ANNEX J RECOVERY CITY OF HOUSTON

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1 ANNEX J RECOVERY CITY OF HOUSTON

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3 TABLE OF CONTENTS COVER i APPROVAL & IMPLEMENTATION ii TABLE OF CONTENTS.iii 1. AUTHORITY.1 2. PURPOSE EXPLANATION OF TERMS SITUATIONS & ASSUMPTIONS CONCEPTS OF OPERATIONS ORGANIZATION & ASSIGNMENT OF RESPONSIBILITIE S DIRECTION & CONTROL READINESS LEVELS ADMINISTRATION & SUPPORT ANNEX DEVELOPMENT ANNEX MAINTENANCE PROCEDURES REFERENCES APPENDICES..23 APPENDIX APPENDIX 2 27 ANNEX J RECOVERY August 31, 2011 iii

4 1. AUTHORITY 1.1. City of Houston Basic Plan, Volume I 1.2. City of Houston Executive Order AP #4-2, City of Houston Disaster Recovery, May City of Houston Executive Order AP #1-25, Exercise of Mayor s Emergency Authority during a Local State of Disaster, February City of Houston Executive Order AP #1-49, National Incident Management System (NIMS), September Public Law 93-28, Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended 1.6. Title 44 (Emergency Management and Assistance), Code of Federal Regulations 2. PURPOSE 2.1. The purpose of this annex is to define the operational concepts, organizational arrangements, responsibilities, and procedures to accomplish the tasks required for the local government and its citizens and businesses to recover from a major emergency or disaster. 3. EXPLANATION OF TERMS 3.1. Acronyms CFR CHIPS DDC DON DFO DARM DPS DRC DSO DS GSD EMC FEMA JIC JFO IA NIMS OEM PA Code of Federal Regulations City of Houston Inspections & Public Services Disaster District Committee Department of Neighborhoods Disaster Field Office Disaster Assistance Recovery Manual Texas Department of Public Safety Disaster Recovery Center Disaster Summary Outline (TDEM) District Coordinator General Services Department Emergency Management Coordinator Federal Emergency Management Agency Joint Information Center Joint Field Office Individual Assistance National Incident Management System (Houston) Office of Emergency Management Public Assistance ANNEX J RECOVERY August 31,

5 PDA PIO PW SBA SOP TDEM Preliminary Damage Assessment Public Information Officer Project Worksheet Small Business Administration Standard Operating Procedure Texas Division of Emergency Management 3.2 Definitions Individual Assistance (IA): Financial or housing assistance provided to citizens or businesses who suffer losses in a declared disaster whose property has been damaged or destroyed and whose losses are not covered by insurance. The housing assistance is only for citizens Primary and Secondary Agents: The individuals that will be representing the jurisdiction in the grant process Project Worksheet (PW): A FEMA document that lists the specifications of an approved PA project directly related to disaster Preliminary Damage Assessment: The process by which the City of Houston implements processes to assess damages to residential, commercial and industrial properties as well as City owned facilities, in order to relay damage related data to state and federal agencies Public Assistance (PA): Financial assistance to repair facilities and infrastructure provided to governments, public institutions, and certain private non-profit agencies that provide essential services of a governmental nature Stafford Act: The Robert T. Stafford Disaster Relief and Emergency Assistance Act. 4 SITUATIONS & ASSUMPTIONS 4.1 Situations As identified in the City s Hazard Identification and Risk Assessment, which is summarized in sections 1.8 and 1.8.2(3) of the Basic Plan, Volume I, this jurisdiction is at risk from a number of hazards that have the potential for causing extensive property damage and loss of life. In the event such damages, it is crucial to have planned and established procedures for implementing damage assessment and recovery procedures for returning the community to normal after a major emergency or disaster The Stafford Act authorizes federal disaster assistance to individuals and to governmental agencies/entities in the aftermath of a major emergency or disaster and outlines the types of ANNEX J RECOVERY August 31,

6 assistance that may be made available. The majority of federal disaster assistance programs are administered by state agencies The State of Texas does not have a specific disaster assistance program for individuals and local governments similar to the Stafford Act. Pursuant to provisions of the Texas Disaster Act, state agencies frequently provide assistance to local governments in the aftermath of a disaster Federal assistance is governed and guided by the Robert T. Stafford Disaster Relief and Emergency Assistance Act and 44 CFR, part Assumptions Adopting and enforcing land use regulations can significantly reduce much of the structural damage which would otherwise result from a disaster We must plan and be prepared to respond, manage, and sustain operations during a major emergency or disaster situation until outside assistance arrives and provides support Timely and accurate damage assessment protocol implemented to private and public property establishes the foundation for requesting state and federal assistance for citizens (IA) and for repairs to infrastructure (PA) and should be a vital concern to local officials following a disaster State and federal assistance may be requested to assist citizens or government entities when resources are exhausted or inadequate to meet the support and operational needs and demand throughout the phases of the disaster. State assistance is typically in the form of operational support such as equipment, manpower, or technical assistance. Federal assistance, if approved, will generally be in the form of financial reimbursement and will require considerable paperwork and take some time to deliver Volunteer organizations in the region will typically be used if available to assist citizens in meeting some basic needs, but may have limited capability and/or capacity to provide all levels of needed assistance. Those with defined disaster programs will be an integral part of the recovery process for families and communities with limited resources, and will support in evaluating, assessing, and reporting of damages to the appropriate entity Damage assessment and recovery operations may commence while some emergency response activities are still underway. ANNEX J RECOVERY August 31,

