Continuity of Operations

1. Continuity of Operations HAYWOOD COUNTY

2. What if your department/agency/office was not able to perform essential functions? These are just a few questions that should be answered by the end of our COOP process! What if the building could not be used due to water or fire damage? How about the possibility of all your employees having the flu during the same two weeks? How could you transmit pertinent data to and from other sources without the internet or phone lines? Can you operate without water or power?

3. What is COOP? • Continuity of Operations (COOP) is a Federal initiative, required by Presidential Directive, to ensure that governmental departments, offices and agencies are able to continue to perform essential functions under a broad range of circumstances. • Natural • Human-made • Technological • other events or emergencies.

4. COOP Efforts Already Completed • Meeting weekly since August 2009: • Established Goal and Objectives. • Created an implementation time-line. • Completed COOP training • Prioritized Essential Functions. • Hazard & Vulnerability Assessment Tool

5. GOAL and OBJECTIVES Develop and implement a Continuity of Operations Plan for Haywood County government by February 1, 2010. • Develop a COOP plan capable of immediate implementation with or without warning, during duty and non-duty hours during any natural, man-made, technological or governmental security incident. • Provide full operational COOP capability of essential functions not later than 12 hours after activation. • Agencies/offices/departments must develop COOP operating procedures and resources necessary to sustain operations for up to 30 days upon activation. • The COOP must include procedures for regularly scheduled training of response staff, exercising of procedures and tested periodically to ensure efficient operations. • The plan must include the elements of: • CHECKLIST: • Essential functions • Delegations of authority • Alternate facilities • Interoperable communications • Vital records and databases • Human capital management • Tests, training and exercises • Devolution • Reconstitution

6. TIMELINE • COOP Planning Process began- • August 3, 2009 • Task Force finalizes templates/forms for agency/office/departments to complete. • October 6, 2009 • Agency/office/department heads are trained and have returned templates / forms to the task force completed. • December 1, 2009 • All data input into database and COOP plan is ready for County Manager and BOCC approval. • February 1, 2010

7. COOP Training • COOP Awareness Level Course (IS-546A) • Recommendation: • All agency/office/department heads complete the awareness course. • http://www.training.fema.gov/EMIWeb/IS/is546a.asp • This course should take approximately 30-45 minutes to complete.

8. Prioritized Essential Functions • Every agency/office/department has essential functions. But, during a crisis we must prioritize our functions and only expect to continue those with the highest priority. • We need your input to refine the list of these priorities. • The next slide shows our concept of prioritized functions, please email coop@haywoodnc.net if you would like to amend those priorities for your office.

9. Essential Functions During a COOP Event External: • Emergency Medical Services • Maintain 6 Ambulance Shifts • Standby 7th Ambulance • Law Enforcement • Maintain Civil Order • Security for Specific Facilities • Maintain Jail Processes & Functions • 911 / Communications • Public Information • Liaison with Public • Liaison with Media • Coordinate & Update Call-In Message • Coordinate & Update Reverse 911 • Health • Communicable Disease • Vaccinations / Immunization • Environmental Health • Social Services • Child / Adult Protective Services • Medicaid Assistance • Food Stamps • Other Essential Services • Register of Deeds (Race to Record State) • Solid Waste • Animal Control • Economic Development • Liaison with Business / Industry • Business / Industry Support • Building / Fire Inspections Internal: • Board of County Commissioners • Guidance & Authority to perform Mission Critical Functions • Special Called Meetings • Authority Delegated to Chairman / Vice Chairman • Press Releases / Briefings • Implement Emergency Funding Protocols • Administration • Guidance & Authority to perform Mission Critical Functions • Emergency Management • Finance • Emergency Purchase Orders • Deposit / Transfer – As Needed • Disperse Necessary Forms • Funding Available • Payroll • Purchase Orders • Essential Regular Bills – Fuel, Power, Water, Etc. • Human Resources • Record Time • Kronos • Paper (hardcopy) • Process Payroll Records (work with Finance) • Disperse Necessary Forms • On the spot hiring process • Tax Collections – Single Largest Local Revenue Source • Facilities & Maintenance • Fleet Maintenance • Information Technology / Communications • Maintain Primary & Secondary Ports for Voice / Data • Support I. T. needs for maintaining Mission Critical Functions • Identify Alternative Facilities • Inside / Outside of Haywood County • Risk Management / Assessment Model • Tele-work • Back-up Date

10. Hazard Assessment • In order for each of us to know how to prepare, plan and respond to a disaster or crisis, we must know our specific hazards and vulnerabilities! • The following slides show the spreadsheet that each agency/office/department head must complete in order to know their hazards. Please contact any member of the COOP task force for additional guidance, as needed. coop@haywoodnc.net • Instructions are provided under the first tab on the spreadsheet. • Once completed, the information will be rolled into a larger tool that will provide our overall hazards and vulnerabilities.

16. Agency/Office/Department Head Expectations? 4 steps to be completed by December 1, 2009: Step 1- You have just completed! Step 2- Take the on-line FEMA course: • http://www.training.fema.gov/EMIWeb/IS/is546a.asp Step 3-Complete the Hazard/Vulnerability Assessment Tool. • Return to coop@haywoodnc.net Step 4-Complete the checklist with supporting information to be included into the COOP. Email coop@haywoodnc.net for questions about the process. They will be posted under the FAQ tab on the intranet. Contact any member of the COOP Task Force for assistance, as deemed necessary!

17. COOP Task Force • Kristy Wood • Dale Burris • Marty Stamey • Julie Davis Susan Layton David Cotton Greg Shuping Bill Miller