State of Florida Division of Emergency Management RECOVERY PLAN

Transcription

1 tate of Florida Division of Emergency Management RECOVERY PLAN

2 RECOVERY PLAN RECOVERY ANNEX TO THE TATE COMPREHENIVE EMERGENCY MANAGEMENT PLAN TABLE OF CONTENT I. Executive ummary...5 II. Introduction 5 III. ituations and Assumptions IV. ection , Florida tatutes...6 V. Assumptions..6 VI. Purpose VII. cope... 7 VIII. References and Authorities... 7 IX. Concept of Operations....8 A. Phased Reaction....8 B. Recovery Process (hort and Long Term) hort-term Recovery 8 2. Long-Term Recovery 8 3. Recovery upport Functions.9 4. Long-Term Recovery trategy tate Recovery taging Locations Non-Declared Events Federally Declared Events Transition to the Joint Field Office.13 C. Recovery Programs Individual Assistance Public Assistance Other Assistance.18 D. Recovery Field Operations Public Assistance Operations..19 a. Recovery Liaison 19 b. Preliminary Damage Assessments 19 E. Environmental and Debris Operations 20 F. Individual Assistance Program Operations Community Response Team Disaster Recovery Centers..22 2

3 3. Disaster Reservist Program Disaster Housing Assistance Unmet Needs Coordination Long-Term Recovery Committee 23 X. Roles and Responsibilities...23 A. Governor s Activation Role 23 B. Governor s Authorized Representative..23 C. Federal Coordinating Officer. 24 D. Federal Disaster Recovery Coordinator.24 E. tate Coordinating Officer.24 F. Deputy tate Coordinating Officer.. 25 G. tate Emergency Response Team Chief 27 H. Operations ection Chief I. Planning ection Chief 28 J. Finance and Administration ection Chief 28 K. Logistics ection Chief L. Recovery ection Chief (EOC)/Operations ection Chief (JFO).. 29 M. Recovery Desk Lead Planner...31 N. Recovery Coordination Center Planner..32 O. Recovery Logistics Officer.32 P. Recovery Liaison Coordinator..33 Q. Public Assistance Branch Director (EOC)/Infrastructure Branch Director (JFO) 34 R. Public Assistance Preliminary Damage Assessment Coordinator Public Assistance Coordinator.35 T. Grants pecialist Coordinator..36 U. tate Debris and Environmental Coordinator..36 V. Debris Coordinator..37 W. Debris pecialist..37 X. Environmental pecialist...37 Y. Individual Assistance (IA) Branch Director (EOC)/IA Branch Director (JFO)...37 Z. IA Preliminary Damage Assessment Coordinator...39 AA. Essential ervices Center/Disaster Recovery Center Coordinator...39 BB. Community Response Coordinator...39 CC. Disaster Housing Coordinator DD. Disaster Reservist Cadre Manager

4 XI. XII. EE. Unmet Needs Coordinator FF. Economic Recovery Coordinator GG. Voluntary Organizations Active in Disaster Officer..42 HH. External Affairs Officer II. Public Information Officer JJ. Congressional Affairs Coordinator Plan Maintenance Appendices A. Emergency upport Function Matrix B. Recovery Emergency Operations Center Organizational Chart C. Joint Field Office Organizational Chart D. EOC to JFO Transition Chart 4

5 tate of Florida RECOVERY PLAN I. EXECUTIVE UMMARY The tate of Florida Recovery Plan describes the methods the state will use to conduct recovery activities. The Recovery Annex integrates the tenets of the National Incident Management ystem (NIM), the National Response Framework (NRF) and the National Disaster Recovery Framework in order to maximize the effectiveness of preparedness, response, recovery and mitigation activities. Recovery activities addressed in this plan include: the Federal Declaration and Assistance processes, Recovery Field Operations and programs, tate Emergency Operations Center activities, Joint Field Office activities, and the roles and responsibilities of Recovery personnel. II. INTRODUCTION The tate of Florida Recovery Plan addresses the consequences of any emergency or disaster in which there is a need for state recovery assistance. It is applicable to natural disasters such as hurricanes, floods, drought, and fires. It also becomes applicable should there be a technological or man-made emergency such as hazardous material release or other incidents requiring state assistance. The Recovery Plan utilizes other plans and standard operating guidelines, depending on the type of incident requiring recovery assistance and whether recovery activities are being initiated pre- or post-incident. III. ITUATION AND AUMPTION A. ituation Florida, with a population of 19,317,568 1 residents, has the fourth largest population in the United tates. Florida has 1,350 2 miles of coastline in coastal counties; 17.3 million 1 Floridians reside in these coastal counties. Given its large, primarily coastal population and high risk for tropical weather, Florida s primary exposure is to 1 U.. Census Bureau, Facts for Features, 7/22/13 2 tate of Florida tate Library 5

6 hurricanes. However, Florida residents are also extremely vulnerable to floods, wildfires, tornadoes, and various man-made disasters, and the vulnerable population is increasing every year. everal of the most populated coastal counties have evacuation times of over 30 hours, and under a worst-case scenario, Florida has an estimated deficit of 324,639 shelter spaces. In addition, Florida is one of the largest users and producers of hazardous materials. There are over 10,000 facilities in Florida that meet the federally established thresholds for hazardous materials. Approximately 4,000 or more of these facilities house extremely hazardous materials. Given the vast number of hazards to which Floridians are susceptible, a disaster may occur with little or no warning. uch an event may escalate more rapidly than the ability of any single local response and recovery organization or jurisdiction is able to manage. This was evidenced when Florida experienced multiple disasters during 2004 with Hurricanes Charley, Frances, Jeanne and Ivan making landfall in a six week period, and again in 2005 when Hurricanes Dennis, Katrina, Rita and Wilma ravaged the state. B. ection Under ection (1), Florida tatutes, the county emergency management office serves, and has jurisdiction over the entire county, and all municipal requests for emergency assistance must be coordinated through the county. As vulnerability increases, there is a corresponding decrease in the response capability of county emergency management. When this occurs, the county requests state assistance. It is vitally important that the tate maintains a strong capability to provide this assistance in all four phases of emergency management including: Preparedness, Response, Recovery, and Mitigation. This Plan addresses Recovery Operations. C. Assumptions This Plan assumes the occurrence of a major disaster, such as a hurricane. The level of activity portrayed in this Plan is scalable and may be increased or decreased depending upon the size and complexity of the actual event. IV. PURPOE The purpose of this Plan is to describe the Recovery process as it occurs at the state level by addressing the organizational structure and operational responsibilities of Recovery personnel. The Plan provides an overview of the Recovery purpose, process, and programs and addresses the short-term priority needs of disaster survivors and local damaged infrastructure through a daily Incident Action Plan. The long-term recovery priorities, as determined during the post-disaster workshops and strategy sessions, are part of the Individual Assistance program and Public Assistance program, in concert with the tate s Hazard Mitigation program. V. COPE This Plan applies to all agencies and governmental entities that are tasked to provide recovery assistance. It describes state actions to be taken in providing short-term and 6

7 long-term recovery assistance. The identified actions and activities in this Plan are based on existing state and federal statutory authorities or on specific functional mission assignments made under the provision of PL , as amended, and Chapter 252, Florida tatutes, as amended. VI. REFERENCE AND AUTHORITY A. Constitution of the tate of Florida, Article IV, ection (1)(A) B. tafford Act The Robert T. tafford Act, P.L , as amended June 2007 (FEMA 592) and thereafter C. Disaster Mitigation Act The Disaster Mitigation Act, P.L , October 30, D. National Response Framework The National Response Framework, January E. National Disaster Recovery Framework, May F. 44 CFR Code of Federal Regulations Title 44, Vol. 1, Parts 13, 14, & 206 (ub-chapter D Disaster Assistance: Federal Disaster Assistance) G. Chapter 252 Florida tatutes, Title XVII, Chapter 252 (Emergency Management) H. tate Comprehensive Emergency Management Plan (2012) I. Recovery Activation tandard Operating Guide (2013) J. Florida Division of Emergency Management trategic Plan ( ) n.pdf K. Florida Division of Emergency Management Business Plan ( ) n.pdf VII. CONCEPT OF OPERATION A. Phased Reaction 7

8 Preparedness, Response, Recovery and Mitigation are emergency management terms referring to phased reactions to a disaster event. Preparedness - Involves actions taken prior to a disaster. Planning and staff training are major components of Preparedness. Response - Involves actions prior to impact such as evacuating coastal areas and opening shelters, and actions in the immediate aftermath to maintain order, restore essential services and meet human needs. Recovery - Involves rebuilding infrastructure and restoring the social and economic life of the community with the incorporation of mitigation measures as a major goal. Mitigation - Concerns actions which provide a long-term or perhaps permanent reduction in exposure to, or probability of loss, from a disaster. B. hort and Long Term Recovery Process 1. hort-term Recovery begins immediately after the event and is typically what transitions the event timeline from response to recovery. hort-term priorities are primarily considered to be a continuation of response functions and are typically coordinated out of the EOC. These priorities include: Continuing to assist in the provision of basic needs to survivors Assessing the impacts of the event on survivors and local governments, and by initiating preliminary damage assessments Restoring critical infrastructure, services and facilities including power, communications, water, sewage and transportation Meeting societal needs through rule of law, crisis counseling, etc. 2. Long-Term Recovery is a sustained period of recovery that may last for months or years depending on the nature of the event (see Long-Term Recovery trategy below for more information). After an affected community has met short-term recovery goals such as restoring critical infrastructure/facilities, as well as vital programs/services, the process of long-term recovery begins. Long-term priorities include, but are not limited to: Promoting economic recovery Restoring individual housing through repair, rebuilding and replacement of affected housing stock Ensuring the restoration of infrastructure, critical facilities, and vital services Ensuring unmet needs of survivors are addressed. The Long-term recovery process begins at the local community level and is mainly 8