7 4.2.7 All City departments will develop internal procedures and train key personnel to perform the duties and responsibilities defined in the annex. The internal procedures and training personnel are paramount to the success of the City s recovery efforts. 5 CONCEPTS OF OPERATIONS 5.1 General Pre-Emergency Preparedness: Prior to an emergency, this annex shall be developed and maintained and key recovery staff members identified. These individuals shall obtain training and develop operating procedures for recovery activities. Requirements for personnel to staff damage assessment teams and assist in recovery programs shall be determined and basic training provided Preliminary Damage Assessment: A preliminary damage assessment is required to support our request for state and federal assistance. This assessment will be conducted as soon as possible, often while some emergency response activities are still underway. Local damage assessment teams will carry out the preliminary damage assessment under the direction of the Office of Emergency Management (OEM). During this phase, the Mayor may declare a local state of disaster; as such a declaration allows local officials to invoke emergency powers to deal with the disaster and is required to obtain state and federal disaster recovery assistance. Guidance on issuing a local disaster declaration is provided in Annex U, Legal. Section 5.2 below provides amplifying information on the initial damage assessment process Requesting Assistance: State and federal disaster assistance must be requested in a letter to the Governor, which must be accompanied by a Disaster Summary Outline (DSO) reporting the results of the preliminary damage assessment and the local disaster declaration. Based on the information contained in the DSO and other information, the Governor may issue a state disaster declaration for the affected area and may request that the President issue a federal disaster declaration. Refer to Section 5.8 of this annex for specific procedures on requesting assistance Short Term Recovery Activities: Prior to a federal disaster or major emergency declaration, state disaster response and recovery assistance, which typically consists of equipment, personnel, and technical assistance, may be deployed as soon as it is requested through the Disaster District Committee (DDC) in the Texas Department of Public Safety (DPS) Region 2A Donation Service/Resource Program: During the initial stages of recovery, state agencies and volunteer groups may assist disaster victims with basic needs, such as temporary shelter, food, and clothing. A local ANNEX J RECOVERY August 31,

8 donations management program may be activated to receive and distribute donated goods and funds to disaster victims and assign volunteer workers to assist victims and local government. See Annex O, Human Services, and Annex T, Donations Management, regarding these programs Post-Declaration Recovery Programs: Recovery programs authorized by the Stafford Act and other statutes begin when the President issues a disaster or major emergency declaration, or when other types of disaster declarations are issued. See Section 5.7 below in this annex regarding these programs. 5.2 Damage Assessment Damage assessment is a continuous process for evaluating conditions and determining the necessary course of action to alleviate emergency or disaster situations. As a result of conducting a damage assessment, emergency personnel obtain information necessary for determining the severity and magnitude of the disaster, prioritizing emergency needs throughout the community, identifying and directing resources, and coordinating the activities of agencies within the City to facilitate recovery Additionally, the information obtained during the damage assessment process provides a basis to substantiate requests for public and private sector assistance, including but not limited to city, state or presidential disaster declarations. 5.3 Responsibility for Damage Assessment The Office of the Mayor is responsible for overall coordination and direction of the City Emergency Management Plan to include postdisaster recovery efforts The Emergency Management Coordinator (EMC), appointed by the Mayor, will take a lead in coordinating and managing collection and reporting of data as related to damages following a disaster. For assessing, documenting, and reporting of damages to City owned facilities, a Disaster Data Collection Team (DDCT) will provide support in the following: The DDCT will be assembled and activated as soon as environmentally deemed safe to do so DDCT Liaison will respond to and operate out of the City s Emergency Operations Center (HEC) Serve as the central collection point for all preliminary damage documentation relating to City-owned facilities and related infrastructure impacted by a disaster. ANNEX J RECOVERY August 31,

