long-term community recovery expertise is embedded in the traditional recovery assistance programs of Federal departments and agencies. When circumstances warrant a higher level of coordination, ESF #14 serves as a mechanism to coordinate Federal programs, complete necessary assessments, administer technical assistance, and coordinate with state and local planners. ESF #14 recognizes the primary role of State and local leaders in leading long-term community recovery efforts. In accordance with the concept of providing supplemental assistance, all activities performed under the auspices of ESF #14 will focus on identifying needs and building capacity of the state and locals to address these needs. Typically initial ESF #14 activities include a greater level of direct support, i.e. needs assessment and planning. By the latter stages of activity, capacity should have been developed to allow communities to fully implement their own recovery. ESF #14 relies on the established Joint Field Office (JFO) chain of command to mobilize resources and specialized expertise in support of LTCR efforts. ESF #14 also recognizes the skills, expertise, and resources of the private sector, including non-governmental organizations (NGOs), and relies on their existing community relationships and networks to promote coordinated actions to facilitate recovery. 1. ESF #14 Mission The mission of ESF #14 is to promote successful long-term recoveries for communities suffering extraordinary damages. It does so by working through the State to identify and coordinate potential sources of recovery funding and provide technical assistance in the form of impact analyses and recovery planning support where appropriate. The mission is complete when the team has identified all potential resources, coordinated with the severely damaged areas, conducted the necessary impact analyses, and provided support to launch community recovery plans. 2. ESF #14 s Relationship to Long-Term Community Recovery ESF#14 and Long-Term Community Recovery are often used interchangeably; however, differentiating the two terms will increase the understanding of their differences and correlation. ESF#14 encompasses the specific actions undertaken to execute the mission as defined in the ESF #14 SOP (Interim) 6

7 aforementioned mission statement, which typically take place early in the post disaster recovery process, while Long-Term Community Recovery (LTCR) refers to the much broader and enduring process that leads to recovery. LTCR can take place whether or not ESF#14 is involved. And, depending on the disaster s long-term impact and the impacted community s own recovery resources and capacities, ESF#14 assistance may not be warranted at all. When provided, the intended benefit of ESF#14 is to expedite, leverage and increase the effectiveness of federal recovery assistance through coordination and collaboration among primary and support agencies and local communities. Defined in this context, ESF#14 s mission as an emergency support function activated in the beginning phase of recovery effort can be considered complete when (1) long-term impact analyses are performed, (2) necessary technical support to establish local recovery plans are provided, and (3) coordination of recovery resources needed by the impacted communities to launch their recovery efforts have been carried out. Even though ESF#14 assistance may now conclude, the local LTCR efforts will continue with an accelerated pace and greater chance of success. ESF #14 Activation JFO Activation ESF #14 Resource Deployment ESF #14 Mission Completed PRE- DISASTER DISASTER LTCR implementatio n begins ESF #14 SOP (Interim) 7

8 III. Organizational Structure and Components The following section provides an overview of the organizational structure and the components active in ESF #14, as well as the roles and responsibilities of each entity. There are three levels of organizational structure: National, Regional and Field Operations. 1. National Level 1. 1 National Working Group The ESF #14 National Working Group (NWG) was established to provide guidance and policy direction in support of ESF #14 field operations. It is a standing organization that convenes in Washington, D.C. and is comprised of Federal primary and support agencies that administers ESF #14 at the national level. The NWG is comprised of: ESF #14 NWG Coordinator and, Primary and Support Agency Representatives ESF #14 NWG Coordinator The ESF #14 NWG Coordinator will serve as the national point of contact for ESF #14. The NWG Coordinator convenes the NWG and coordinates all NWG activities. Federal Partner Agencies Primary and support agencies, as designated by the National Response Plan, participate in all national-level ESF #14 coordination and operations activities. Agencies will assist in the identification of staff from program areas for field deployment in response to Mission Assignments. Primary Agencies Department of Agriculture Department of Homeland Security Department of Housing and Urban Development Small Business Administration Support Agencies Department of Commerce Department of Defense Department of Energy Department of Health and Human Services Department of the Interior Department of Labor ESF #14 SOP (Interim) 8