9 a coordination effort between all available federal, state, and local stakeholders as well non-governmental organizations, voluntary agencies, long-term recovery committees and emergent organizations to promote recovery priorities. The long-term recovery process may restore a community to its pre-disaster condition or it may encourage further redevelopment alongside restoration. The process of long-term recovery begins pre-event through post disaster redevelopment planning as well as through mitigation planning. Community leaders might use an event to change planning or zoning processes, participate in Hazard Mitigation opportunities, or conduct buyouts in flood-prone zones. The tate administers several federally-funded grant programs that are available to assist in long-term recovery. Programs such as Public Assistance, Individual Assistance, Hazard Mitigation Grant and the Federal Highway Administration s Emergency Relief Program are administered through Florida state agencies and provide funding to eligible applicants for the restoration of infrastructure/critical facilities, programs and services. When faced with multiple, long-term recovery efforts and the potential of future events, it may become necessary to expand the recovery efforts of the state in terms of both personnel and resources. The tate s recovery efforts are scalable and addressed in further detail in the Long Term Recovery trategy below. 3. Recovery upport Functions (RF) also play a vital role in promoting long-term recovery. The RFs are a key component of the National Disaster Recovery Framework and provide the coordinating structure for key functional areas of assistance including recovery, redevelopment and revitalization. The RFs may be activated as response activities wind down and are scalable during Recovery, much in the same way as s are scalable during response periods. The six RFs identified in the National Disaster Recovery Framework include: Community Planning and Capacity Building Economic Health and ocial ervices Housing Infrastructure ystem Natural and Cultural Resources. 4. RFs are activated by the Federal Disaster Recovery Coordinator, part of the National Disaster Recovery Planning Division at FEMA, to provide for recovery coordination among all levels of government and promote post-incident stabilization. The RFs are organized into federal primary and supporting agencies (determined by functional area) who work closely with Emergency upport Function leads during the transition from response to recovery to share information about impacts and assistance provided. 9

10 5. Long-Term Recovery trategy After a hazardous incident or event, once the Response phase has decelerated, the priority shifts to long-term recovery which involves assisting survivors with the recovery process and aiding them in returning to pre-event conditions. The main goal of long-term recovery is to stabilize and stimulate the economy of the impacted area as quickly as possible. In order for survivors to resume normal day-to-day activities in the post-disaster environment, local infrastructure must be capable of withstanding post-disaster demands. This includes the repair and restoration of utilities (electric and water), clearance and repair of transportation routes, and restoration of services such as public transportation, schools, and waste collection. Additionally, vital services such as law enforcement, Fire and Rescue, and Emergency Medical ervices must be operational. The Long Term Recovery trategy involves comprehensive planning and assessment to identify and resolve issues, to be responsive to the needs of survivors, and to provide a guide to cost-effective methods for achieving stabilization and stability in the impacted areas. The primary goals associated with long-term recovery include the key components of the Recovery upport Functions as described below. Community Planning and Capacity Building This component focuses on supporting and implementing disaster recovery activities and engaging the entire community to achieve their objectives and increase resiliency by addressing issues in the pre and post disaster environment. Economic Development This component provides the foundation for an impacted community to return economic and business activities to a state of health and develop new economic opportunities that result in a sustainable and economically viable community. This process involves job creation/retention, and supporting and growing incomes which contribute to the overall tax base. Due to the vast economic impact that disasters create, the key objectives in promoting economic development involve restoration of the community tax-base system and ensuring business and industry continuity through the exchange of goods and services. Health and ocial ervices This component focuses on the restoration of public health, health care and social service networks to promote the resilience, health and well-being of affected individuals and communities. This is accomplished by supporting local efforts to address public health, health care facilities and coalitions, and essential social services needs. Affordable Housing This component provides survivors with damaged or destroyed homes in impacted areas to rent or buy a home within their financial means. Typically, housing is considered affordable when the housing cost equals 30-35% of the inhabitant s income. This issue continues to be addressed due to the ever increasing cost of living and insurance rates in Florida. The key objective is to provide adequate affordable housing options to survivors, so that mass migration out of the impacted area is avoided, along with the loss of a stable tax base. 10

11 Infrastructure/Critical Facilities This component focuses on restoring the infrastructure systems and services to support a viable, sustainable community and improve resilience to and protection from future hazards. These infrastructure systems and services include utilities, transportation and emergency services, in addition to critical facilities such as hospitals and schools, which allow for basic human needs to be met. When a disaster strikes, the key objectives are to restore these vital resources and services so that the community can begin the process of recovery. Natural and Cultural Resources This component focuses on addressing long-term environmental and cultural resource recovery needs after large-scale and catastrophic incidents. This involves protecting, conserving, rehabilitating, recovering and restoring natural and cultural resources and historic properties. 6. tate Recovery taging Locations After an event takes place, the tate Emergency Operations Center (EOC) becomes the central coordination point for state, federal and volunteer agency response activities; in general, these actions are initiated by Local/tate Declarations of Emergency and the need for emergency response resources. However, even in the initial response phase of a disaster, Recovery must begin to lay the foundation not just for restoring health and safety to affected communities but also for rebuilding and revitalizing those communities in the long-term. Many recovery operations are coordinated from the EOC in advance of and immediately following an event so that Recovery work can begin as soon as possible. Recovery operations in the EOC include reviewing initial damage assessment data, beginning the appropriate declaration process, determining sites for Disaster Recovery Centers and Community Response Teams, and coordinating with counties and providing technical assistance on environmental and debris related issues. Other activities might include calling preliminary damage assessment teams together and providing sufficient personnel to manage the Recovery Desk before any deployment begins. In order to ensure complete coordination, program coordinators co-locate in the Recovery Coordination Center to activate staff and plan for field operations. During this phase of operations the Recovery Coordination Center and Recovery Desk in the EOC share information, request resources for deployment and work with Operations to determine what needs should be prioritized when transition occurs from the tate Emergency Operations Center to the Joint Field Office. For more information, see the Recovery Activation tandard Operating Guidelines. 7. Non-Declared Events Disaster assistance is a bottom up process. The first response and recovery resources come from the local level which includes County Emergency Management functions, local voluntary agencies, faith and community-based 11

12 organizations, and emergent groups or unaligned citizens. When County resources are overwhelmed, local authorities may declare a state of emergency and request tate assistance. In a non-federally declared disaster, the Governor may order tate assistance to become available in the form of supplies, technical assistance, personnel and facilities. While the tate presently has no financial grant program similar to those established by the tafford Act, the tate does have the capability to administer such as program (ee Florida s Deepwater Horizon tate Project Program should funding be made available). The role of tate Recovery is to coordinate applicable resources where available, between federal and other resource holders and the affected local government. a. tate Assistance pecialized Recovery personnel from the Public Assistance Program may offer technical assistance to affected communities in non-declared disasters. This assistance includes offering technical assistance on debris clearance and removal operations, vector control federal concurrency reviews, providing guidance on state regulations for conducting emergency protective measures and assisting with identifying alternate sources of funding for restoration work. The Individual Assistance Program may coordinate state resources and establish an Essential ervices Center to enable disaster survivors to gain access to information about non-federal aid and services. A field office may also become activated, operated jointly between tate and local officials. b. Local and Voluntary Assistance Local authorities play a vital role in the recovery process after a disaster. Utilizing local resources, such as force account equipment and labor, they can help speed the community on the road to recovery by restoring critical infrastructure and resources. In addition to this, they also play an important role in identifying damages and vulnerable populations and coordinating information with the tate and other aid organizations. 1) Voluntary agencies play an integral role in ensuring survivors long and short-term recovery, offering aid to help survivors meet basic needs. Depending on available resources, assistance from voluntary agencies may range from food and shelter to home rebuild projects. 2) Locally established Long Term Recovery Committees (where available) must be especially proactive in documenting assistance to survivors and ensuring that unmet needs are addressed and receive follow-up. While non-federally declared events limit the amount of funds available, all possible efforts are made to assist the recovery of individuals and communities. 8. Federally Declared Events If an event overwhelms state and local resources, a Presidential Declaration is requested by the tate. Once granted, federal resources may become available 12