9 5.3.3 The Office of Emergency Management (OEM) is responsible for the coordination and management of documentation related to disaster phases, to include: Annual training for department staff, prior to June 1, on established procedures and protocols set forth in the Disaster Assistance Recovery Manual (DARM), and the City s Executive Order AP 4-2, Internal Disaster Preparation & Recovery as related to disaster recovery Training staff appropriately in damage assessment, documentation criteria and process, and validating completion of documentation. Additionally to the required annual training prior to June 1 (Start of Hurricane Season), the OEM will provide periodic updates as necessary throughout the year to department representatives assigned to take part in preliminary assessment pertaining to the recovery process Collecting disaster related damage information and creating the Disaster Summary Outline (DSO) submitted to the state, along with copies of the Local Disaster Declaration and the Mayor s letter requesting state/federal assistance Coordinating between state/federal representatives and the City to ensure maximum recovery Identifying work performed by the City that may be eligible for reimbursement in accordance with current FEMA regulations in conjunction with departments Establishing documentation procedures and standards to enable maximum recovery for eligible City costs Preparing and coordinating the execution of inter-local agreements by ensuring prior approvals are in place, and that they are current and accessible at all times City-wide compliance using the National Incident Management System (NIMS) and Homeland Security Presidential Directive 5 (HSPD-5) to capture key information on appropriate forms as related to the recovery Finance is responsible for: Development and administration of all budgets, fund transfers, and all other fiscal matters pertaining to the disaster, including establishing and communicating a system for tracking administrative time when preparing Project Worksheets (PW). ANNEX J RECOVERY August 31,

10 Depositing disaster relief funds to the established recovery funds and provide copies of documentation to the OEM Through the Authority of the Finance Director, transferring funds within general and enterprise fund budgets in accordance with the Disaster Recovery Fund budget, subject to Council approval as required by budget ordinance and the 5% transfer provisions Working with City departments to plan and coordinate the accounting process necessary to record the financial transactions resulting from the disaster ARA is responsible for: Insurance claims and for purchases pertaining to the disaster to include the following: Administration and Regulatory Affairs (ARA) Insurance Management Division is responsible for working with departments to identify and document damages that may be eligible for insurance recovery and the coordination and negotiation of settlement for all insurance claims related to the disaster Administration and Regulatory Affairs (ARA) Strategic Purchasing Division is responsible for maintaining separate records of all emergency purchases made by City departments above their purchasing authority in support of the disaster effort, and requesting Council approval when required Preparing emergency specifications and bids in manner consistent with relevant procurement laws The Legal Department is responsible for: Ensuring that every contract for services implemented in connection with the grant has complied with applicable procurement laws and includes sufficient assurances and language to meet all applicable federal, state, and local requirements as well as any insurance procedures Assisting OEM in the preparation of inter-local agreements by ensuring prior approvals are in place, and that they are current and accessible at all times Assisting in determining the eligibility of costs under the Stafford Act and other relevant state and federal disaster laws. ANNEX J RECOVERY August 31,

11 5.3.7 All City Departments are responsible for: Completion of preliminary damage information for all property (e.g. buildings, vehicles, etc.) they are assigned responsibility Department specifics will assign key representatives to work in conjunction with the DDCT and for coordinating with state and federal governments. These representatives will attend training coordinated through the OEM. Representatives will be responsible for reporting damage, providing updates on damage assessments, monitor repairs, and report completed repairs. These representatives shall include: One or more employees that are knowledgeable of the damages and capable of reporting such damages; and, One or more employees that will be responsible for handling the financial documentation component Completing the required City Preliminary Property Damage Form (Attachment A) and submitting those forms to the DDCT within three business days of the disaster Completing and maintaining separate records of all forms and providing such documentation as is necessary to identify costs related to federal, state, or insurance eligible work Provide all necessary information and assistance to federal officials performing damage estimates and the City s insurance representatives Understanding that signatures on each form are representations that all information summarized and/or attached is true and correct Completing, documenting and maintaining their own internal departmental costs for the purpose of keeping disaster expenses separate from day-to-day operations Performing any emergency work required and for formulating and/or review of all bid specifications developed for permanent work on facilities for all buildings they are assigned responsibility The Public Works & Engineering (PW&E) Department is responsible for: The Public Works and Engineering Department (PW&E) is responsible for formulating and/or review of all bid ANNEX J RECOVERY August 31,

12 specifications developed for permanent work on public infrastructure damage caused by the disaster For City-owned insurable assets that fall outside of the defined public infrastructure, the asset owner or their designee shall be responsible for formulating and/or review of all bid specifications developed for repairs of damage caused by the disaster. 5.4 Individual Assistance & External Damage Assessment The Office of Emergency Management (OEM) is responsible for coordination with the City of Houston Inspections & Public Services (CHIPS), for conducting a damage assessment for homes and businesses The CHIPS will perform a windshield assessment for individual homes and/or coordinating and damage and/or business to obtain detailed information on damages to structure, ownership and if covered by insurance Documentation will be forwarded to the OEM on the appropriate forms located in the Disaster Assistance and Recovery Manual (DARM). For additional details of the damage assessment, reporting, and recovery plan see the DARM plan located in the OEM Assessment and reporting of damages incurred to City owned property will follow established protocol and criteria set forth in the City of Houston Executive Order AP 4-2 and City of Houston Disaster Assistance Recovery Manual. 5.5 Phases of the damage assessment process include: Rapid Assessment Immediately following an event, first responders (fire, police, public works, etc.) are normally the ones to provide an initial snapshot of the geographic area affected. As emergency calls come in and the response phase begins, the general location and the severity of damage becomes known. The focus of the rapid assessment is normally limited to evaluating the following humanitarian and emergency needs/activities: Life safety (i.e., search and rescue, injuries and fatalities, mass care, hazardous materials) Life lines (i.e., utilities and transportation systems) Essential facilities (i.e., medical, emergency communication facilities/services) ANNEX J RECOVERY August 31,