9 Department of Transportation Department of the Treasury Department of Homeland Security (IAIP, Private Sector Office, TSA) Environmental Protection Agency Corporation for National and Community Service (NOTE: CNCS is not currently a signatory to the NRP.) Delta Regional Authority (NOTE: DRA is not currently a signatory to the NRP.) Tennessee Valley Authority American Red Cross 1. 2 National Response Coordination Center (NRCC) The NRCC provides national-level coordination and information sharing amongst all ESFs. The NRCC becomes operational when stood up in response to an activation. Once activated, an ESF #14 representative will be stationed at the NRCC ESF #14 desk. When the JFO is stood up and assumes the on-scene coordination, the ESF #14 NRCC responsibilities are transferred to the field. 2. Regional Level 2. 1 ESF #14 Regional Coordinator The Regional Coordinator works with states located in the region to provide information and resources on ESF #14. The Regional Coordinator also coordinates the development of a recovery Action Plan specific to the region and serves in an advisory capacity for operations in the region. At their discretion, Regional Coordinators may choose to establish a Regional Working Group to facilitate communication and coordination in their area. 2.2 Regional Response Coordination Center (RRCC) The RRCC is activated at the FEMA Regional Office to coordinate initial operations until a Joint Field Office (JFO) is operational in the impacted State. Circumstances may arise before the JFO facility becomes operational that may require ESF #14 representative at the RRCC. 3. Field Level ESF #14 activities at the field level occur at the JFO, which is the facility established in the affected state for coordination of Federal assistance to the state and local jurisdictions. Once the JFO is operational, functions performed at the NRCC and RRCC are transferred to the JFO. In accordance with the current JFO policy, the field ESF #14 organizational structure unfolds in a top-down fashion (Version 8.3; 2006). The composition and structure of the team is based on the size and complexity of the incident, as well as specific impacts to ESF #14 targeted sectors. When needed, separate functional elements are established, each of which may be further ESF #14 SOP (Interim) 9

10 subdivided to improve management and coordination. Responsibility for the establishment and expansion of the ESF #14 organization rests with the ESF #14 Group Supervisor in coordination with JFO leadership. The ESF #14 organization should incorporate (National Incident Management System (NIMS) guidelines when practical and when it improves management and communication. Below are the reasons why these guidelines are important: Establish a span of control within the organization; Provide consistency in alignment with the JFO organization; and, Supply a structure for communication, reporting and management. It is recognized that different disasters will necessitate different organizational structures as events dictate. For some disasters, a single individual will support many functions, while on another, larger disaster these functions may have to be performed by multiple units. The organization should be scalable to respond to changing needs. The following figure is provided to illustrate a proposed model for a fully built out and staffed organizational structure of ESF #14. The actual configurations in the field may be different and based on the needs and level of staffing. The configuration of ESF #14 will be structured in such a way as to fold into the JFO NIMS organizational structure. The ESF #14 Group Supervisor is responsible for developing a NIMS compliant organization when practical. The following figure illustrates the relationship between the JFO and ESF #14, command and staff function, and the NIMS components within the LTCR Group ESF #14 SOP (Interim) 10

11 Figure 1: ESF #14 Field Organizational Structure ESF #14 SOP (Interim) 11

12 3.1 ESF #14 Group Supervisor The ESF #14 Group Supervisor will be the primary point of contact for the Federal Coordinating Oficer (FCO), State Coordinating Office (SCO) and the National Working Group (NWG) elements. The ESF #14 Group Supervisor directs field support staff and reports to the Response and Recovery Branch Director in the Operations Section, in accordance with the JFO policy. 3.2 ESF #14 Group In accordance with JFO policy, ESF #14 formally organizes as the ESF #14 Group within the JFO Operations Section and is responsible for establishing and maintaining working relationships with State, local, and tribal governments. It also completes initial baseline assessments, including impacts/needs and appropriate follow-on assessments to focus Federal assistance and action. It is also responsible for the preparation and execution of ESF #14 Mission Assignments for other Federal agency (OFA) support. The ESF #14 organization is comprised of three units: Technical Assistance, Coordination, and Support. Each unit contains various elements which report to the corresponding Unit Manager, as depicted in the Organization Chart above (Figure 1). In all cases, Teams or Divisions may be established when the number of resources exceeds the manageable span of control of the ESF #14 Group Supervisor and the Unit Leader. Divisions are established to divide an incident into geographical areas of operation. Teams may be established as needed to divide the incident into functional areas of operation. Technical Support Unit The Technical Support Unit provides targeted planning and technical recovery assistance to the impacted community as identified through the needs assessment and management strategy and consists of two teams: Technical Assistance and Planning Support. This technical support is intended to provide a resource to the community while they are in the process of recovery. The Technical Assistance team is made up of subject matter experts who advise on technical matters and the availability of Federal programs to assist. This team also assists with problem identification and analysis and forwards recommendations to the ESF #14 Group Supervisor for resolution. The Planning Support team provides specialized information, guidance, and support about the recovery planning process and related activities, including community outreach and citizen participation. The Unit Leaders report to the ESF #14 Group Supervisor for the direct management of all operational activities. Each Unit Leader establishes objectives for each operational period. Coordination Unit ESF #14 SOP (Interim) 12

