May 8, 2012

DMAC Toolbox Workshop

Cerritos Center for the Performing Arts

Introductionsand

Agenda

Recovery: Where Do I Begin?

The First Steps

When Does Recovery Begin?It starts BEFORE the disaster!Steps to take before the disaster:

Photo documentation PRIOR to the eventDisaster accounting systemWindshield surveysTraining city staff

Photo DocumentationCity owned facilities and buildingsCritical infrastructure

Tips and Hints - 1FEMA wants to see it prior condition, what it looked like after it was damaged, what it looked like after reconstructionPhoto documentation is a great job for volunteers and interns: CERT, VIPS, etc.Invest in some digital cameras

Tips and Hints - 2Set a date and have each department take photos and videos and submit them to the EM and/or Finance departmentSave the photos on an external hard drive(s) in a safe locationUpdate the photos when you have a significant change or on a 3-5 year basis

Disaster Accounting - 1Establish a Disaster Account Number (DAN)

Example: 1433

Purchase orders with the DANExample: 1433 (DAN)-19280 (Your purchase order number)

Purchasing/ordering process with Logistics

How does it work in your EOC?

Spending authority limitsDay to day versus disaster

Disaster Accounting - 2Financial processes

Payroll, revenue and accounts receivable collection, accounts payable, other

In Kind/Cash donations managementLabor agreements for overtimeSite specific documentation - FEMA wants to know:

Where was the work done?Who did it?Did they use a vehicle to get there? If yes, what kind?Did they use equipment to do the work? If yes, what kind?Did they use supplies? If yes, what kind and how many?

Labor

DailyBy PersonBy Project

Summarize by line item and type of work

Tie back to actual work records

Activity logs or narrative

description

Equipment

Usage Records

Job/work orders, job tickets, daily activity reports, mileage logs

Tie to labor/activity reports

FEMA or Internal rate schedule

Rental agreements, purchase requisitions,

PO’s, Invoices, payments

Materials

Quantities used by project

Stock cost and usage

Average cost, original or replacement cost

Special purchases cost

Purchase requisitions, PO’s Receiving slips, invoices, payments

Windshield SurveyProvides info to the Initial Damage Estimate (IDE)

ResponsePrioritization of resources

Critical FacilitiesMass Care/Shelter

How many homeless?

Building InspectionsNow and later

Impact to city budgetImmediate Needs Funding (INF)

Loss of revenue

Critical Facilities - 1Critical facilities – city owned

Facilities that provide essential services to the community

City Hall, Senior Center, Fire and Police stations, etc.

InfrastructureStreets, roads, bridges, overpasses

Critical Facilities - 2Critical facilities – non-city owned

InfrastructureBridges, Overpasses, rail lines, dams

SchoolsHospitalsUtilities

Homes and businessesWho’s doing the survey?

Windshield Survey? Who? Me?!Catch 22

“I can’t stop to help you because I need to find out who needs help”

Fire and Law are looking for problems, not for infoEveryone needs to be involved

Organize Teams Now!Anyone not working in the EOC or other critical jobs

City staffField units

Volunteers (CERT, Law)Others

Drive the CityCreate teams

North/south, east/west

Use pre-developed surveysCustomize survey forms

DamagesProblemsDollarsOthers?

Report major incidents ASAP

Collect and Analyze the InfoAll info comes to the EOC – VERIFY!Prioritize incidents for allocation of resourcesWhat are your demographics?

Average #/people/householdAverage cost of homes – Zillow!Businesses

Critical facility?

Resources

Revenue

Windshield Surveys are Great Exercises!

They take some effort but are worth it!It’s a way to include city staff and volunteers with non-critical jobsUse the ShakeOut scenario

All communications are downHow are you going to find out about problems?

WINDSHIELD SURVEY

Date: Time: Team/Unit #: Page of

Street

Address Bldg. Type

Major Dam age (ATC-20

Red)

Moderate Damage (ATC-20 Yellow)

No or Minor

Damage (ATC-20 Green)

Safety Hazards / Other Damage Observed

Totals

Damage Notes: Major (60-100%): Partial or fully collapsed building; Moderate (20-60% ): Damage to outside of structure; chimney collapse, etc.