13 for the recovery program as justified on an event-by-event basis, including funds to operate the Individual Assistance and Public Assistance Programs. These resources augment state resources and are coordinated jointly between tate and Federal partners. These newly activated assets require a central coordination point which is accomplished through the Joint Field Office. 9. Transition to the Joint Field Office As response activities begin to wind down, the focus changes to Recovery operations and, in a presidentially declared disaster, the command and control of operations transfers to the Joint Field Office (JFO). The JFO is a temporary, federal, multi-agency coordination center, established locally to facilitate field-level domestic incident management activities. The JFO provides a centralized location for the coordination of federal, state, local, tribal, non-governmental and private sector organizations 3. The bulk of Recovery field operations during a declared event are coordinated through the JFO. The Deputy tate Coordinating Officer at the JFO must be integrated into the Emergency Operations Center chain of command from the beginning of an event. This ensures that Recovery activities are planned for in advance and enables critical event information to transfer from the response phase to the recovery phase. For this reason, the Deputy CO at the JFO also serves as the Deputy tate Emergency Response Team Chief before a JFO is established. Unlike the EOC, the JFO facility is determined by and under the authority of the Federal Emergency Management Agency (FEMA). However, tate Emergency Response Team personnel work alongside their FEMA counterparts at the JFO to achieve mutual objectives. Once the JFO is established, a transition of staff, responsibilities and authority takes place. To support this transition, several steps are taken: a. The Deputy CO, as directed by the CO, establishes the Command and General staff for the Joint Field Office. Operations, Finance/Administration, Logistics and Planning staff travel to the JFO in support of Recovery-specific field personnel s needs for equipment and resources with Recovery and Mitigation providing Deputy ection Chiefs as experience and needs justify. This may result in a split staff until the Emergency Operations Center s General staff are stood down, however, close coordination and phase-specific duties prevents duplication of effort. ee the EOC/JFO Transition Organizational Chart for more information. b. All state personnel are responsible for liaising with their FEMA and local counterparts to ensure there is a free-flow of information within the operation and to ultimately ensure that survivors can begin the recovery process as soon as possible. Of particular importance in the transition period from the EOC to the JFO is the continued flow of information up and down the chain of command and the Planning ection in the EOC. 3 Homeland ecurity Joint Field Office Activation and Operations Interagency Integrated tandard Operating Procedure. Version 8.3, Interim Approval April, p. 5 13

14 c. As the Emergency Operations Center stands down, Incident Command authority may be delegated to the Deputy tate Coordinating Officer at the Joint Field Office. For more information, see the Recovery Activation tandard Operating Guidelines. C. Recovery Programs 1. Individual Assistance Once the President declares a disaster, funds are available through a series of disaster relief programs to assist in rebuilding communities within the disaster area. These programs are grouped under the title Individual Assistance and include the following: a) Federal Programs: Alternate Housing Needs: This Program provides assistance for the following: o o o o Temporary Housing (a place to live for a limited period of time): Financial assistance may be available to rent a different place to live, or a government provided housing unit when rental properties are not available. Repair: Financial assistance may be available to homeowners to repair damage from the disaster to their primary residence that is not covered by insurance. The goal is to make the damaged home safe, sanitary, and functional. Replacement: Financial assistance may be available to homeowners to replace their home destroyed in the disaster that is not covered by insurance. The goal is to help the homeowner with the cost of replacing their destroyed home. Permanent or emi-permanent Housing Construction: Direct assistance or money for the construction of a home. This type of assistance occurs only in insular areas or other locations specified by FEMA, where no other type of housing assistance is possible. Community ervices Block Grant (CBG): Provides federal funding to Community Action Agencies to assist eligible low-income households in attaining the skills, knowledge and motivation necessary to achieve self sufficiency. The agencies may provide a variety of antipoverty services such as emergency health, food, housing, day care, transportation assistance, housing counseling, financial management assistance, nutrition programs including federal surplus food distribution, community gardening projects, food banks, job counseling, placement and training services, and homeless prevention programs. The Crisis Counseling Program: This Program provides short-term and 14

15 long-term counseling services for disaster survivors. The Program sends provides trained counselors to in the field to aid disaster survivors who are operating undergoing extensive under a great deal of stress by helping them to come to terms with their situation and function more effectively in their recovery efforts to recover from their loss and continue their lives. This Crisis Counseling Program is coordinated under a joint grant with FEMA and the Center for Mental Health ervices. Disaster Legal ervices: FEMA/EPR, through an agreement with the Young Lawyers Division of the American Bar Association, provides free legal assistance to disaster victims. These legal services are provided to low-income individuals who, prior to or because of the disaster, are unable to secure legal services adequate to meet their needs as a consequence of a major disaster. Disaster Unemployment Assistance (DUA): DUA provides temporary unemployment compensation benefits to individuals whose employment or self-employment has been lost or interrupted as a direct result of a major disaster declared by the President. National Flood Insurance Program: This Program enables property owners in participating communities to purchase insurance as a protection against flood losses in exchange for tate and community floodplain management regulations that reduce future flood damages. The Federal Emergency Management Agency s Individuals and Households Program: This Program provides eligible applicants with grant assistance for home and personal property damage. The two provisions include: Housing Assistance, which is 100% federally funded and covers rental assistance and home repair and replacement, and Other Needs Assistance that is 75% Federal and 25% tate funded and covers essential personal property. Other Needs Assistance is mall Business Administration dependent, meaning that you must be denied a mall Business Administration loan in order to receive this grant. The mall Business Administration Emergency Loan Program: This Program is for creditworthy individuals or businesses who lack insurance or whose insurance is not sufficient to complete necessary rebuilding and replacement. This Program offers low interest loans to individuals and businesses for refinancing, repair, rehabilitation, or replacement of damaged property. Loans may be available to businesses which have suffered an economic impact as a result of a disaster. An BA declaration can be made independently or in concert with a Presidential Disaster Declaration. There must be a minimum of 25 homes or businesses with 40 percent or more uninsured losses and/or five businesses with substantial economic or physical losses. b) tate/other Programs: Florida mall Business Emergency Bridge Loan Program (BEBLP): The BEBLP provides an expedient cash flow to businesses which are 15

16 physically or economically damaged by a major disaster. The short-term loans help bridge the gap between the time the disaster occurs and when a business secures other resources, including profits from a revived business, payment of claims, or longer-term loans. Low-Income Home Energy Assistance Program, (LIHEAP): LIHEAP is provided through a network of local governments and nonprofit agencies. The program assists low-income households in meeting the costs of home heating and cooling. The majority of the funds are used for utility payment assistance. hort Time Compensation (TC): TC is a voluntary employer program designed to help employers maintain their staff by reducing the weekly hours of their employees, instead of temporarily laying off employees, when the employer is faced with a temporary slowdown in business. If an employer establishes an TC Plan, the employees must meet the qualifications for establishing an unemployment claim. The employees will receive a partial unemployment check to supplement their reduced paychecks. Volunteers and Donations Programs: Volunteer Organizations such as the alvation Army, the Red Cross and religious charities which provide food, shelter, medical aid and other short-term assistance in coordination with 15. Weatherization Assistance Program: Provides grant funding to community action agencies, local governments, Indian tribes and non-profit agencies to provide specific program services to improve the energy efficiency of homes for low-income families of Florida. Workforce Investment Act (WIA): The WIA provides funding for job training. 2. Public Assistance FEMA s Public Assistance Grant Program is designed to fully restore eligible applicants uninsured facilities to pre-disaster conditions (or upgraded conditions in cases where ordinances governing repair or reconstruction require meeting a higher standard). Eligibility includes governmental and governmental-like facilities within the declared area, which are the legal responsibility of an eligible applicant and were damaged by the disaster. Each eligible applicant is a ubgrantee to the tate of Florida (Division of Emergency Management), which is the Grantee to the Federal Emergency Management Agency. The federal share for reimbursement under most federal declarations is no less than 75%. The 25% non-federal share is normally provided from a combination of state and local sources as specified in ection , Florida tatutes and in accordance with policies established by the Office of the Governor and the Florida Legislature. In addition, the federal government provides an administrative cost allowance for each eligible project.. The Governor s Authorized Representative is the individual designated by the Governor to administer the Public Assistance Grant Program. 16

17 The following are aspects of the PA Program as defined by the Public Assistance Program Guide (FEMA 322) unless otherwise noted: a. Eligible Applicants Eligible applicants include state governments, local governments and other political subdivisions, Indian Tribes, and certain private, non-profit organizations, which provide the general public with essential services of a governmental nature. b. The Applicant Briefing Immediately after the Declaration, an Applicant Briefing will be held by the state to explain the Public Assistance process including application procedures, funding eligibility and administrative requirements. At the meeting, potential applicants will be asked to complete a Request for Public Assistance form, which includes points of contact and is the first required step for receiving Federal Disaster Assistance. c. Kickoff Meeting Once the Requests for Public Assistance have been received, Federal/tate Public Assistance Coordinators work areas and assignments are made. This is followed by a Kickoff Meeting with eligible applicants to identify damages and begin project formulations. Complete instructions as to how the Public Assistance Program functions and subsequent technical assistance is provided to all applicants. d. Disaster Relief Funding Agreement A signed agreement between the state and the eligible applicant for assistance is now able to provide reimbursement for uninsured damage losses. e. Project Worksheets will be prepared by category at each eligible site, where by category the eligible damage is in excess of $1000. The Project Worksheet contains a description of the damage, a scope of work to repair or replace the damaged site and an actual or estimated cost for the project. The Project Worksheet is validated, and when approved, funds are obligated to the state by the Federal Emergency Management Agency. Disagreements on Project Worksheets cost eligibility, etc. are grounds for appeals. f. Mutual Aid Compensation ection (3), Florida tatutes, authorizes political subdivisions to enter into Mutual Aid Agreements, allowing governmental entities to assist others during emergencies by providing needed resources (i.e. personnel, property or equipment). The cost of this aid, as provided by tatewide Mutual Aid Agreement signatory participant, may be reimbursable under Public Assistance in a declared event. g. Obligation Once a Project Worksheet is approved, the Federal Emergency Management Agency notifies the state of the approved amount, and funds are electronically transmitted to the designated state account for payment to the applicant. h. mall Projects For small projects, payment of the federal and state share is based on the estimate in the Project Worksheet and not the actual expenses. mall projects receive the entire federal and state share of the obligated amount. mall projects are defined by a cost threshold which is set by FEMA in the Federal Register Notice for each federal fiscal year (as required by tafford 17