13 The purpose of the Coordination Unit is to identify opportunities for coordination with FEMA and Other Federal Agency (OFA) program areas, identify unmet needs, and to identify and leverage funding resources to maximize recovery efforts. This unit is also responsible for coordination of five units: Federal Partner Agencies, FEMA Programs, State, NGOs, and other ESFs. The Unit Leader is responsible to the ESF #14 Group Supervisor for the direct management of all operational activities in this area of responsibility and will establish objectives for each operational period. Support Unit The Support Unit will document ESF #14 activities, develop reports, establish and maintain communication and coordinate logistics, administration and finance for ESF #14. This function coordinates support for ESF #14 operations with respect to facilities, transportation, supplies, equipment maintenance, communications, et cetera. The unit is also responsible for supporting the placement of technical support staff (including associated logistics requirements) at the community level, as appropriate. The group is made up of three units: Logistics, Finance/Administration, and Reports and Evaluation. These units correspond to the JFO sections of Logistics, Finance/Administration, and Planning. 3.3 State All ESF #14 should be conducted in coordination with the State. The State directs the recovery efforts and communicates the Governor s recovery priorities to the ESF #14 Group. The State ESF #14 Coordinator is responsible for long-term recovery information and will provide information regarding existing recovery plans and strategies, legislative initiatives, and State mitigation goals. This will be an important partnership as these programs, especially in the case of Federal funding, are in many cases administered by the State. The State clearly has a significant role throughout the recovery process and increasingly so as the process moves towards implementation. The State ESF #14 Coordinator is a member of the ESF #14 activities and should be a key champion of LTCR efforts. State resources, in addition to Federal resources, are essential to performing the needs assessment and providing technical assistance. ESF #14 SOP (Interim) 13

14 IV. Roles and Responsibilities The following section provides a brief overview of the participants and their roles and responsibilities for the key participants in ESF #14 activities. For more detailed information on the roles and responsibilities of each organization when active in a disaster, refer to the ESF #14 Field Operation Guide. Additional information on the organizational structure of ESF #14 can be found in the preceding section of this document. 1. National Level FEMA HQ and the NWG work jointly to help frame operational courses of action, develop policy recommendations, anticipate evolving requirements, and coordinate with any DHS and White House initiatives established to support long-term recovery. 1.1 National Working Group The ESF #14 NWG is responsible for: Providing advise to ESF #14 working in the field in agency program specific areas; Providing policy direction as appropriate; Identifying program areas and funding mechanisms to assist in recovery efforts; and Coordinating with any DHS or White House initiatives established to support long-term recovery. ESF #14 NWG Coordinator Serves as the primary point of contact for the ESF #14 Group Supervisor in the field; Addresses inquiries from HQ and the White House regarding ESF #1 activities; Serves as a conduit for information between the field and national level inquiries regarding ESF #14 activities in the field; Organizes and facilitates regular communication between ESF #14 field operations and the NWG to exchange information and updates; and Responds to request for technical assistance support. The NWG Coordinator is also responsible for maintaining preparedness of ESF #14 when not active in a disaster. Some of the activities which the NWG may also be responsible for include: Updating and revising ESF #14 materials; Organizing and facilitating ESF #14 NWG meetings and input; and Evaluating ESF #14 activities. ESF #14 SOP (Interim) 14