M inor (0-20% ): Slight damage to outside of structure; broken windows, fencing/walls/tress down, etc.

Building Type: S = Single family home; T = Townhouse or Condo A = Apartment; B = Business; M = Mobile Home/Trailer

Windshield Survey Date: February 17, 2011 Time: 1030 am Team/Unit #: 3 Page1 of 1

Street

Address Bldg. Type

Major Dam age (ATC-20

Red)

Moderate Damage (ATC-20 Yellow)

No or M inor

Damage (ATC-20 Green)

Safety Hazards / Other Damage Observed

E. Dalton Ave E. Dalton 503 S X Minor damage

511 S X -0-

519 S X

525 S X -0- - Power line down across yard and car

533 S X Front of house partially collapsed

539 S X

545 S X

553 S X Minor damage

557 S X

557 S X Smoke showing from interior of house

Totals

10 1 4 5

Damage Notes: Major: Partial or fully collapsed building; Moderate: Damage show on outside of structure; chimney collapse, etc.

M inor: Slight damage to outside of structure; broken windows, fencing/walls down, trees down, etc.

Building Type: S = Single family home; T = Townhouse or Condo A = Apartment; B = Business; M = Mobile Home/Trailer

TrainingTurn photo documentation into an exercise and hazard hunt

Mitigate the obvious problems

Disaster AccountingEOC exercise between Logistics and Finance/Admin

Windshield surveyTrain and exercise

D-Day + 1 hour

It’s A Disaster!Do I need to proclaim a local emergency?At least two of the following criteria should be met:

There exists a condition of extreme peril to persons and propertyThe means to resolve conditions of extreme peril will probably exceed the capability of the jurisdiction (need for mutual aid)There is a need to protect those who must provide emergency services

If you need one or more of these….Immunities and protection from lawsuits and claims due to negligence and other factors The need to promulgate orders and regulations to facilitate the maintenance of order and reduction in potential loss of life and propertyThe need to employ extraordinary police powersThe need to temporarily allow exceptions to local statutorily mandated procedures to facilitate emergency operations

Who Can Proclaim? A Local Emergency may be proclaimed

Local governing body (City Council) or Director of Emergency Services

This resolution must be ratified by City Council within 7 days.

As soon as possible, notify the Los Angeles County Op Area via:

OARRS (after initial notification to your contact Sheriff’s Station Watch Commander and DMAC); or Contact Sheriff’s Station Notify your DMAC

Notification of Local EmergencyFax a copy of the Proclamation to the Los Angeles County Op Area EOC. The Op Area will:

Compile information from all jurisdictions Transmit the Proclamation(s) to the Cal EMA, Southern Region.

The Proclamation(s) will be reviewed and evaluated by Cal EMA Headquarters.Notify your City’s key staff

ESC, Police, Fire, PIO and other appropriate departments

How Long Does It Last?The City Council or governing body

Review every 30 days after the previous review until the local emergency is terminated

If the local emergency is continuedA new proclamation does not need to be issued; Council can pass a motion to continue

Fax a copy to the Los Angeles County Op Area EOC

If the local emergency is overThe City Council or governing body terminates the local emergency at the earliest possible date that conditions warrant

Fax a copy of the Termination Resolution to the Los Angeles County Op Area EOC

The Damages

Initial Damage Estimate (IDE) ProcessWhat exactly is an IDE and why is it important?

IDE is an ESTIMATE of the amount of damage your city has sustained to homes, business and government It is a GUESS....you will not be penalized for overestimating the amount of damagesUnderestimating the amount could cost everyone reimbursement!The IDE is what brings FEMA to townThe IDE does not affect the building safety assessment

RememberIDE isn’t a one-time submission….it should be updated continuouslySubmit an IDE even if it isn’t largeSubmit an IDE even if you don’t plan to file a claimTalk to public schools/school district and find out their damages and submit it on their behalfSubmit on the high side; there are always “hidden damages”; usually IDEs are usually grossly underestimatedThe windshield survey will help with damages to homes and businesses

Tips and HintsIf OARRS is down, relay info to your contact Sheriff’s station or through DCSKeep in constant contact with your DMACMake sure your EOP has a section on proclamations, etc.Keep important information on a flashdriveHardcopies of all OARRS forms are in the document library in OARRSRemember to use CWIRS if communications are downVisit the DMAC website!