18 Act, P.L ). 1) Closeout (mall Projects) When small projects are completed, the subgrantee notifies the state by letter, certifying that the projects have been completed in accordance with the approved scope of work. Final closeout is based on the certification of completion. 2) Large Projects For large projects, the federal and state shares are paid out as a reimbursement of documented expenses. Large projects are defined by a cost threshold set in the same Federal Register Notice that sets the small project threshold. 3) Closeout (Large Projects) To close a large project, the state is notified of completion and a final inspection of the site and the documentation is scheduled to ensure compliance with the scope of work and actual eligible costs. Once compliance and costs have been established by the Federal Emergency Management Agency/tate Inspection Team, a Project Worksheet version is prepared. When the Project Worksheet version is obligated and the applicant submits a Request for Reimbursement, the tate forwards the final payment and the project is closed out. If the project is de-obligated or results in an under-run, the applicant will owe the grantee (tate) the overpaid amount before the project can be closed. i) Alternative Procedures FEMA initiated a new pilot program during the ummer of 2013 as a result of President Obama signing into law the andy Recovery Improvement Act of 2013 (P.L ). This law amends Title IV of the Robert T. tafford Disaster Relief and Emergency Assistance Act (42 U..C et seq.) (tafford Act). pecifically, the law adds section 428, which authorizes alternative procedures for the Public Assistance (PA) Program under sections 403(a)(3)(A), 406, 407 and 502(a)(5) of the tafford Act. It also authorizes the Federal Emergency Management Agency (FEMA) to implement the alternative procedures through a pilot program. The program will remain in place until FEMA promulgates and adopts revised regulations that reflect the program changes the law authorizes. The two main areas include: a. PA Alternative Procedures This allows payment on fixed estimates. b. Debris Management Alternate Procedures Incentivizes fast and complete debris management operations, along with pre-event debris management planning. 3. Fire Management Assistance Grant Program (FMAG) The FEMA Fire Management Assistance Grant Program (FMAGP) is a disaster assistance grant program available to tate, local, and Indian tribal governments to aid tates and their communities with the mitigation, management and control of fires burning on publicly or privately owned forests or grasslands. FMAG provides a 75% federal cost-share reimbursement to Grantees for actual costs. 18

19 In Florida, local agencies that assist with the fighting of declared wildfires are considered to be acting in a mutual aid capacity for the tate Division of Forestry. As such, current procedures call for the tate to pay the 25% non-federal share on behalf of local agencies responding to wildfires in a firefighting capacity. Local responding agencies are currently required to pay the 25% non-federal share on non-firefighting activities, which typically includes emergency protective measures such as evacuations, sheltering, and other non-firefighting activity. 4. Other Assistance a. tate Housing Initiative Partnership (HIP) Program: This Program is administered by the Florida Housing Finance Corporation and provides funding to local governments as an incentive to create partnerships that produce and preserve affordable homeownership and multifamily housing. This program is available to low and moderate income families b. National Emergency Grant (NEG): NEGs are discretionary awards approved by the United tates Department of Labor (UDOL) that are intended to temporarily expand workforce service capacity by providing time-limited funding assistance in response to significant dislocation events. ervices provided through the NEG emergency program may include temporary jobs for unemployed individuals to assist with clean-up and humanitarian assistance in areas declared eligible for FEMA assistance. D. Recovery Field Operations In the aftermath of a disaster, with or without a Presidential Declaration, specialized Recovery personnel and resources may be deployed into the disaster area, including Recovery Liaisons, Preliminary Damage Assessment Teams, Community Response Teams, and Disaster Recovery Centers. Recovery field operations include: 1. Recovery Liaison Upon warning of an imminent event, Recovery Liaisons may be deployed to counties which will potentially be impacted. The Recovery Liaisons help to facilitate post-event recovery missions and ensure a smooth transition from response to recovery. 2. Joint Preliminary Damage Assessment After an event, trained municipal employees coordinated by the county emergency management staff will conduct an Initial Damage Assessment. The Initial Damage Assessment information is provided to the Division of Emergency Management through the EOC in EM Constellation, and, if warranted, the county will submit a mission request through EM Constellation to the Division asking for a Joint Preliminary Damage Assessment (PDA). These PDA teams will include personnel from the state, FEMA, the mall Business Administration (Individual Assistance only) and the local community. 19

20 The purpose of the Joint PDA is to verify the information provided by the county emergency management office with emphasis on the area of impact, the magnitude of damage and the resulting unmet needs of individuals, businesses and the public sector. This assessment is used to manage the disaster response and, in a major event, to support a Governor s request to the President for federal assistance. Once complete, the assessments are combined into a single document and forwarded to the Governor with a recommendation to request federal assistance. The request for a Presidential Disaster Declaration is submitted through the FEMA Regional Administrator who will attach a recommendation before it goes to the President. 3. Public Assistance Program Operations A Presidential Disaster Declaration including Public Assistance initiates a process that begins with applicants filing a Request for Public Assistance at an Applicant s Briefing. These briefings are publicized through the media and though notifications to County Emergency Management Directors in accordance with 44 C.F.R. 206 ubpart G & H. Additionally: Pursuant to ection (5) & (6), Florida tatutes, relative to the Federal Public Assistance Program, the tate shall provide the entire amount of any required matching funds for state agencies and one-half of any required match for grants to local governments. The affected local government shall provide the other one-half. A waiver provision is provided to the local governments in counties designated as fiscally constrained, though the Office of the Governor. The eligible subgrantee recipient, prior to the receipt of the federal funds, shall provide any matching funds required under the federal Hazard Mitigation Assistance Grant Program in full. Documentation, record keeping, inspections and final closeouts are overseen and approved by the Division of Emergency Management, in accordance with state and federal law. The Governor and the tate Legislature may authorize other assistance to a local government based upon a declared emergency. 4. Environmental and Debris Operations Environmental and Debris operations focus on resolving special considerations, ensure environmental and historic preservation compliance, and provide technical assistance on debris issues relating to the PA Program. These operations include Debris, Beach Erosion and Damage Assessments, Vector Control, Environmental Review/Assistance, and Historic Preservation. While mainly focused on compliance and education within the context of FEMA s Public Assistance Program, Environmental and Debris Operations include assistance in non-federally declared disasters and with issues outside of the PA Program. 20

21 5. Individual Assistance Program Operations Once a Presidential Declaration has been granted that authorizes Individual Assistance, the tate Individual Assistance Branch Director will coordinate with his/her federal counterpart on all related individual assistance programs, as defined and prescribed in Title 44 C.F.R., Part 206, ubparts D, E and F. The primary means of applying for Individual Assistance is through the FEMA National tele-registration toll-free number (800) This information will be coordinated by -14 and transmitted to the public through media and press releases. The following activities are administered under the Individual Assistance Program: a. Community Response Team A Community Response Team is a joint federal, state, and local team that is deployed to collect data and disseminate information to aid disaster-affected communities and individuals in receiving assistance. The primary function of Community Response is to inform disaster survivors of the assistance programs available and the registration process they will experience. Community Response also acts to identify and report survivors unmet needs. At the beginning of an event, Community Response Teams will assess human needs at the local level. In this function, Community Response Teams also determine what areas within the disaster area received the most damage and where the priority of effort should be from a human needs perspective. The teams will provide a "ground truth" assessment for the decision-makers at the EOC. Mission time will depend upon severity and extent of the area to be surveyed. ee the Community Response Activation Plan for detailed information about the mobilization, procedures, and demobilization of Community Response Teams. Additionally, a Community Response Plans and Field Guide provide specific program duties. b. Essential ervices Center An Essential ervices Center (EC) is a temporary facility located in or near the impacted area where disaster survivors can go for limited essential services and obtain disaster related information within hours following an event. These centers are established to provide information and assistance on available resources as well as provide for basic essential needs to survivors. ECs are staffed by state, local, volunteer and faith-based organizations and support the siting of potential, future Disaster Recovery Centers. 21