15 Lead Coordinating Agency Responsibilities DHS/FEMA, Recovery Division is the Lead Coordinating ESF #14 agency and is responsible for: Coordinationing appropriate Federal programs or expertise to support LTCR planning and implementation, and identifying gaps under current authorities and funding; Convening meetings pre- and post-incident to implement ESF #14; and Staffing ESF #14 with appropriate leadership, cadre and technical support on the ground to ensure participation in response to mission assignments. Primary ESF #14 Agencies The following provides an overview of the specific roles and responsibilities of primary and support agencies. For additional information on the specific specializations and resources of each agency, see Appendix D. Program specific information can be found in the FEMA publication Disaster Assistance: A Guide to Recovery Programs (FEMA-229). Primary agencies include: Department of Agriculture Department of Homeland Security Department of Housing and Urban Development Small Business Administration ESF #14 partners are committed to developing the knowledge base, tools, and standards of practice to contribute to the continuous improvement and effectiveness of long-term community recovery initiatives. To accomplish this goal, ESF #14 partners agree to: Identify staffing and support Mission Assignments of ESF #14 planning and implementation activities as appropriate; Support State, local, and tribal governments with the development of long-term implementation capabilities (e.g., the development of Recovery Committees and Subcommittees devoted to housing, infrastructure, etc.); Support development of plans to monitor performance and gauge success of long-term community recovery activities; Actively participate in after-action reviews and critiques; Identify areas of collaboration with designated headquarters and regional ESF #14 support agencies and State agency counterparts and the private sector, including nongovernmental organizations (NGOs) and technical advisors, as appropriate, in order to facilitate planning efforts and issue resolution; Lead assessment efforts for areas of agency expertise, and lead post-incident assistance efforts for areas of department/agency expertise; ESF #14 SOP (Interim) 15

16 Identify and communicate ongoing or pending Federal activity (funding, project, etc) in disaster area; and Provide ESF #14 field staff with relevant agency contacts on the ground. Support Agencies The roles of a support agency may shift to a primary role if that agency has a particular authority or expertise given the type of disaster. Local level offices of support agencies can often provide an accurate description of the impact of disaster on the community. Supporting Federal ESF #14 Agencies include: Department of Commerce Department of Defense Department of Energy Department of Health and Human Services Department of the Interior Department of Labor Department of Transportation Department of the Treasury Department of Homeland Security (IAIP, Private Sector Office, TSA) Environmental Protection Agency Corporation for National and Community Service (NOTE: Corporation for National and Community Service is not currently a signatory to the NRP.) Delta Regional Authority (NOTE: DRA is not currently a signatory to the NRP.) Tennessee Valley Authority American Red Cross Support agencies: Fulfill mission assignments as requested; Participate in planning efforts for areas of agency expertise; Provide program assistance and expertise as appropriate in coordination with other ESF departments and agencies; and Identify areas of collaboration with Federal Departments and Agencies, the private sector, including NGOs, and technical advisors, as appropriate. ESF #14 SOP (Interim) 16

17 2. Regional Level 2.1 ESF #14 Regional Coordinator The ESF #14 Regional Coordinator will consult with the NWG to ensure that regional ESF #14 activities are consistent with Federal Partner national policies. The ESF #14 Regional Coordinator is responsible for: Coordinating the development of a recovery Action Plan, specific to the Region. The Action Plan may include: o State ESF #14 Points of Contact o Training requirements o Communications strategy o Outline roles and responsibilities of key regional stakeholders o Proposed regional ESF #14 structure Providing advice to the NWG and NRCC on the need to deploy representatives to conduct initial assessments and determine the potential staffing requirements. ESF #14 SOP (Interim) 17

18 3. Field Level 3.1 ESF #14 Group Supervisor The ESF #14 Group Supervisor is responsible for all ESF #14 field operations and activities. As the lead, the ESF #14 Group Supervisor is responsible for: Providing reports to the Response and Recovery Branch Director (JFO leadership); Establishing the ESF #14 organization in the field; Developing the composition of the team to meet the requirements based on actual or anticipated needs; Coordinating the assessment, technical assistance and planning activities; Identifying ways to build both capacity and capability at the State and local levels; and Working with State and local government to agree on how best to deliver ESF #14 LTCR support. 3.2 ESF #14 Group The ESF #14 Group is comprised of three units: Technical Support, Coordination and Support. Each Unit Leader reports to the ESF #14 Group Supervisor. The roles and responsibilities of each of the units will be developed in greater detail by the ESF #14 Group Supervisor to meet the particular needs of the disaster. Technical Support Unit The primary functions of the Technical Support Unit are as follows: Technical Assistance Team Reports to the Technical Support Unit Leader; Coordinates and completes assessments; Provides technical assistance at workshops and other venues; Develops recommended framework for interacting with State (based on capacity and commitment of State) from various policy/sector perspectives; Works with the State to develop the framework for providing technical support to communities; Responds to requests for technical assistance; and Assists with the transfer of implementation to TRO, region, state, and community. LTCR Plan Support Team Reports to the Technical Support Unit Leader; ESF #14 SOP (Interim) 18