13 5.5.2 Aerial Damage Assessment An aerial damage assessment may be conducted by the Houston Police Departments Helicopter Division and the information will be forwarded to OEM Preliminary Damage Assessment Assessment conducted to determine the extent of damage to the community as soon as humanitarian and emergency needs have been identified and access into the area is safe The OEM in coordination and collaboration with City departments and other agencies will implement procedures for surveying and documenting damages to city facilities, equipment and infrastructures City of Houston Inspections & Public Services (CHIPS) will drive through the areas(s) to identify subdivisions, property addresses and evaluate the percent of loss to structures. Information gathered will be compiled and reported per procedures located in the DARM and AP Detailed Site Assessment Assessment includes detailed analysis of the damages to all private sector and public infrastructures. It may take several days or even weeks to complete. FEMA, TDEM and the OEM will also conduct site visits to determine whether the damaged property qualifies for reimbursement. For more details see DARM and AP Recording Damage to City (Public) Property ANNEX J RECOVERY August 31,

14 Most disaster events do or have the potential for causing extensive damages. Adequate procedures for conducting damage assessment are essential for the orderly response and recovery operations to be successful. Information on the extent of damages will have a significant impact on recovery efforts and the delivery of social programs to the areas affected by the disaster event, and may qualify local governments to receive state and federal assistance Damage assessments should be initiated as soon as the immediate danger has passed, and assessments can be made with a reasonable degree of accuracy Each department is responsible for assessing the damage to its buildings and equipment and estimating the costs to restore the facilities and equipment to their pre-disaster condition. Costs should be recorded and segregated by damage or work categories Emergency repair work may need to be initiated before the assessment process is completed, and all costs associates with clean up and repair activities should be properly recorded. Sample formatted forms for recording personnel, materials, equipment and other costs are included in the Administrative Procedure 4-2. Detailed records are required to support the request for funds The objective is to track what was done (by category), when it was done and how long (by day), where it was done (by specific job/site location), who was doing it (by name) and what materials (by quantity) and equipment (by hours or mileage) were used. 5.6 Supporting Documentation A project folder should be established for disaster recovery operations by work activity. When the Project Worksheet (PW) has been completed, each folder should include the supporting documentation listed below: Photographs and sketches Inspection team reports and documentation Contracted work documentation Request for Bid Bid Documents Bid Summary Sheet Contract Invoices ANNEX J RECOVERY August 31,

15 Authorization for check issuance Copies of checks issued for payments City Own Forces (City Employees) Daily Activity Report (DAR) Summary, (such as weekly or biweekly) Records Materials Records Rental Equipment Records Request for equipment rates Additionally, each folder should contain a summary worksheet listing the total claimed cost of the project. Individual cost documents should be retained as backup. 5.7 Requesting Assistance Requests for assistance should be forwarded to TDEM within 10 days of the disaster to allow state officials adequate time to prepare the necessary documentation required for a declaration If Mayor determines that a disaster is of such severity as to be beyond the local capability to recover and that state or federal assistance is needed for long-term recovery, he/she should: Prepare a letter to the Governor requesting disaster assistance. Sample letters are included in the TDEM Disaster Recovery Manual Attach a completed DSO and local disaster declaration. See Annex U, Legal, regarding the preparation of disaster declarations Forward the letter and its attachments to the County Judge The County Judge should: Prepare a letter to the Governor requesting assistance (samples are included in the Disaster Recovery Manual) and attach: A consolidated DSO reflecting data from all cities and unincorporated areas impacted and experienced damages. ANNEX J RECOVERY August 31,