22 c. Disaster Recovery Center A Disaster Recovery Center (DRC) is a facility that is set up in a disaster area to provide specific information on the complete range of disaster assistance that is available. Disaster Recovery Centers pool together a group of program experts in one location so that survivors may ask questions and determine what programs they may be eligible for and how to go about applying. The responsibility for managing these centers is jointly shared by the tate, FEMA, and the County where the center is located. ee Disaster Recovery Center tandard Operating Guide for more detailed information on DRC field operations, roles and procedures. d. Disaster Reservist Program The Disaster Reservist Program provides trained personnel to serve in Recovery functions immediately after an event takes place. Reservists are tate Other Personnel ervices (OP) employees working on a temporary, intermittent basis. Reservists are a flexible pool of disaster staff that can function in many roles; however, their primary functions have typically involved staffing Disaster Recovery Centers and Community Response Teams due to the short term, non-specialized nature of these programs related tasks. Reservists are required to complete several FEMA independent study courses in order to have a working knowledge of the Incident Command ystem. These courses include, but are not limited to: I-7, I-100, I-200, I-700 and I-800. e. Disaster Housing Assistance Disaster Housing Operations is responsible for incident response and recovery when a housing mission is necessary. The goal of the mission is to maintain the current population of the impacted area by coordinating the determination and/or provision of alternative housing stock in the impacted area. Government, private sector, and nongovernmental organizations are charged with providing interim housing options to citizens as the transition back to permanent housing begins. During the planning and preparation phase and prior to an event, local governments develop temporary housing plans for implementation during a disaster. Upon the occurrence of an event, task force and housing operation commands are established locally and at the JFO. Both operation cells provide support to the housing mission. upport should include development of needs assessment and county-specific strategies, coordination with logistics, and facilitation of resources. Both federal and state governments should provide staffing in the JFO. f. Unmet Needs Coordination The Unmet Needs Coordination Program administers the Federal Other 22

23 Needs Assistance Program. This position also identifies and provides supplementary assistance to augment federal or state assistance, assists survivors that have been denied assistance from other programs, and explores alternative avenues of acquiring disaster resources or funding for survivors. g. Long Term Recovery Committee The Long-Term Recovery Committee (local to an area or region), if implemented, helps identify unmet needs and possible assistance. uch committees are comprised of voluntary agencies, private sector organizations, governmental agencies and faith-based organizations. Because of their specialized composition, Long Term Recovery Committees are often able to provide immediate assistance and discern the follow-up necessary to ensure the community can continue to recover. VIII. ROLE AND REPONIBILITIE A. Governor s Activation Role When the tate Emergency Operations Center is activated in response to an emergency/disaster, the Governor issues an Executive Order declaring a state of emergency and implements the tate of Florida Comprehensive Emergency Management Plan. Pursuant to Chapter, 252, Florida tatutes, the Governor has command of all operations and is authorized to delegate such powers as he/she may deem prudent. The Governor appoints a tate Coordinating Officer in a federal disaster declaration, to complement and work with the Federal Coordinating Officer. This position is normally filled by the Director of the Division of Emergency Management, working in close consultation with the Governor. In addition, a Governor s Authorized Representative is designated in the Federal Emergency Management Agency-tate Agreement and is responsible for compliance with that Agreement. This position is normally fulfilled by the Director of the Division of Emergency Management or his/her alternate designee. B. Governor s Authorized Representative The Governor s Authorized Representative (GAR) is empowered by the Governor to execute all necessary documents for disaster assistance on behalf of the state, and administers federal disaster assistance programs on behalf of the Governor. In general, the tate Coordinating Officer is designated as the GAR. The GAR is responsible for the following activities: Executing the Governor s emergency decisions Interacting with the Federal Coordinating Officer Implementing the tate s Comprehensive Emergency Management Plan Activating state agencies with emergency management responsibilities 23

24 Directing the activities of the tate Coordinating Officer (in cases where this role isn t occupied by the same individual) Establishing response and recovery strategies C. Federal Coordinating Officer The FCO coordinates federal assistance to a state affected by a disaster or emergency. The FCO generally is assigned to the tate Emergency Operations Center (EOC) for the duration of the emergency and works with the CO to coordinate the federal response. The FCO is in unified command with the CO throughout the event to coordinate requested federal assistance. D. Federal Disaster Recovery Coordinator The Federal Disaster Recovery Coordinator (FDRC) serves as the Deputy FCO and is responsible for facilitating disaster recovery through the coordination of federal agency assets in the impacted area during both the EOC and JFO phases of the event. The FDRC coordinates on inter-agency issues outside of the IA and PA programs. E. tate Coordinating Officer The tate Coordinating Officer (CO) is the authorized representative of the Governor who is responsible for managing and coordinating state and local emergency response and recovery efforts. The CO is provided the authority to commit any and all state resources necessary to cope with the emergency or disaster and the authority to exercise those powers in accordance with sections(s) (3) and (5)-(10), Florida tatutes. The CO also has the authority to direct all state, regional and local agencies, including law enforcement agencies, to identify personnel needed from those agencies to assist in meeting the needs created by the emergency. The Governor directs all agencies and departments to place all such personnel under the direct command of the CO. This role is fulfilled by the Director of the Division of Emergency Management. ome of the primary duties of the CO include: Providing, on behalf of the Governor s Authorized Representative (if this role is fulfilled by a different person), operational oversight and direction of emergency operations in coordination with the federal government; Working directly with the Federal Coordinating Officer and other federal officials to ensure a coordinated response Ensuring that the Federal/tate Disaster Agreement is prepared and signed by the Governor Advising the Governor and his/her staff regarding recovery operations; Establishing priorities Meeting and briefing state and local officials Meeting regularly with the Federal Coordinating Officer on major policy issues and 24

25 decisions Making final decisions for the state on major policy issues Assigning personnel, including a Deputy tate Coordinating Officer Briefing the Governor, Chief of taff and Governor s Authorized Representative erving as the Incident Commander whose responsibilities include incident response activities, the development of strategies and tactics and the ordering and release of resources at the incident site. The CO can delegate the authority of Incident Command. Once the response phase begins the transition to recovery, the CO may delegate the Incident Command authority to the Deputy CO. Whoever has the delegated authority of Incident Commander still reports directly to the CO. Tasks normally performed by the CO include duties that mirror those of the Governor s Authorized Representative and include the following additional tasks: o o o o o Providing general supervision and direction for all Division of Emergency Management personnel Making initial contact with appropriate FEMA Regional Director and outlining the tate s plans for participation with regard to JFO selection and occupation and ensure that this information is passed down through the proper channels Meeting regularly with the Federal Coordinating Officer on major policy issues and decisions Making final decisions for the state on major policy issues Appointing the Deputy tate Coordinating Officer Recovery (Recovery Incident Commander) as principal point of contact for FEMA coordination purposes regarding the selection of the JFO location and facility o Briefing the Governor, Chief of taff and Governor s Authorized Representative. F. Deputy tate Coordinating Officer The DCO is appointed by the CO by supplemental order once the Governor declares a state of emergency. The DCO has the authority to commit any and all state resources necessary to meet the needs created by the emergency. The DCO will confer with the CO at all times and may be deployed to coordinate response and recovery activities at the impact area. During the Response phase, the DCO) serves as the Deputy ERT Chief in the EOC to maintain situational awareness. Responsibilities during the Response phase includes: Assessing the situation and determining the types of assistance needed 25

26 Coordinating with Legal on requesting the appropriate federal declaration Coordinating with FEMA to establish Disaster Recovery Centers and the Joint Field Office Coordinating with local, state, and federal agencies to assist impacted communities Approving mobilization and demobilization of staff and resources and resolves issues as they arise The DCO serves as the Deputy ERT Chief in order to maintain situational awareness of the event and determine what will be required once the state transitions from a response to recovery phase of emergency operations. Once the Joint Field Office (JFO) is operational, the Recovery Bureau Chief will transition from the Deputy ERT Chief to the role of Deputy CO. The Deputy CO is also the representative of the tate Coordinating Officer in the JFO and by extension, the Governor of Florida. This position is responsible for the establishment and management of state operations in the JFO as well as coordination between state and federal programs. At the JFO, there may be an additional DCO responsible for response activities. In that event, the Recovery DCO will coordinate all JFO activities with the Response DCO. The function is maintained from the planning stage though closing of the JFO. General DCO responsibilities prior to establishing a JFO include: Coordinating with local, state, and federal resources to assist the impacted communities and track all eligible federal costs incurred by local and state government during the period of the emergency for reimbursement by the federal government. Coordinating with ERT legal to determine the type of public and/or individual assistance needed in a request for a Major Disaster Declaration. upervising all Recovery staff and programs. Coordinating with the Federal Coordinating Officer on state needs and priorities. Referring any unresolved issues to the tate Coordinating Officer (CO) for resolution. Appointing a Recovery Logistics Officer and providing that information to the FEMA Logistics Officer. Meeting with the CO to confirm JFO location and opening date. Coordinating with FEMA to establish and manage JFO operations. Obtaining a current tate Emergency Operations Center situation briefing and 26