19 Provides consultation to tailor planning model for each community; Assists with planning to obtain community input; Helps communities to prioritize community recovery projects; Assists with identification of potential funding resources for priority projects; Provides training to enable local officials to assume coordinating and planning functions; and Coordinates with Mitigation to incorporate the local and State hazard mitigation plans. Coordination Unit The primary functions of the teams in the Coordination Unit are as follows: Federal Partners Report to the Coordination Unit Leader; Identify and convey any Federal activity (funding, project, etc) in disaster area; Coordinate requests for Federal technical assistance, outreach, etc.; Identify Federal resources related to ESF #14 related to ESF #14 activities; Develop local Federal office staff contact lists; and Develop strong working relationship with state and/or regional offices of Primary and support agencies involved in recovery efforts. FEMA Programs Report to the Coordination Unit Leader; Act as a liaison to Individual Assistance (IA), Mitigation and Public Assistance (PA); Obtain access to IA, Mitigation and PA information/database; Interface as needed; and Through the liaison, provide ESF #14 information to IA, PA, and Mitigation State Coordinator or Designated Liaison Reports to the Coordination Unit Leader; Identifies and communicate any state activities (funding, projects, etc.) in disaster area; Identifies local/state contact list associated with State program activities; Identifies State resources in disaster areas; Coordinates requested Technical Assistance and Outreach; and Identifies and integrate applicable existing State and local planning activities. Other ESFs Report to the Coordination Unit Leader; ESF #14 SOP (Interim) 19

20 Liaise to ESFs 1,3,6,8,10,11,12 and 15 as needed; Obtain access to above ESFs; Collaborate as needed; and Through the liaison, provide ESF #14 information to above ESFs. NGOs Report to the Coordination Unit Leader; Identify any business, industry, and non-profit impacted by the disaster; Research networking channels for affected NGOs; Develop NGO contact list; Identify NGO resources and coordinate applicable activities; and Identify and integrate applicable existing NGO planning activities. Support Unit The main functions of the units in the Support Unit are as follows: Logistics Team Reports to the Support Unit Leader; Support the placement of ESF #14 technical support at the local level as appropriate; Coordinate, compile, and submit logistics needs and requests to Group Supervisor; and ESF #14 Logistics Unit Leader = Liaison w/jfo Logistics Section. Reports and Evaluation Team Report to the Coordination Unit Leader; Coordinate and compile reports, information, data collection, etc to incorporate into IAP; Prepare weekly M.A. reports & submit to Group Supervisor; Integrate Federal Partners assessments with the technical assistance assessment; Provide Mapping Requests; Coordinate and compile community field reports (as appropriate); Publish all plans, tools, fact sheets, website, etc.; Document lessons learned; Evaluate success/limitation of planning assistance, tools and products; Evaluate community input; Evaluate overall coordination efforts of Federal, state, local government, NGO, and other ESFs; ESF #14 SOP (Interim) 20