16 All letters received from mayors with attached DSOs and disaster declarations Forward the foregoing to TDEM; Fax a copy of the package and send the original documents by mail to TDEM s address to include fax numbers are printed on the DSO form TDEM will review the information submitted, coordinate with the Governors Office regarding the request, and maintain contact with the County Judge and Mayor as the request is processed If local damages appear to exceed the state and local capability to recover, TDEM will contact the FEMA regional office and arrange for federal, state, and local personnel to conduct a preliminary damage assessment If the results of that assessment confirm that the severity of the disaster is beyond state and local capabilities and federal assistance appears warranted, the Governor will forward a request for assistance to the President through FEMA. 5.8 Post-Declaration Emergency Programs Presidential Disaster Declaration When a federal disaster declaration is issued, federal recovery programs are initiated, state and federal recovery staffs are deployed and recovery facilities are established. A Joint Field Office (JFO) staffed by state and federal personnel will normally be established in the vicinity of the disaster area to administer recovery programs One or more Disaster Recovery Centers (DRCs) staffed by state and federal agency personnel may be established to assist disaster victims in obtaining assistance; mobile DRCs may also be employed Individual Assistance: The FEMA Tele-registration System is activated so that disaster victims may register by phone for federal disaster assistance Federal, state, and local personnel conduct follow-up damage assessments. ANNEX J RECOVERY August 31,

17 State and federal Outreach programs for disaster victims are initiated Other Assistance Individual assistance activities for citizens and businesses may continue for months SBA Disaster Declarations: If the emergency situation does not meet the criteria for a Presidential disaster declaration, assistance in the form of loans may be available from the SBA. Limited assistance may also be available from several Small Business Administration (SBA) and other state programs. Information on SBA declarations is provided in the Disaster Recovery Manual Agricultural Disaster Declarations: In situations related to agriculture disasters the Secretary of Agriculture is authorized to make agricultural disaster declarations for weather-related crop losses. When such declarations are made, farmers and ranchers become eligible for an emergency loan program. For information on agricultural disaster declarations, see the Disaster Recovery Manual Other State Programs Limited assistance may be available through other state agencies Resource requests for state and federal assets will follow established steps which can be found in detail in the Basic Plan, sections 4.2.4(5), and Actions by Phases of Emergency Management: Mitigation Develop and enforce adequate building codes Develop and enforce adequate land use regulations Develop hazard analysis Develop potential mitigation measure to address the hazards identified in the analysis Preparedness Assess disaster risk to government facilities from likely hazards and take measures to reduce the vulnerability of facilities Identify damage assessment team members. ANNEX J RECOVERY August 31,

18 Train personnel in damage assessment techniques Maintain pre-disaster maps, photos, and other documents for damage assessment purposes Identify critical facilities requiring priority repairs if damaged Ensure that key local officials are familiar with jurisdictions insurance coverage Conduct public education on disaster Response Gather damage reports Compile damage assessment reports Complete DSO Keep complete records of all expenses Recovery Identify unsafe structures and recommend condemnation Monitor restoration activities Review building codes and land use regulations for possible improvements Communicate effectively with disaster victims Prevention Apply intelligence and other information to a range of activities including countermeasures as deterrence operations Establish security operations to ensure protection of responders, infrastructure, and community Investigations to assess and determine source and full nature of threat existing On-going public health and agricultural surveillance to test and determine if public health risk exist Law enforcement operations aimed at deterring, preempting, interdicting or disrupting illegal activity and apprehending perpetrators National Incident Management System (NIMS) ANNEX J RECOVERY August 31,

19 The National Incident Management System (NIMS) will be used to manage and mitigate any such incident by integrating a combination of facilities, equipment, personnel, procedures, and communications into a common organizational structure to meet NIMS will be used to organize, coordinate, and manage all phases of field level operations for broad spectrum, widespread emergencies, from small to complex incidents, both natural and manmade, to include phases of post-emergency/incident such as damage assessment, recovery and restorative activities Description of implementation of NIMS and Incident Command Structure (ICS) components are located within the Basic Emergency Management Plan, Annex I - Public Information, Annex M - Resource Management and Annex N Direction and Control. Departmental policies and procedures such as the DARM and Executive Order AP 4-2 are developed based on these principles. 6 ORGANIZATION & RESPONSIBILITIES OF ASSIGNMENTS 6.1 Organization The City s organization for disaster recovery includes the general emergency structure described in Tab 1 of the Basic Plan, Volume I and the additional recovery positions described in this annex The Emergency Management Coordinator (EMC) shall coordinate recovery efforts. The EMC will designate an individual to coordinate the Damage Assessment activities All departments and agencies may be called on to provide staff support for damage assessment and recovery activities. 6.2 Assignment of Responsibilities Department of Neighborhoods (DON) City of Houston Inspections & Public Services (CHIPS) Survey property damages after a disaster providing assessment information to appropriate authorities Refer to section 5.5 ( ) of this annex and the DARM for additional information pertaining to CHIPS General Service Department (GSD) For additional details on the roles and responsibilities of General Services Department (GSD) refer to section of this annex Public Works & Engineering Director ANNEX J RECOVERY August 31,

