May 8, 2012 DMAC Toolbox Workshop Cerritos Center for the Performing Arts

1. May 8, 2012DMAC Toolbox WorkshopCerritos Center for the Performing Arts

2. IntroductionsandAgenda

3. Recovery: Where Do I Begin?

5. The First Steps

6. When Does Recovery Begin? • It starts BEFORE the disaster! • Steps to take before the disaster: • Photo documentation PRIOR to the event • Disaster accounting system • Windshield surveys • Training city staff

7. Photo Documentation • City owned facilities and buildings • Critical infrastructure

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

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

10. Disaster Accounting - 1 • Establish a Disaster Account Number (DAN) • Example: 1433 • Purchase orders with the DAN • Example: 1433 (DAN)-19280 (Your purchase order number) • Purchasing/ordering process with Logistics • How does it work in your EOC? • Spending authority limits • Day to day versus disaster

11. Disaster Accounting - 2 • Financial processes • Payroll, revenue and accounts receivable collection, accounts payable, other • In Kind/Cash donations management • Labor agreements for overtime • Site 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?

13. Labor • Equipment • Materials • Quantities used by project • Usage Records • Daily • By Person • By Project • Job/work orders, job tickets, daily activity reports, mileage logs • Stock cost and usage • Summarize by line item and type of work • Average cost, original or replacement cost • Tie to labor/activity reports • Tie back to actual work records • Activity logs or narrative description • FEMA or Internal rate schedule • Special purchases cost • Rental agreements, purchase requisitions, PO’s, Invoices, payments • Purchase requisitions, PO’s Receiving slips, invoices, payments

14. Windshield Survey • Provides info to the Initial Damage Estimate (IDE) • Response • Prioritization of resources • Critical Facilities • Mass Care/Shelter • How many homeless? • Building Inspections • Now and later • Impact to city budget • Immediate Needs Funding (INF) • Loss of revenue

15. Critical Facilities - 1 • Critical facilities – city owned • Facilities that provide essential services to the community • City Hall, Senior Center, Fire and Police stations, etc. • Infrastructure • Streets, roads, bridges, overpasses

16. Critical Facilities - 2 • Critical facilities – non-city owned • Infrastructure • Bridges, Overpasses, rail lines, dams • Schools • Hospitals • Utilities • Homes and businesses • Who’s doing the survey?

17. 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 info • Everyone needs to be involved

18. Organize Teams Now! • Anyone not working in the EOC or other critical jobs • City staff • Field units • Volunteers (CERT, Law) • Others

19. Drive the City • Create teams • North/south, east/west • Use pre-developed surveys • Customize survey forms • Damages • Problems • Dollars • Others? • Report major incidents ASAP

20. Collect and Analyze the Info • All info comes to the EOC – VERIFY! • Prioritize incidents for allocation of resources • What are your demographics? • Average #/people/household • Average cost of homes – Zillow! • Businesses • Critical facility? • Resources • Revenue

21. 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 jobs • Use the ShakeOut scenario • All communications are down • How are you going to find out about problems?

24. Training • Turn photo documentation into an exercise and hazard hunt • Mitigate the obvious problems • Disaster Accounting • EOC exercise between Logistics and Finance/Admin • Windshield survey • Train and exercise

25. D-Day + 1 hour

26. 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 property • The 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

27. 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 property • The need to employ extraordinary police powers • The need to temporarily allow exceptions to local statutorily mandated procedures to facilitate emergency operations

28. 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

29. Notification of Local Emergency • Fax 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

30. 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 continued • A 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 over • The 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

31. The Damages

32. Initial Damage Estimate (IDE) Process • What 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 damages • Underestimating the amount could cost everyone reimbursement! • The IDE is what brings FEMA to town • The IDE does not affect the building safety assessment

34. Remember • IDE isn’t a one-time submission….it should be updated continuously • Submit an IDE even if it isn’t large • Submit an IDE even if you don’t plan to file a claim • Talk to public schools/school district and find out their damages and submit it on their behalf • Submit on the high side; there are always “hidden damages”; usually IDEs are usually grossly underestimated • The windshield survey will help with damages to homes and businesses

35. Tips and Hints • If OARRS is down, relay info to your contact Sheriff’s station or through DCS • Keep in constant contact with your DMAC • Make sure your EOP has a section on proclamations, etc. • Keep important information on a flashdrive • Hardcopies of all OARRS forms are in the document library in OARRS • Remember to use CWIRS if communications are down • Visit the DMAC website!

36. Summary – City - Local Emergency • City – Proclamation of Local Emergency • The city needs assistance • Relayed to county and Cal EMA • Gives powers, authorities and immunities • Gather your IDEs (Initial Damage Estimate) immediately to substantiate request for assistance • IDEs 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

37. Recovery: The Beat Goes On!Beyond the City

38. What Is Happening At the OA? • OEM Duty Officer is monitoring the situation • OA EOC gets activated if: • A city has asked for it be activated to support their operations • 2 or more cities proclaim a local emergency • The county and 1 or more cities proclaim a local emergency • The OA is requesting resources from outside the OA

39. If the County Proclaims - 1 • If the county proclaims, cities are included in the proclamation • Who can proclaim for the county? • Board of Supervisors • County CEO • Ratified by the Board of Supervisors within 7 days • Sheriff • Ratified by the Board of Supervisors within 7 days

40. If the County Proclaims - 2 • Based 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 county • The County will specifically request CDAA funding as part of the proclamation • The county will transmit the proclamation to Cal EMA

41. The County Proclamation • All agencies will receive a copy of the county proclamation • The 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 emergency • All agencies will be notified of the decision

42. AARs • If 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

43. Summary – County – Local Emergency • Proclamation of County/OA Local Emergency • Information from the cities is needed • County requests the Governor proclaim a State of Emergency • Proclamation relayed to Cal EMA; must have IDEs from cities • County must submit an AAR on behalf of the county and cities • 100% on the city/county departments if no further proclamations or declarations

44. State • Based on IDEs from the cities and county, the Governor can proclaim a State of Emergency to exist in the county • California 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 declaration • If the Governor has not activated CDAA, FEMA assistance will be the only source of funding to local government

45. Summary – State - Proclamation • Governor’s Proclamation = 75% • Activates CDAA if referenced in the Governor’s proclamation • Financial relief for emergency actions, restoration of public facilities and infrastructure and hazard mitigation • Will request a Presidential declaration

46. 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 assistance • Activates CDAA for limited assistance • Repair and restore damaged public facilities and infrastructure

47. Asking for Federal Assistance - 1 • When Federal assistance is requested, FEMA will send Preliminary Damage Assessment (PDA) teams to meet with local jurisdictions • There are 2 types of teams: • Public assistance (PA) – local government • Individual assistance (IA) – homes and businesses

48. Asking for Federal Assistance - 2 • OEM will coordinate PDA teams site visits • Cities 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 IA • They are there to help you so pay attention to their advice!

49. Thresholds • To 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

50. SBA Assistance • If it doesn’t qualify for a Presidential, SBA can declare a disaster • 25 homes and businesses must have uninsured losses • An SBA Disaster Loan Outreach Center will be established central to the impacted area