21 Track benchmarks as established in the Management Strategy by the ESF #14 Group Supervisor in web-based planning tool; and Conduct and prepare periodic and final evaluation reports to include lessons learned, planning assistance, tools, products, community input and coordination efforts. Administrative/Finance Team The Administrative/Finance team within the Support Unit is established if an incident requires significant financial, reimbursement, or administrative support services. If established, this team monitors multiple sources of funds, tracks and reports funds spent or obligated, and reconciles operational records with financial records. The team Reports to Support Unit Leader; Liaises with JFO Admin/Finance Section; Handles contracting, MOUs, Agreements, Mission Assignments and related activities; and Coordinates and compiles staffing needs requests for the Group Supervisor. 3.3 State ESF #14 Coordinator The State has many responsibilities and plays an important role throughout the recovery process. The State ESF #14 Coordinator is a position designated by the State to coordinate State plans and available resources to support long-term community recovery in close collaboration with Primary and support agencies, regional, local, and tribal partners, and the private sector, including NGOs. The State ESF #14 Coordinator(s) are responsible for: Providing ESF #14 information on existing state plans and guidelines; Participating in the needs assessment process; Identifying assistance needs at the State and Local level; Identifying assistance at the State level which may be provided to the impacted community; Working as part of the ESF #14 team with the local community to craft the vision for long-term recovery and provide support to local planning efforts for recovery; Overseeing the implementation of Long-Term Community Recovery; Participating in a Task Force to address recovery issues, if relevant; Providing information to the State Coordinating Officer (SCO) and to State emergency management officials about recovery priorities and needs; Identifying and communicating any state activities (funding, projects, etc.) in disaster area; Identifying local/state contact lists associated with State program activities; Coordinating requested Technical Assistance and Outreach; ESF #14 SOP (Interim) 21

22 Identifying and engage appropriate State agencies in long-term community recovery coordination, planning and implementation activities; Developing supporting action plans as appropriate; Working closely with local officials to facilitate the integration of State and local planning and streamlining decision making and problem solving processes as appropriate; Linking Hazard Mitigation Plans to the LTCR process; Identifying and incorporating land use and growth management plans into the LTCR process. ESF #14 SOP (Interim) 22

23 V. Operational Procedures ESF #14 SOP (Interim) 23

24 1. Activation The following section details how ESF #14 resources are mobilized to the field and discusses the activities that ESF #14 is responsible for in the field. Objective: 1. Inform primary and support agencies that a significant event has occurred and NRCC Level 1 activation has taken place. 1.1 Activation Process 1) A federally declared disaster takes place. 2) NRCC develops and issues operation orders to activate ESF #14 based on the actual or anticipated scope and magnitude of the event. 3) ESF #14 Coordinator is stationed at the NRCC desk notifies the NWG of activation. 4) The NWG and the Regional ESF #14 Coordinator will advise and consult with the NRCC and RRCC, and vice versa, to the extent possible on ESF #14 deployment decisions. 1.2 Activation Considerations ESF #14 activation is considered when the routine Federal, state, local, and tribal disaster assistance mechanisms are insufficient to meet the needs of the affected jurisdictions because of resource demands or needs for specialized assistance. ESF #14 can be activated by the NRCC in response to a major disaster declared under the Stafford Act. National alert and notifications messages are issued through the FEMA Operations Center (FOC) and regional alert and notification messages through the Mobile Emergency Response Support (MERS) Operations Center (MOC) supporting the affected region. FEMA provides ESF #14 representatives to staff the NRCC desk coordinate ESF #14 support from the region. 1.3 Notification Procedures 1) ESF #14 primary agencies receive activation notification through the NRCC. 2) ESF #14 NWG Coordinator notifies partner agencies through the NWG and will communicate to the entire NWG (via telephone, electronic mail, etc.). 3) Primary and support agencies will maintain and regularly update a contact list of HQ and regional staff which may serve as resources for ESF #14 activities. 4) Deployment of primary and support agencies to support ESF #14 mission and activities issued through Mission Assignments. 1.4 Requests for ESF #14 ESF #14 SOP (Interim) 24

25 Requests for ESF #14 resource deployment may come from a variety of sources. Such requests should be documented in writing, and should be submitted using appropriate channels as follows: Requests initiated by ESF #14 Group Supervisor or ESF #14 primary or support agencies should be submitted to the FCO. If ESF #14 is not present in the field, FCO may request sector specific support. Requests initiated by the State should be submitted by the SCO to the FCO. ESF #14 SOP (Interim) 25