Summary – City - Local EmergencyCity – Proclamation of Local Emergency

The city needs assistanceRelayed to county and Cal EMAGives powers, authorities and immunities Gather your IDEs (Initial Damage Estimate) immediately to substantiate request for assistanceIDEs are submitted through OARRS (Operational Area Response and Recovery System)If you proclaim, you must submit an AAR 100% on the city if no further proclamations or declaration

Recovery: The Beat Goes On!

Beyond the City

What Is Happening At the OA?OEM Duty Officer is monitoring the situationOA EOC gets activated if:

A city has asked for it be activated to support their operations2 or more cities proclaim a local emergencyThe county and 1 or more cities proclaim a local emergencyThe OA is requesting resources from outside the OA

If the County Proclaims - 1If the county proclaims, cities are included in the proclamationWho can proclaim for the county?

Board of SupervisorsCounty CEO

Ratified by the Board of Supervisors within 7 days

Sheriff Ratified by the Board of Supervisors within 7 days

If the County Proclaims - 2Based on information from cities and county departments, the county may proclaim a State of Emergency and request the Governor proclaim a local emergency in the countyThe County will specifically request CDAA funding as part of the proclamation The county will transmit the proclamation to Cal EMA

The County ProclamationAll agencies will receive a copy of the county proclamationThe County will be contacted by Cal EMA and a representative from the Governor’s office will tour the impacted area

Be ready for the VIPs

Based on that tour, the Governor may/may not proclaim a state of emergencyAll agencies will be notified of the decision

AARsIf the county proclaims a local emergency:

The county is required to prepare an After Action Report (AAR) Op Area submits an AAR within 90 days of the close of the disaster to California Emergency Management Agency (Cal EMA) If a city is covered under a County Proclamation, the County is then responsible for submission of the AAR City AARs are highly recommended as a vehicle for reviewing overall response operations and for making improvements

Summary – County – Local EmergencyProclamation of County/OA Local Emergency

Information from the cities is needed County requests the Governor proclaim a State of EmergencyProclamation relayed to Cal EMA; must have IDEs from citiesCounty must submit an AAR on behalf of the county and cities100% on the city/county departments if no further proclamations or declarations

StateBased on IDEs from the cities and county, the Governor can proclaim a State of Emergency to exist in the countyCalifornia Disaster Assistance Act (CDAA) may or may not be activated

If it is not referenced in the state proclamation, funding will probably not be made available

The State will request a Presidential declarationIf the Governor has not activated CDAA, FEMA assistance will be the only source of funding to local government

Summary – State - Proclamation

Governor’s Proclamation = 75%Activates CDAA if referenced in the Governor’s proclamationFinancial relief for emergency actions, restoration of public facilities and infrastructure and hazard mitigationWill request a Presidential declaration

Summary – State - Proclamation

Director’s Concurrence = 75%If the Governor does not want to proclaim a state of emergency, the Director of Cal EMA can “concur” that local government needs assistanceActivates CDAA for limited assistance

Repair and restore damaged public facilities and infrastructure

Asking for Federal Assistance - 1When Federal assistance is requested, FEMA will send Preliminary Damage Assessment (PDA) teams to meet with local jurisdictionsThere are 2 types of teams:

Public assistance (PA) – local governmentIndividual assistance (IA) – homes and businesses

Asking for Federal Assistance - 2OEM will coordinate PDA teams site visitsCities need to be prepared to take them around the city to survey the damage

You will need a list of sites for both PA and IAThey are there to help you so pay attention to their advice!