20 Survey and evaluate damage sustained to streets and bridges, with the highest priority on main arteries and routes to medical facilities Evaluate damage to wastewater and sanitation facilities Ensure that Traffic and Transportation determines the damage to traffic control devices and signs Evaluate the damage to the water distribution system Secure damage estimates to privately-owned utility systems from those companies All City Department Directors Evaluate extent of damage to City owned buildings and equipment with the highest priority given to buildings that are critical to public safety and continuity of government Evaluate the cost of repairing and restoring City facilities Provide the approximate costs of restoration in your preliminary damage report to OEM Lead PIO or Designee The lead PIO or designee will: Establish a media site, sometimes referred to as a Joint Information Center (JIC), to ensure that accurate and current information is disseminated to the public Finance and Administration Department The Finance and Administration Department will: Administer fiscal aspects of the recovery program Ensure that the financial results of each project are accurate and fully disclosed Monitor the source and application of all funds Ensure that outlays do not exceed approved amounts for each award Maintain information establishing the local cost share Ensure that all laws, regulations, and grant requirements are complied with. ANNEX J RECOVERY August 31,

21 Coordinate between the grant managers (also known as Primary and Secondary Agents) and the accounting staff Harris County Appraisal District The Harris County Appraisal District will: Provide estimates of value of damaged and destroyed property to support the damage assessment process Houston Independent School District The Houston Independent School District will: City Finance Director Assess and report damage to its facilities and equipment and the estimated cost of repairs Estimate the effects of the disaster on the school district tax base The City Houston Finance Director will: 7 DIRECTION & CONTROL Estimate dollar losses to local government due to disaster Estimate the effects of the disaster on the local tax base and economy. 7.1 The City Council may establish local rules and regulations for the disaster recovery program and may approve those recovery programs and projects that require approval by the local governing body. 7.2 The Mayor may provide general guidance for and oversee the operation of the local disaster recovery program and may authorize those programs and projects that require approval by the chief elected official or chief operating officer of the jurisdiction. 7.3 The EMC shall direct day-to-day disaster recovery activities and shall serve as the Damage Assessment Officer or designate an individual to fill that position. 7.4 OEM, GSD and CHIPS will coordinate their efforts in managing this annex. 8 READINESS LEVELS ANNEX J RECOVERY August 31,

22 8.1 Increased Readiness Conditions for the City are set forth in section of the Basic Plan. The following shall apply: 8.2 Readiness Level IV Normal Conditions Routine operations Routine monitoring of daily activity and situations Perform routine maintenance and testing of backup systems (i.e. generators, networks) Develop and implement ongoing training and exercise program for emergency preparedness, response, and recovery. 8.3 Readiness Level III Increased Readiness (This is the department s standard operating condition June 1 November 30) Alert key staff and volunteer organizations of the current situation Fill vacancies on damage assessment teams; conduct refresher training; check team equipment such as cameras Review plans and procedures Monitor the situation Check equipment readiness and correct deficiencies Check emergency supply status and fill shortfalls Review and update as necessary the employee notification process as well as employee duties, assignments, and Tier designations Review equipment inventories and makes arrangements to expedite pending repairs of priority equipment Maintain regular testing of all communication equipment and/or systems Review inventory of emergency supplies and materials necessary to meet the threat of the domestic incident. Re-stock supplies as necessary to support the emergency situation If applicable maintain regular testing of auxiliary power supplies Assure all emergency SOPs and key personnel contact information is up-to-date and current Review needs for the hardening and protection of physical facilitates. 8.4 Readiness Level II High Readiness The Director will brief Deputy Director(s) and Command Staff on the threat and potential of the domestic incident and its impact to the Department and Divisions Deputy Directors will begin making preparations with their divisional staffs. ANNEX J RECOVERY August 31,

23 8.4.3 Managers and supervisors will begin making preparations with their employees, including shift assignments Off-duty personnel will be contacted as to reporting instructions. All voluntary leaves (vacation, etc.) will be evaluated Correct any deficiencies in equipment status or material supplies All fuel tanks should now be topped off according to Emergency Fuel Ordering Procedures Deputy Directors will prepare staff for activation of emergency plan The Emergency Management Coordinator will have the DEC prepared for activation. Monitor the situation Alert personnel for possible emergency duty as emergency situation dictates Review inter-local agreements and contracts for resource support and alert potential resource providers of possible emergency operations Identify personnel to staff ICP and/or EOC Notify State Coordinator (SC) of the situation through the EOC Brief damage assessment teams and place on standby Brief senior staff on the damage assessment process and the need for detailed record keeping of emergency response and recovery activity expenses. 8.5 Readiness Level I Maximum Readiness Provide situation updates to the DS through the EOC Have damage assessment teams ready for deployment All Department personnel have been briefed on the domestic incident that is now imminent or may have already occurred Designated departmental personnel are in HEC/EOC as requested All personnel and equipment are located and/or staged at their assigned locations Implement plans to protect government facilities and equipment Advise resource suppliers of situation Continue to monitor the situation 9 ADMINISTRATION & SUPPORT 9.1 Reports Disaster Summary Outline (DSO): ANNEX J RECOVERY August 31,