26 2. Resource Deployment and Assessment The following section details how ESF #14 resources are mobilized to the field. This section addresses the activities required before ESF #14 fully deploys to the Joint Field Office (JFO). Objectives: 1. Establish operational area for ESF #14 to convene to complete the mission. 2. Conduct Needs Assessment Tool to determine the level of resources to be deployed to the field. 3. Effectively mobilize resources to the Joint Field Office through ESF # Deploy Advance Team The ESF #14 Advance Team consists of the ESF #14 Group Supervisor, a Logistics Coordinator, and/or an Administrative Assistant, as appropriate. Tasks Provide operation and coordination area within the JFO and provide essential equipment for incoming ESF #14 staff; Address logistical support as required to ESF #14; Evaluate JFO and ESF #14 training needs and resources; ESF #14 Group Supervisor establishes contact with appropriate State officials and with key JFO staff; ESF #14 Group Supervisor attends relevant meetings to increase situational awareness and to communicate ESF #14 roles/responsibilities; and ESF #14 Group Supervisor identifies reporting requirements, including frequency and timing, to ensure effective written communications about ESF #14 activities and accomplishments with other entities at the JFO. 2.2 Deploy Incident Support Team The ESF #14 Incident Support Team (IST), consisting of FEMA, Federal agency staff, and disaster specialists and is responsible for initiating the community needs assessment process and LTCR aspects of Federal domestic incident management, as well as coordinating with any White House initiatives established to support long-term recovery. Tasks Conduct Needs Assessment Tool screening; Identify anticipated needs and staffing requirements; Develop Management Strategy; and Submit mission assignments to FCO. ESF #14 SOP (Interim) 26

27 Conduct Needs Assessment Tool screening The Needs Assessment and Sector Analyses are critical components to ESF #14 LTCR because they will provide an understanding of the type of assistance a community may require. Assessment activities occur throughout the lifecycle of ESF #14, with the majority of the assessments occurring early in the operation. This allows ESF #14 support to make projections about the level and types of assistance needed and the potential long-term implications of disaster damage to be tailored to the community. More detailed sector analysis may be conducted after completing the Preliminary Screening phase of the Needs Assessment Tool. These tools assist the ESF #14 Group Supervisor, the IST and the State ESF #14 Coordinator in developing a strategy to advance LTCR efforts. The type of assistance available to the community will depend on the Needs Assessment findings, State input and other assessment activities and results. The Needs Assessment Tool is used to gather information regarding the potential long-term impacts from a disaster, determine the existing capacity of affected jurisdictions to recover, and identify the key stakeholders for long-term community recovery. Additional details on the Long Term Recovery Needs Assessment Tool are in the Long Term Recovery Needs Assessment Methodology document and the Field Operations Guide. Specific actions to be undertaken by the IST to support assessment include: Researching the most seriously affected government units in the impacted area that may require LTCR planning and technical assistance. This aspect of assessment is closely coordinated with regional staff; Requesting a preliminary contact list (phone, cell, ) comprising representatives from the NWG, Regional offices, FEMA programs, state agencies, and other relevant contacts; Assembling ESF #14 background and reference materials for ESF #14 support personnel to be deployed to the field. A consolidated resource library will to be available to key ESF #14 staff deploying to the field. These resources serve as a reference document containing important information (e.g., SOP, contact lists, NRCC chronology, summary/overview of impacted area) to facilitate more effective standup of ESF #14 operations at the JFO. Because connectivity is limited in the early stages of standing up operations at the JFO, both hard-copy and electronic versions of the resource materials are prepared; and Collecting information from primary and support agencies on status/findings of assessments they may have underway that might contribute to an improved understanding of long-term community recovery needs and requirements. Identify anticipated staffing needs Once the Needs Assessment Tool is completed and other assessment materials have been reviewed, the IST will identify anticipated staffing needs including number of staff and ESF #14 SOP (Interim) 27

28 specific skill sets required. Deployment of ESF #14 staffing resources is based on the following considerations: A large number of casualties and/or displaced persons; Extensive housing damage; Environmental damage that forces long-term or permanent relocation for a significant portion of the population; Infrastructure damage of a severity and scale likely to cause major service impacts and economic disruptions; Severe economic or physical damage to key industries; and, incapacitated local governments; and/or State and local request for assistance. Develop the Management Strategy In the field, the ESF #14 Group Supervisor will develop the Management Strategy with input from the IST. The Management Strategy provides the justification for ESF #14 activities, outlines next steps for assistance, staffing, and resource allocation, and requests additional resources to complete these objectives. This plan relies on close collaboration with the ESF #14 State Coordinator and other State officials responsible for long-term community recovery. The State will be involved in the preparation and development of the document, which will provide a uniform expectation of anticipated recovery assistance from the outset. The following elements are contained in the Management Strategy and will be completed after the Needs Assessment has been conducted. Management Strategy Outline Current Situation Recommendations from Needs Assessment Tools ESF #14 Group Supervisor Recommendations (based on additional input and outside assessments) Overall Strategic Approach Recovery Strategy Benchmarks and Performance Measures Staffing Plan Communications Plan Strategic Timeline ESF #14 SOP (Interim) 28