27 determining when the next situation report will be available. Completing a "pre-deployment" situation report. Determining the time(s) of day and phone number for tate Emergency Operations Center executive conference calls. Confirming tate JFO staff assignments with the Recovery ection Chief and the External Affairs Officer and ensuring that all tate JFO staff have been notified and briefed. Directing the Recovery ection Chief and the External Affairs Officer to initiate activation of the staff. Conducting a departure briefing with the tate Coordinating Officer. Verifying with the Logistics ection Chief and/or Operations ection Chief that all logistical requirements are complete. Duties Upon Arrival at the Joint Field Office: Coordinating with the FCO and Regional Coordinator (or forward ERT Liaison). Obtaining latest situation report from the tate Emergency Operations Center. Approving field office staff action plans. Coordinating and conducting the CO meeting in the JFO with program managers. Briefing the tate JFO staff on daily objectives and setting the next day s objectives. Participating in executive conference calls with the tate Emergency Operations Center. Obtaining, approving and submitting to the FCO the Administrative Plans for Public Assistance and Crisis Counseling. Resolving any problem areas concerning federal/state coordination and service delivery. Approving the assignment and reassignment of staff. Maintaining ongoing communications with local decision makers. Approving all press releases. Approving the closing plan for the JFO. G. tate Emergency Response Team Chief The ERT Chief is responsible for the direction and control of the tate Emergency Operations Center (EOC) which includes the coordination of all state assistance, and 27

28 overall management and operation of the ERT. The ERT Chief coordinates the primary sections operating in the EOC which include Operations, Logistics, Finance and Administration, Planning, and Recovery. Upon request and approval, the ERT Chief will issue mission assignments to the appropriate to fulfill. All requests for assistance are reviewed and prioritized by the ERT Chief. Once transition to the Joint Field Office takes place, these sections report to the Deputy tate Coordinating Officer. H. Operations ection Chief The Operations Chief oversees the Infrastructure, Emergency ervices, Human ervices and Operations upport Branches, which are essential functions for a successful response operation. I. Plans ection Chief The Plans ection Chief reports to the Deputy CO and is responsible for each incident period during an activation of the EOC. The Plans ection Chief is also responsible for developing the action plan to accomplish the objectives, collecting and evaluating information, providing situation reports, providing Geographical Information ystem (GI) support to the EOC, and maintaining a staffing log of all personnel providing operational support for the incident/event, to include current contact and lodging information. J. Finance and Administration ection Chief The Finance and Administration ection Chief assists the Deputy CO in all matters pertaining to costs related to the incident, and provides accounting, procurement, time recording and cost analysis within the JFO. Coordination with the Federal General ervices Administration is an essential part of this function. pecific responsibilities include the following: Maintenance and issuance of the Joint Field Office Go Kit Processing travel requests/vouchers, timesheets and payroll Arranging vehicles and lodging Providing training on and issuing purchasing cards (P-cards) to staff and securing advances when necessary Processing communications requests and issuing mobile equipment (cellular phones and beepers) in coordination with the Logistics ection Processing new hires for the Joint Field Office Establishing a local open purchase order for office supplies Developing purchase orders for motels or other lodging 28

29 Coordinating with the purchasing office of the Division of Emergency Management Finance and Administration ection Arranging for courier service between the JFO and the EOC. For more information, see the Division of Emergency Management Fiscal Operations tandard Operating Procedure. K. Logistics ection Chief The Logistics ection Chief is responsible to the Deputy CO for coordinating all joint logistics (local, state, federal, nonprofit, and contractor) for the deployment of state resources (personnel, crews, equipment, heavy equipment, commodities, vehicles and aircraft). The Logistics ection provides logistics support for all deployed field positions and establishes field locations to include tate Logistical taging Areas (LAs), tate Mobilization Areas, Joint Reception, taging, Onward Movement and Integration (JROI), Emergency Worker Base Camps, and provides support to County Points of Distribution (PODs), Recovery Disaster Field Offices (DFO), Disaster Recovery Centers, Joint Field Office (JFO), temporary housing, and other sites. For information on logistics support and resources utilized in Recovery Operations, see Annex 12 to the tate Comprehensive Emergency Management Plan, Property Management Procedures and Operations Guidance. L. Recovery ection Chief (EOC)/ Operations ection Chief (JFO) The Recovery Community Program Manager reports directly to the Deputy ERT Chief/Deputy CO and during activation, serves as the Recovery ection Chief in the EOC. Once the JFO is established, the Recovery ection Chief transitions into the role of Operations ection Chief (or Deputy Operations Chief if the ERT Operations Chief is in command). Duties in the tate Emergency Operations Center include: Determining the extent of damage and the probable impact on the recovery effort upervising the operation of Recovery programs. Managing the Recovery Desk and providing oversight over Recovery Coordination Center operations, to include developing staffing rosters and mission management. Implementing the Preliminary Damage Assessment in coordination with the PA Branch Director Documenting the request for a Presidential Declaration Initiating the Community Response effort Establishing Disaster Recovery Centers Organizing, conducting and distributing the Recovery IAP. 29

30 Attending and reporting on all Recovery field activities during EOC briefings and the tate IAP. Monitoring ituation Reports and EM Constellation mission requests. Checking the latest weather reports and projections. Reviewing progress of Disaster Recovery Centers and Community Response Teams with the Individual Assistance Branch Director. Completing JFO staffing plan and submitting for approval to DCO Making preparations for the move to the JFO in the event of a declaration. Notifying Recovery Team members of date and time of departure and briefing them prior to deployment (in coordination with the DCO). Verifying logistical arrangements are complete for JFO staffing (transportation and lodging, if needed). Coordinating with Finance and Administration to ship the JFO Go-Kit once the JFO is established. Once the response phase is over, the transition of recovery operations oversight shifts to the JFO. The EOC Recovery ection Chief assumes the title of JFO Operations ection Chief and assists the Deputy CO in all matters relating to tactical operations. The JFO Operations ection Chief also carries out the Comprehensive Emergency Management Plan and the Recovery Plan, develops the tactical objectives, and organizes and directs all resources and field staff within the JFO. Duties Upon Arrival at the Joint Field Office: Coordinating with FEMA counterparts. Verifying procedures are in place for publishing the ituation Report. Organizing and directing all field operations and staffing in the JFO. Developing the JFO Action Plan. Attending or arranging for others to attend conference calls. Initiating daily written briefings to the DCO-Recovery, including daily events, major issues, plans for next day, and a meeting schedule. Participating in Incident Action Planning meetings. Verifying with Public Assistance Branch Director that Project Worksheet is written for emergency work costs for activation of the EOC. Verifying Public Assistance Administration Plan is updated. Verifying that the Federal Assistance to Individuals and Households Program 30

31 Administrative Plan is updated. Verifying that Crisis Counseling Plan is completed and submitted through the Division of Emergency Management to FEMA. Ensuring Disaster Recovery Center schedule and sites are established. Ensuring Disaster Recovery Center information is provided to the Public Information Officer and included in the ituation Report. Ensuring bi-lingual speakers are identified for Disaster Recovery Centers and Community Response Teams. Ensuring Public Assistance Applicant s Briefing schedule and sites are confirmed. Ensuring Public Assistance information on Applicant s Briefing is provided to the Public Information Officer and included in the ituation Report. Providing any necessary assistance in the development of the FEMA/tate Agreement. Ensuring the Public Assistance Branch Director s list and briefing is compiled. Ensuring the Community Development Block Grant funding section is contacted. Ensuring the National Resource Conservation ervice participation is confirmed. Ensuring consolidated Farm ervices participation is confirmed. Ensuring mall Business Administration participation is confirmed. Ensuring the Temporary Housing Program is implemented. cheduling and facilitating recovery after action meeting within two weeks of the JFO closing and following up on progress made to improve future activations. M. Recovery Desk Lead Planner The Recovery Desk Lead Planner reports to the Recovery ection Chief and is responsible for the following duties: Developing and distributing daily Recovery Incident Action Plans and Recovery ituation Reports Monitoring and responding to Recovery-related EM Constellation Mission requests o Ensuring all Recovery missions are entered into EM Constellation and monitored for Recovery staff Providing oversight for the Recovery Coordination Center (if activated) and mission management activities 31

32 Providing Recovery-related information to the tate Emergency Response Team, the JFO and other interested parties. Attending tate IAP and other EOC meetings and conference calls with the Recovery ection Chief Assisting the Recovery ection Chief with gathering and compiling information from field operations to be distributed in briefings. Preparing and posting EOC briefing slides to EM Constellation Tracking Recovery staff deployments Assisting with requests for information from the EOC staff Focusing on mission management at JFO as part of Recovery Operations upport. At that time, the responsibility for itreps and IAPs transitions to the Plans ection. N. Recovery Coordination Center Planner The Recovery Coordination Center Planner reports directly to the Recovery Desk Lead Planner and is responsible for: Providing support to personnel preparing to deploy and currently deployed in the field Monitoring the RCC s phones and communications to ensure there is no disconnect between the Recovery Desk and the staff in the field Entering EM Constellation missions for Recovery staff upon approval from the Recovery ection Chief Monitoring EM Constellation for any incoming missions assigned to Recovery and ensuring the proper program is notified of the mission and updated through to completion Creating and updating points of contact for the Recovery distribution list to ensure shared communication throughout Recovery Coordinating with Recovery Desk Lead Planner to focus on mission management as part of Operations upport once transitioned to the JFO. O. Recovery Logistics Officer The Recovery Logistics Officer reports to the Recovery ection Chief during EOC operations but transitions into the Deputy Logistics ection Chief during JFO operations. The Recovery Logistics Officer coordinates with state and federal Logistics staff to ensure all Recovery logistical needs are met in the EOC and JFO. Responsibilities include: 32