24 9.2 Records Totals from the Preliminary Damage Assessment (PDA) and other reports will be compiled and transferred to the DSO. A copy of the DSO is provided in Appendix 1 to this annex and also included in the TDEM DRM and the City s Disaster Assistance Recovery Manual (DARM) Each department or agency will keep detailed records on disaster related expenses, including: Labor Paid (regular and overtime) Volunteer Equipment Used Owned Rented /leased Volunteered Materials Purchased Taken from inventory Donated Expenses incurred during emergency response and recovery efforts may be recoverable from responsible party, insurers, or as a basis for requesting reimbursement for allowable costs from the state and/or federal government Detailed records of labor, materials, equipment, contract services, and supplies consumed during large-scale emergency recovery operations must be protected and maintained Contracts All contracts relating to the recovery process should monitor Contracts that will be paid from federal funds must meet the following criteria: Meet or exceed Federal and State Procurement Standards and must follow local procurement standards if they exceed the federal and state criteria Be reasonable. ANNEX J RECOVERY August 31,

25 Contain right to audit and retention of records clauses Contain standards of performance and monitoring provisions Fall within the scope of work of each FEMA project Use line items to identify each FEMA project, for multiple project contracts The following contract-related documents must be kept: Training Copy of contract Copy of Project Worksheet (PW) Copies of requests for bids Bid documents Bid advertisement List of bidders Contract let out Invoices, cancelled checks, and inspection records Individual s assigned primary responsibility for the recovery function shall attend disaster recovery training. A variety of disaster recovery training courses are offered by TDEM and FEMA Those individuals assigned damage assessment duties should also attend training appropriate to their duties The OEM is responsible for coordinating appropriate training GSD and CHIPS personnel Release of Information Personal information, such as marital status, income, and Social Security numbers gathered during the damage assessment and recovery process is protected by state and federal privacy laws. Due care must be taken by all individuals having access to such information to protect it from inadvertent release General information, such as the numbers of homes damaged and their general locations may be provided to private appraisers, insurance adjusters, etc. ANNEX J RECOVERY August 31,

26 10 ANNEX DEVELOPMENT & MAINTENANCE DEVELOPMENT 10.1 DEVELOPMENT The Emergency Management Coordinator (EMC), in conjunction with General Service Department (GSD), and Department of Neighborhood s (DON) - City of Houston Inspections & Public Services (CHIPS), are responsible for developing and maintaining this Annex J (Recovery). Other internal and external stakeholders will be engaged as revision dictates for revising and maintaining this plan MAINTENANCE This annex will be reviewed annually and updated in accordance with the schedule outlined in sections and of the Basic Plan, Volume I. All stakeholders involved in this annex are responsible for reviewing, identifying deficiencies, and implementing revisions as necessary. 11 PROCEDURES 11.1 Those individuals charged with responsibilities for managing various recovery activities are also responsible for developing standard operating procedures for those activities The effectiveness of the annex will be evaluated and revised if deemed necessary following a disaster or emergency situation that requires partial or full implementation of processes set forth in this plan. 12 REFERENCES 12.1 City of Houston Administrative Procedure AP 4-2, City of Houston Disaster Recovery Policy 12.2 City of Houston Disaster Assistance Recovery Manual (DARM) 12.3 TDEM, Disaster Recovery Manual (TDEM-62). (Available from TDEM in hard copy and online at the TDEM web site: FEMA, Public Assistance Applicant Handbook (FEMA-323) FEMA, Debris Management Guide (FEMA-325) Current FEMA Policy Letters. (Available online at r/pa/policy.htm) 13 APPENDICES ANNEX J RECOVERY August 31,

27 13.1 APPENDIX 1 - Disaster Summary Outline (DSO) 13.2 APPENDIX 2 - Detailed Assessment Forms ANNEX J RECOVERY August 31,

28 APPENDIX 1 RESIDENTIAL LOSS GUIDELINES Affected: Structure is habitable. Some minor damage may be eligible for assistance. Look for the following: A few missing shingles; Some broken windows; Damage to cars; Damage to Air Conditioner Compressor only; Single Family/Multi Family Residences of water Mobile Homes - Ground level to within 12 of bottom board. Minor: Structure is habitable with minor repairs. Look for the following: Many missing shingles, broken windows and doors; Siding loose, missing or damaged; Minor shifting or settling of foundation; Damaged septic systems (flood); Single Family/Multi-Family Residences 6 to 18 of water, Mobile Homes- Within 12 of bottom board to 3 above floor level. Major: Structure is currently uninhabitable and extensive repair is required to make it habitable. Look for the following: Portions of the roof, including decking, missing; Twisted, bowed or cracked walls; Penetration of structure by trees or cars, etc.; Single Family/Multi Family Residences of water, Mobile Homes 3 12 above floor level. Destroyed: Structure is permanently uninhabitable and can not be repaired. Look for the following: Structure gone, only foundation remains; Major sections of walls missing or collapsed; Entire roof gone with noticeable distortion of the walls; ANNEX J RECOVERY August 31,

