“Keep the Courts Open”

“Keep the Courts Open” Emergency Preparedness in the Florida State Courts

Presentation Overview • Overview of Emergency Preparedness Planning in the Florida State Courts • Examples of Hurricane Damage and Lessons Learned/Reinforced • Appendix: Preparing for an Influenza Pandemic

“Keep the Courts Open” Overview of Emergency Preparedness Planning in the Florida State Courts

Justice Anstead Justice Wells Justice Pariente Justice Lewis Clear Strategic Goals Established • We must deal with crises in a way that protects the health and safety of everyone inside our facilities • We must “keep the courts open” to ensure justice for the people Chief Justices of the Florida Supreme Court, 9/11 to Present

Staff Dedicated to the Initiative • Emergency Coordinating Officer (ECO) • Public Information Officer (PIO) • A branch-wide ECO and PIO were also established • Alternates for each ECO and PIO were also established

Practical Tools Developed to Achieve the Goal • The Process for Responding to Emergencies • Administrative and Emergency Procedures • Continuity of Operations Plan (COOP) • The Court Emergency Management Group (CEMG) • The CEMG represents a policy group • The Eight Fill in the Blank Templates • The Court Emergency Management Team (CEMT) • The CEMT represents an operational team

Initial Response to Emergencies Will be Outlined and Should be Followed Based on the Administrative and Emergency Procedures An Individual or Group will make an Initial Assessment as to Whether or Not the Primary Facility Needs to be Closed Does Emergency Cause the Closure of Primary Facility? Immediately No Yes Handle the Emergency Situation as Outlined in the Administrative and Emergency Procedures Yes Is the Length of the Closure Minimal and Acceptable? No Address Emergency and Resume Full Operations in Primary Facility Address Emergency and Resume Full Operations in Primary Facility COOP Process under the Administrative and Emergency Procedures Emergency Pending or Occurs A copy of this slideshow is available at www.flcourts.org (Click on “Emergency Preparedness”)

An Individual or Group will Assess Whether or Not Full Operations in the Primary Facility can be Reconstituted within 30 Days of COOP Activation Activate COOP and Begin the Process toward Performance of Mission Essential Functions in a Predetermined and Temporary Alternate Facility Can Full Operations in Primary Facility be Reconstituted in 30 Days? Immediately Yes No Immediately Begin Efforts to Reconstitute Full Operations within 30 Days in a Long-Term Alternate Facility Perform Mission Essential Functions under the COOP on a Temporary Basis Perform Mission Essential Functions under the COOP on a Temporary Basis Transfer Back into Full Operations in the Primary Facility Full Operations in a Long-Term Alternate Facility Initiated within 30 Days Process under the Continuity of Operations Plan (COOP) COOP A copy of this slideshow is available at www.flcourts.org (Click on “Emergency Preparedness”)

The Court Emergency Management Group (CEMG) • The CEMG is local group to develop local policy for preparing, responding, and recovering from emergencies • The CEMG is a means to develop policy given the multiple players and multiple constitutional officers • The CEMG is the means to address the “authority issue” • Membership on the CEMG should include representatives from all relevant stakeholders • The CEMG should utilize the planning templates to develop their unique local plan(s)

The Eight Fill in the Blank Templates Administrative and Emergency Procedures • Checklist for Administrative and Emergency Procedures • Decision Making Guide • Employee Directory Template • Family Disaster Plan • Agency Directory Template Continuity of Operations Plans • Mission Essential Functions Template • Alternate Facility Template • Continuity of Operations Plans Template Copies of these templates are available at www.flcourts.org (Click on “Emergency Preparedness”)

The Court Emergency Management Team (CEMT) • While the CEMG represents a policy group, a separate group, referred to as the Court Emergency Management Team (CEMT), represents an operational team • The CEMT should be made up of the officials and staff who will actually perform the mission essential functions if the COOP is activated • The CEMT members must be provided (or must maintain) all the resources necessary to perform their assigned function • Resources agreed to be provided by the alternate facility • The CEMT members maintaining “black-bags” • Pre-positioning resources at the alternate facility • The CEMT members must have a family disaster plan

“Keep the Courts Open” Examples of Hurricane Damage and Lessons Learned/Reinforced

Examples of the Impact of Hurricane Ivan M.C. Blanchard Courthouse in Pensacola Florida

Examples of the Impact of Hurricane Ivan Justice Barbara J. Pariente visits Pensacola to Review the Response to Hurricane Ivan

Examples of the Impact of Hurricane Dennis Santa Rosa County Courthouse in Milton Florida

Examples of the Impact of Hurricane Wilma Third DCA Courthouse in Miami Florida

Examples of the Impact of Hurricane Wilma Hendry Courthouse in LaBelle Florida

Examples of the Impact of Hurricane Wilma Broward Courthouse in Ft Lauderdale Florida

Examples of the Impact of Hurricane Wilma Lawson E. Thomas Courthouse Center in Miami Florida

Lessons Learned/Reinforced • Leadership must make emergency preparedness a priority • Leadership must establish clear strategic goals • Leadership must dedicate staff to the initiative • Staff must get the courts tapped into the existing emergency management network • Staff must coordinate with all relevant stakeholders • Staff should develop practical planning tools to assist in the development of policies and plans • Staff must implement redundant means of communication • Staff must address information technology and records issues

“Keep the Courts Open” Appendix: Preparing for a Pandemic

Planning Efforts related to Pandemic Influenza • Florida State Courts Strategy for Pandemic Influenza • Endorsed March 29, 2006 • Statewide training event held on June 26, 2006 in Orlando • Purchase of emergency supplies • Coordination with the Florida Department of Health and other stakeholders is ongoing A copy of the Strategy is available at www.flcourts.org (Click on “Emergency Preparedness”)

Elements of the Florida State Courts Strategy for Pandemic Influenza • Seven planning tasks with detailed subtasks • A process flowcharting the specific steps and decisions for responding to an influenza pandemic • Short-term and long-term tactical objectives • Reasserted strategic policy goals A copy of the Strategy is available at www.flcourts.org (Click on “Emergency Preparedness”)

Leads to Leads to Leads to Relationship Between the Elements of the Strategy for Pandemic Influenza Improved Capacity to Achieve the Strategic Goals Improved Capacity to Achieve the Tactical Objectives Improved Capacity to Implement the Process Complete the Seven Planning Tasks A copy of the Strategy is available at www.flcourts.org (Click on “Emergency Preparedness”)

Questions or Comments FYI, some questions I hope you don’t ask: • Has every Florida state court fully developed their plans? • Has implementation been like making sausage? • How have the Florida State Courts addressed NIMS compliance? • How do courts access DHS funds? • Which, if any, ESF do the courts fit into? • How do courts ensure they can protect their records? • Are the courts really that important in an emergency response? Contact Information: Greg Cowan 850-922-5460 or 850-509-1578 cowang@flcourts.org Additional Information: www.flcourts.org(Click on “Emergency Preparedness”)

“Keep the Courts Open”