33 Tracking the issuance of all equipment such as cell phones, digital cameras, GP, etc. for Recovery operations and ensuring the equipment is returned upon demobilization Interfacing with the tate Logistics ection and FEMA counterparts in the selection of the JFO facility and negotiating with FEMA for sufficient space within the JFO to support state operations. Coordinating with the Logistics ection to complete an initial floor plan for each state activity. Initiating the local logistical arrangements in preparation for the arrival of the JFO team Contacting FEMA Recovery Logistics Officer and coordinating meeting. Upon request by the DCO or FEMA Recovery Logistics Team Officer, the tate Recovery Logistics Officer will contact the Finance and Logistics Officer of the Division of Emergency Management to request a survey of potential JFO sites within and around the selected community. Participating in federal conference calls related to JFO selection. Accompanying federal personnel on site-selection visits. Completing site logistical arrangements for state JFO tate Team and relaying information to Division of Emergency Management Finance and Administration & Logistics ections. Negotiating with FEMA and Governor s Authorized Representative personnel to ensure state needs and priorities are accommodated in the JFO site selection process. Referring unresolved issues to the DCO for resolution. P. Recovery Liaison Coordinator The Recovery Liaison Coordinator reports to the Public Assistance Branch Coordinator. While the Recovery Liaison Coordinator is structured under PA, the position is designed to act as a liaison for all of Recovery. Responsibilities include: cheduling the deployment of Recovery Liaisons to assist the local impacted areas through the recovery process from the onset of an event Compiling and disseminating the Recovery Liaison report including situational information, recovery progress and issues that may arise. o The compiled report is distributed to the Incident Commander, Recovery ection Chief, Operations Chief and Plans Chief. 33

34 Q. Public Assistance Branch Director (EOC)/Infrastructure Branch Director (JFO) The Public Assistance (PA) Branch Director reports to the Recovery ection Chief and provides coordination for all tate PA activities. This position is fulfilled by the tate Public Assistance Officer and transitions into the Infrastructure Branch Director in the JFO. Responsibilities include: Coordinating information required from applicants and establishing PA applicant files and information retrieval systems cheduling and conducting the PA-Preliminary Damage Assessment and reviewing the damage assessment reports provided from field staff Ensuring a Project Worksheet is written to capture tate Emergency Operations Center costs Ensuring the Public Assistance Administrative Plan is submitted to FEMA Attending FEMA and tate briefings cheduling and conducting Applicant s Briefings Ensuring adequate PA personnel are trained, equipped and available to provide assistance in the field Coordinating staffing augmentation with contractors Performing briefings and additional training if warranted Ensuring that the Deputy tate Coordinating Officer Recovery is provided with current PA statistics and briefed on all PA related matters Providing technical assistance to PA applicants and responding to applicant inquiries Reviewing Project Worksheets and resolving eligibility issues Ensuring that hazard mitigation opportunities are outlined and reported with damage assessment reports. Coordinates PA functions with local, state and federal counterparts. Manages and supervises all PA programs. R. Public Assistance (PA) Preliminary Damage Assessment (PDA) Coordinator The PA PDA Coordinator reports directly to the PA Branch Director and is fulfilled by the Deputy Public Assistance Officer which transitions into the Deputy Infrastructure Branch Director in the JFO. This position is responsible for the following: Assigning and briefing personnel assigned for damage assessment 34

35 Coordinating with FEMA and impacted counties to schedule and conduct joint PA PDAs Completing PDAs for additional add-on counties to the initial Presidential Declaration (if needed) Training and managing state PA PDA team members in the field Gathering, reviewing, and reporting daily damage assessment numbers to the PA Branch Director and Deputy ERT Chief Compiling the Damage Report for submission to the Deputy ERT Chief, Recovery ection Chief, Public Assistance Branch Director and Individual Assistance Branch Director Coordinating with the IA PDA Coordinator to receive staff for PDAs. Notifying the PA Branch Director of current or anticipated problems and for disseminating damage assessment reports once they have been reviewed and approved by the Recovery ection Chief/JFO Operations Chief.. Public Assistance Coordinator The Public Assistance Coordinator (PAC) reports directly to the PA Branch Director and is responsible for the following: erving as a Recovery Liaison in the local county EOC (if requested)_to provide technical assistance relating to the Public Assistance and Individual Assistance Programs within Recovery Assessing damages, determining eligibility and tabulating costs with FEMA during a Joint PDA Reporting costs and potential eligibility issues to the PA PDA Coordinator Conducting Applicant Briefings and attending FEMA schedule Kick Off Meetings Assisting applicants with eligibility issues, documentation collection, and Request for Public Assistance (RPA) entry and submission Coordinating and writing PA Project Worksheets in conjunction with FEMA counterparts and addresses any project related issues. Reviewing submitted project worksheets and evaluating for eligibility issues or errors Attending senior level briefings and meetings at the JFO Filling in for vacant IC positions as current JFO operations necessitate 35

36 Tracking PW time and activities conducted for each applicant for reimbursement purposes Reporting on status of project worksheet development and other issues T. Grants pecialist Coordinator The Grants pecialist Coordinator reports to the Public Assistance Branch Director for grants management organization and operations under the Public Assistance Program. pecific responsibilities include: Assessing resource and staffing requirements for the Public Assistance Grant Management Program and making recommendations to the tate Public Assistance Officer/PA Branch Director Conducting grants management training as necessary Overseeing the operation of the Grants pecialist ection Ensuring that the Public Assistance Branch Director has current and accurate statistics regarding Public Assistance involvement of applicants from previous declarations Notifying the Public Assistance Branch Director of current or anticipated problems. U. tate Debris and Environmental Coordinator (EOC)/tate Environmental Officer (JFO) The tate Debris and Environmental Coordinator is a specialized Deputy tate Public Assistance Officer that reports to the Public Assistance Branch Director and is focused on resolving special considerations, environmental and historic preservation compliance, and debris issues relating to the PA Program. Along with a team of environmental scientists, the Environmental Coordinator is responsible for coordinating with FEMA s Environmental and Historic Preservation counterpart and fulfilling the following responsibilities: Monitoring debris operations statewide, beginning in the response phase of operations and continuing through the recovery phase Offering technical assistance to local governments based on tate regulations regarding the removal and disposal of debris Monitoring compliance with debris guidelines under the Public Assistance Program (FEMA Debris Management Guide, 325) Coordinating technical assistance provided by other resources (FEMA, UACE) throughout the state Providing technical assistance to local governments and other applicants regarding environmental guidelines under the Public Assistance Program 36

37 Coordinates the environmental review for PA grants Monitoring National Environmental Policy Act (NEPA) compliance as well as Historic Preservation considerations Offering expertise on Federal and tate environmental and historic preservation laws, regulations, and guidance. Depending on the severity of an event, this position may be broken out into a Debris Coordinator and Environmental and Historic Preservation Coordinator to provide more oversight and guidance over debris and environmental operations. V. Debris Coordinator The tate Debris Coordinator reports to the PA Branch Director and is responsible for monitoring debris operations statewide, beginning in the response phase of operations and continuing through the recovery phase. Heading up a team of debris specialists, this position includes the following responsibilities: Managing and supervising all Debris pecialist activities. Offering technical assistance to local and state governments based on tate regulations regarding the removal and disposal of debris. Monitoring compliance with debris guidelines under the Public Assistance Program (FEMA Debris Management Guide, 325). Coordinating technical assistance provided by other resources (FEMA, UACE) throughout the state. W. Debris pecialist Debris pecialists report directly to the Debris Coordinator. Their responsibilities include, but are not limited to the following: Providing technical assistance to county and state agencies regarding debris. Assisting with the review of PA grants for debris issues. X. Environmental pecialist Environmental pecialists report directly to the tate Debris and Environmental Coordinator and are responsible for the following: Providing technical assistance to county and state agencies regarding environmental compliance. Assisting with the environmental review for PA grants. Y. Individual Assistance Branch Director (EOC)/Individual Assistance Branch Director (JFO) 37

38 The Individual Assistance (IA) Branch Director reports to the Recovery ection Chief and is responsible for oversight of the Individual Assistance Program. The IA Branch Director responsibilities include: Coordinating IA functions with local, state, and federal counterparts Overseeing Preliminary Damage Assessment efforts and reviewing the IA Preliminary Damage Assessment Report Overseeing the coordination of mobilizations, staffing, logistics and operations for Community Response teams and Disaster Recovery Centers Coordinating activities for the Federal Assistance to Individuals and Households Program and the Crisis Counseling Program with FEMA Coordinating with voluntary agencies to address unmet needs Ensuring that the Recovery ection Chief is briefed on all IA related matters including current damage information and the probable impact on the IA Program Maintaining a liaison with Response Operations and Community Emergency Response Team liaisons to monitor County situation reports, possible Disaster Recovery Center sites and other information that may have a bearing on IA programs Initiating steps to procure a mall Business Administration declaration or a major declaration when damage reports warrant such action Ensuring that damage assessment information is provided to the Community Response Coordinator, Crisis Counseling Coordinators, Disaster Recovery Center Coordinator and labor-related agencies Attending FEMA and tate briefings ubmitting a request to the Finance and Administration ection for Expansion Option numbers for Federal Assistance to Individuals and Households Program and Crisis Counseling payments. Z. Individual Assistance (IA) Preliminary Damage Assessment Coordinator The IA Preliminary Damage Assessment Coordinator reports to the IA Branch Director and is responsible for the following: Assigning and briefing personnel assigned for damage assessment and developing a county-by-county schedule for completing the Preliminary Damage Assessment Collecting and compiling data on damage to homes and businesses Ensuring full dissemination of reports once they have been reviewed and 38