29 Structure has shifted off of its foundation; * Single Family/Multi-Family Residences - More than 48 of water; * Mobile Homes - over 12" for mobile homes. * Requires further investigation Estimating Insurance: The following are general guidelines to estimating insurance coverage. Renters are less likely to have insurance. Low income residents are less likely to have insurance. Homeowners who are still paying off their mortgage will normally have the appropriate type of insurance. Residents who are flooded and reside in an area that does not participate in the NFIP or in an area that has been sanctioned for NFIP code enforcement violations will not have flood insurance. Residents who are flooded but whose property is not located in the Special Flood Hazard Area (SFHA) will probably not have flood insurance. ANNEX J RECOVERY August 31,

30 APPENDIX 2 Disaster Summary Outline Date: Time: GENERAL Jurisdiction (County/City): Population: Type of Disaster (Flood, Hurricane, Tornado, etc.) If this is a flood event, does the City/County participate in the National Flood Insurance Program (NFIP)? Yes/No Inclusive dates of the disaster: Was a local disaster declaration issued? Yes/ No (Not applicable for Agriculture assistance only) Contact Person: Title: Address: City: Zip Code: Phone ( ) Fax ( ) Pager ( ) 24-Hour Duty Officer/Sheriff s Office ( ) Casualties: (Contact local area hospitals) INDIVIDUAL ASSISTANCE A. Number of Fatalities B. Number of Injuries C. Number Hospitalized Number of homes isolated due to road closure (high water, etc.): Agricultural Losses: (Contact the Farm Service Agency in your county) ANNEX J RECOVERY August 31,

31 Is agricultural assistance needed? Yes/ No If yes, please attach USDA flash situation report. Residential Losses - Primary Residence Only: (Local Damage Assessment) See guidelines on page 4. Type of Homes Affected Minor Damage Major Damage Destroyed % Covered by Insurance Single Family Homes Mobile Homes Multi-Family Units Totals Estimated number of persons whose situation will not be satisfied by volunteer organizations (Contact local volunteer organizations) Are shelters opened? Yes/No How many? Name, location, capacity, and current occupancy of shelters? Business Losses/Impacts: # Covered by Number Adequate Insurance Minor Damage (less than 40%) $ Major Damage (greater than 40%) $ Totals $ Total estimated repair cost How many businesses have ceased operations: How many businesses have experienced economic injury: Estimated number of persons unemployed because of this disaster (Contact affected businesses and the local Texas Workforce Commission Office) ANNEX J RECOVERY August 31,

32 PUBLIC ASSISTANCE NOTE: All disaster related costs should be separated into the seven damage/work categories listed below: Category Subcategory No. of Sites Estimated Repair Costs Debris Clearance $ $ Emergency (EMS, Fire, Police) $ $ Road & Bridge Roads - Paved $ $ Roads - Unpaved $ $ Bridges - Destroyed $ $ Bridges - Closed & Repairable $ $ Bridges - Damaged & Serviceable $ $ Culverts - Totally washed away $ $ Culverts - Damaged & still in place $ $ Water Control Facilities $ $ (Dams, levees, dikes) Buildings & Equipment $ $ Public Utility Systems $ $ (Gas, Electric, Sewer, Water) Other $ $ (Recreational Facilities, Airports, etc.) Totals $ $ * Anticipated insurance is normally calculated by subtracting any deductible, depreciation or unrecoverable loss from the estimated repair cost. Anticipated Insurance * Total annual maintenance budget (i.e. Public Works, Road & Bridge): $ Start of Fiscal Year: Month Others (Contact non-profit or governmental, medical, emergency, utility, educational, custodial care facilities, etc.) Organization/ Facility No. of Sites Estimated Repair Costs Anticipated Insurance * $ $ $ $ ANNEX J RECOVERY August 31,

33 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Totals $ $ This form is for damage assessment reporting purposes only. In accordance with the State Emergency Management Plan, if a Mayor/County Judge determines that a situation is of such severity and magnitude that an effective response is beyond the affected jurisdiction s capability to recover, a letter outlining the disaster impact and the need for supplemental State and/or Federal assistance must accompany this DSO. Once this form is completed, submit pages 1-3 to your local Disaster District Committee, and to: Texas Department of Public Safety Governor s Division of Emergency Management P.O. Box 4087 Austin, Texas or FAX to: TDEM-93 - Page 3 (Rev. 5/10) ANNEX J RECOVERY August 31,