ThresholdsTo qualify for Federal assistance through the Robert T. Stafford Act

Dollar losses must reach thresholds for both the state and county based on population from last census (2010)

County: $3.39/population (9,818,605) = $33,285,070

State: $1.35/population (37,253,956) = $50,292,850

SBA AssistanceIf it doesn’t qualify for a Presidential, SBA can declare a disaster

25 homes and businesses must have uninsured lossesAn SBA Disaster Loan Outreach Center will be established central to the impacted area

The Presidential DeclarationIf the President declares:

Resources from all federal departments and agencies including the militaryEMAC resources Eligible costs will be reimbursed from 75% to 100%

The Process - 1FEMA and Cal EMA will host an Applicants Briefing for local governmentWho should attend the briefing?

Emergency manager, Finance staff

StateReview of CDAA and/or FMAG guides and policiesReview of Forms

Important: Form 130 (Designated Agent) must be updated every 3 years

Available on Cal EMA website: http://www.calema.ca.gov/Recovery/Pages/Forms.aspx

The Process - 2Federal

Review of Robert T Stafford ActReview of eligible costsForms

Forms on FEMA website at: http://www.fema.gov/government/grant/pa/forms.shtm

The Process - 3Review of Project Worksheets

Amount changes every October 1 based on Consumer Price Index

$1,000 to $66,400 for small projects (majority of work) as identified by the city (as of October 2011)

$66,400+ for large projects (developed as a team with FEMA, Cal EMA and local government)

The Process - 4Request for Public Assistance (formerly Notice of Interest), form 90-49 is filed at Applicants Briefing or within 30 days

Can be withdrawn at any time

If you apply for assistance you will be assigned a Public Assistance Coordinator (PAC)Kick-Off meeting

City, State and FederalIdentifies Large Projects

AARsThe state, county and/or city will be responsible for developing AARs and Corrective Action Reports (CAR) for identifying those items (plans, procedures, processes, etc.) which need to improved and how those improvements are to be implemented.

Summary – Federal - DeclarationPresidential Declaration of Emergency/Major Disaster = 75% or more

Activates Robert T. Stafford ActAssistance including debris removal, temporary housing and the distribution of medicine, food, and other consumable supplies Public assistance, individual assistance and hazard mitigation

Summary – Federal - DeclarationCan provide Immediate Needs Funding to local government

A fast infusion of Federal disaster response and relief cash…but funds must be spent within 60 days of the disasterThere is only one chance to grab the brass ring!Eligible works/costs include expenses such as temporary labor costs, overtime payroll, equipment and material fees

Cost AnalysisWhat is this costing us?

Labor

Equipment

Supplies

Rebuilding

Loss of revenueBusinesses

Residents

Other sources of income

Lawsuits/Claims

For Residents and BusinessesSBA Loan Outreach Center

Low interest loans for homeowners and businessesLocal Assistance Center (LAC)

American Red Cross, tax assessor, insurance companies, etc.C-PODs and M-PODs

Commodities and medical distribution pointsEmergency Volunteer Center (EVC)

A location to register spontaneous (unaffiliated) volunteers

Family Assistance Center (FAC)Mass casualty/fatality center

Not all cities will have these facilities located within their city

Assistance to Individuals and FamiliesNo state assistance (outside of taxes) without a presidentialFEMA and other programs (except SBA) require a Declaration of Major Disaster FEMA can provide limited grants for housing assistance (repairs, temporary housing and serious need) Disaster Unemployment Insurance Crises Counseling Tax deductions State has a Supplemental Grant Program for serious unmet needs

RecoveryAs all other sections shut down, F&A will be transitioning to RecoveryRecovery is a long-term process lasting years and decadesCheck record retention for federal and state audits as they may differ from city record retention policiesBe prepared to assign Finance personnel to Recovery for an extended period of time or as a permanent assignment

For Additional InformationDMACs

http://dmacsonline.comLos Angeles County

http://lacoa.orgState

Cal EMAwww.calema.ca.gov

CSTIcsti.ca.gov

FederalFEMA

www.fema.gov

Questions?