29 Once developed, the Management Strategy will be presented to the FCO for review and concurrence. The details of the Management Strategy are in the ESF #14 Field Operations Guide. ESF #14 SOP (Interim) 29

30 3. Coordination and Strategic Support The coordination and planning processes will begin when the objectives from the Assessment and Resource Mobilization have been achieved. The findings obtained from the Needs Assessment Tool will determine the extent of assistance to be provided by ESF #14. The level of assistance, as determined by the findings of the needs assessment, will provide the justification for staffing requests to implement this assistance. These findings from the needs assessment tool and the level of ESF #14 assistance will be outlined clearly in the Management Strategy. The following section will discuss in general terms probable ESF #14 activities that may occur during the coordination and planning support phase. The roles and responsibilities section of the document describe each unit in more detail. It will be the responsibility of the ESF #14 Group Supervisor, in consultation with the State counterpart, to establish the specific operational objectives for the ongoing ESF #14 activities. Objective: 1. Coordinate federal agency resources and program specific expertise to address recovery issues identified through the Needs Assessment Tool. 2. Execute milestones as established in the Management Strategy. 3. Provide community with technical assistance to address recovery needs. 4. In coordination with State and local entities, identify potential funding streams to match project needs. 5. Provide appropriate level of coordination and communication with non-governmental organizations, non-profit and private sectors. 3.1 Coordinate Resources Coordination is the critical function that occurs throughout all phases of ESF #14 operations. ESF #14 identifies the appropriate Federal programs or expertise needed to support LTCR planning and implementation, and identifies gaps within current authorities and funding. Probable Coordination Activities The following discusses in general terms the activities that may take place to facilitate coordination. These are provided to illustrate the concept of coordination. Specific examples and strategies for coordination can be found in the Field Operations Guide. Engage designated State officials responsible for long-term recovery who provide vital information regarding existing State recovery strategies and initiatives. Coordinate ESF #14 activities with appropriate ESFs and provide information for external dissemination to ESF #15-External Affairs. Activities are also coordinated with other FEMA program areas including Individual Assistance, Public Assistance and Mitigation. ESF #14 SOP (Interim) 30

31 Coordinate the identification of appropriate Federal programs or expertise to support planning and implementation, and to identify gaps under current authorities and funding. Engage voluntary agencies in the long-term community recovery activities. This sector can provide a critical link to the community and may access additional information on the impacts of the disaster on the community and serve as a conduit to the community at large. Engage the private sector in long-term community recovery activities. ESF #14 coordination mechanisms must extend to this sector to exchange information and explore meaningful ways for the private sector to actively participate. Link public officials at the State and local levels, agency representatives, private sector leadership, voluntary agency leaders and technical resources to coordinate early resolution of issues and minimize delays with respect to delivery of Federal assistance. Identify programs, waivers, funding levels, requests for additional authorities, and possible new legislation needed to address programmatic gap areas in close consultation with the affected State. Provide recommendations to senior government officials for actions to address authority and funding gaps in order to facilitate effective long-term community recovery activities. Examples of Coordination Activities Hold community meetings to gather feedback on recovery priorities. Develop resource fairs to disseminate information on assistance and funding for projects identified by the community. Convene a Federal-State Task Force to provide technical assistance to the community and identify ways to leveraged assistance between agencies. Establish website for information sharing and exchange 3.2 Execute milestones as established in the Management Strategy Operational milestones will be outlined in the Management Strategy to address the specific assistance ESF #14 will provide. The completion of these milestones will be indicators of the fulfillment of the ESF #14 mission. Probable Strategic Activities ESF #14 Group Supervisor will adjust staffing levels and skill sets to meet the specific work needs throughout the ESF #14 process. ESF #14 group may assist the community in the identification of recovery projects. Hold public meetings to discuss recovery projects. Assist the community in the prioritization of recovery goals. Develop projects which will serve as catalysts to recovery. Support the State in the development community recovery plans. ESF #14 SOP (Interim) 31

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