39 approved by the Recovery ection Chief Notifying leadership of current or projected problems Coordinating with FEMA and local counties to conduct joint IA PDAs Training and managing state IA PDA team members in the field Coordinating with the PA PDA Coordinator to ensure a smooth transition of staff for PDAs Gathering, reviewing, and reporting daily damage assessment numbers to the IA Branch Director and Deputy ERT Chief. AA. Essential ervice Center (EC)/Disaster Recovery Center (DRC) Coordinator The EC/DRC Coordinator reports directly to the Individual Assistance Branch Director for the staffing, training, operations, logistics and demobilization of ECs/ to include the following: Coordinating with County Emergency Management Directors on location for Disaster Recovery Centers within the declared counties Coordinating with local, state and federal counterparts for the establishment of ECs/DRCs; Coordinating with state, local, volunteer and faith-based organizations for staffing of the EC/DRC; Coordinating Disaster Recovery Center staffing, logistics and training Ensuring that all Disaster Recovery Center resources are tracked and returned or released at the time of Disaster Recovery Center closure Establishing a contingency plan for mass evacuation and the quick rebuild of each Disaster Recovery Center in the event of inclement weather or an unusual occurrence Assisting the Individual Assistance Branch Director with applicant inquiries after the Disaster Recovery Centers are closed. BB. Community Response Coordinator The Community Response (CR) Coordinator reports to the Individual Assistance Branch Director and is responsible for collecting and disseminating information to the communities affected by the disaster. pecific responsibilities include: Overseeing the establishment of outreach functions and CR field operations Briefing the IA Branch Director and the DCO of the status of community outreach 39

40 and concerns Coordinating with FEMA and local officials to train and manage CR team members Liaising with local officials to determine CR needs in the impacted community Liaising with External Affairs and Public Information Officers. CC. Disaster Housing Coordinator The Disaster Housing Coordinator reports to the IA Branch Director and, prior to an event impact, is responsible for preparing and disseminating a projection of displaced families and maintaining communication with community housing authorities and agencies. The Disaster Housing Coordinator shall also be the contact for the FEMA Housing Officer in the event of a Presidential Declaration. Additional responsibilities include: Coordinating with federal, state and local partners to facilitate disaster housing (as necessary) Alerting agencies with housing responsibilities and resources to the potential need for temporary housing in the aftermath of a disaster Evaluating housing stock and transitional housing needs Managing overlapping phases of disaster housing (sheltering, interim, long-term/permanent) to ease transitions Working with local tate Housing Initiative Partnership Coordinators to provide assistance to FEMA Housing resources staff in the JFO in identifying local realtors with access to short term rental housing units for inclusion in the FEMA Housing Resources Database o tate Housing Initiative Partnership Coordinators will also become a means of disseminating the list locally. For a checklist of potential responsibilities of the Disaster Housing Coordinator, see Appendix D of this tandard Operating Guide. DD. Disaster Reservist Cadre Manager The Disaster Reservist Cadre Manager reports to the IA Branch Director and provides oversight over the Disaster Reservist Program. pecific responsibilities include: Coordinating the hiring, tracking, training, and equipment for all Disaster Reservists Coordinating and tracking all hiring, equipment, new employee training, and the mobilization/demobilization process of temporary staff for Recovery programs. erving as the Deputy to the Community Response Coordinator Maintaining and updating all permanent and temporary Reservist files, master spreadsheet of Reservist information and the processing of Reservist applications. 40

41 EE. Unmet Needs Coordinator The Unmet Needs Coordinator reports to the Individual Assistance Branch Director and is responsible for the following: Identifying survivor needs and coordinating resources, funding, and other kinds of assistance to fill gaps not covered under other priorities Administering the Other Needs Assistance of FEMA s Individuals and Households Program Receiving and reviewing unmet needs cases and assigning them to Unmet Needs pecialists Working closely with the Long-Term Recovery Committees to address survivor s continuing recovery needs Coordinating with Emergency upport Function () 15 Volunteers and Donations, FEMA and nonprofit organizations to further assist survivors throughout the federal and long term recovery process Managing Unmet Needs pecialists in the JFO. For further information relating to the Unmet Needs Coordinator, see Appendix E of this tandard Operating Guide. FF. Economic Recovery Coordinator The Economic Recovery Coordinator reports to the Deputy tate Coordinating Officer and is responsible for the following: Coordinating the assessments of general business impact (in terms of physical damage, employment, lost revenues, lost customers, etc.) working with locally based economic development, tourism, workforce, and business support agencies/organizations Coordinating with state, regional and local agencies/organizations, to compile estimates of physical damage to local business communities necessary to determine the need to request activation of economic recovery programs. Coordinating with local economic development organizations to identify and train local finance officers to participate on loan committees and schedule loan committee meetings in the affected communities, if the tate s Emergency Bridge Loan Program is activated. Coordinating with federal, state, regional and county agencies and other business support resources including the mall Business Administration to establish Business Assistance/Resource Centers and Business Resource Workshops in impacted communities. 41

42 Coordinating the compilation of longer-term economic impact assessment of general business impacts (in terms of employment, lost revenues, lost customers, etc.) through locally-based economic, tourism development and business support agencies/organizations. Coordinating the development and delivery of comprehensive intermediate and long-term economic impact statements. Contacting and maintaining communications with the private sector that includes local and statewide economic development, tourism, workforce, business support organizations, and state agencies to foster support in recovery and economic redevelopment activities. Facilitating and coordinating the involvement and participation of local and regional economic development, tourism, workforce, and business support organizations in long-term recovery activities at the local level. GG. Voluntary Organizations Active in a Disaster (VOAD) Officer The VOAD Officer coordinates with the Individual Assistance Branch Director for coordination of Recovery activities involving the American Red Cross, the alvation Army and the other state and local voluntary agencies. A key activity is monitoring the assisting, where necessary, in the formation and operation of the local Long Term Recovery Committees. For more information, see the Emergency upport Function 15 tandard Operating Guide found in the Appendices ection of the tate Comprehensive Emergency Management Plan. HH. External Affairs Officer The External Affairs Officer reports to the Deputy tate Coordinating Officer and is responsible for all communications regarding the overall management of the emergency, JFO operations and local issues. II. Public Information Officer The Public Information Officer reports to the External Affairs Officer for all media contacts, press releases, public information announcements and other disaster-related information released through the JFO. The Public Information Officer works closely with the Federal and County Public Information Officers to develop joint press releases to both general and specific target audiences. The Public Information Officer also coordinates with FEMA and County Public Information Officers if a Joint Information Center is established. Related duties include the following: Coordinating press briefings and press releases with the Federal Public Information Officer at the JFO Preparing press releases and responding to media inquiries 42

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46 TATE AGENCIE/PECIAL DITRICT/OTHER ORGANIZATION ADVENTIT COMM. ERVICE AGENCY FOR HEALTH CARE ADMIN AMERICAN RED CRO ARE/RACE NETWORK AOCIATED INDUTRIE BUILDING OFFICIAL AOC OF FL CHRITIAN DIATER REPONE CHURCH WORLD ERVICE CIVIL AIR PATROL-FL WING DEPT OF ECONOMIC OPPORTUNITY ENTERPRIE FL FL AOC OF BROADCATER FL AOC OF VOLUNTEER CENTER FL AOC. OF AR 1 2 EMERGENCY UPPORT FUNCTION MATRIX PRIMARY AND UPPORT AGENCIE P 46

47 TATE AGENCIE/PECIAL DITRICT/OTHER ORGANIZATION FL BOARD OF REGENT FL COMMIION ON COMM. ERV. FL DEPT AG & CONUMER VC FL DEPT HWY AFETY & MOTOR VEHICLE FL DEPT OF BUINE & PROF REGULATION 1 2 EMERGENCY UPPORT FUNCTION MATRIX PRIMARY AND UPPORT AGENCIE P P P P 18 FL DEPT OF CHILDREN & FAMILIE FL DEPT OF CORRECTION FL DEPT OF EDUCATION FL DEPT OF ELDER AFFAIR FL DEPT OF ENVIROMENTAL PROTECTION P FL DEPT OF FINANCIAL ERVICE P P FL DEPT OF HEALTH P FL DEPT OF LAW ENFORCEMENT P FL DEPT OF LOTTERY FL DEPT OF MANAGEMENT VC FL DEPT OF MILITARY P P P 47

48 TATE AGENCIE/PECIAL DITRICT/OTHER ORGANIZATION 1 2 EMERGENCY UPPORT FUNCTION MATRIX PRIMARY AND UPPORT AGENCIE FL DIVIION OF EMER. MGMT P P FL FIRE CHIEF AOC. FL FIH & WILDLIFE CONERVATION COMMIION FL FUNERAL DIRECTOR' AOC. FL RELIABILITY COORD. COUNCIL FL RETAURANT & LODGING AOC. FL RETAIL FEDERATION FL HERIFF' AOCIATION FLORIDA JAYCEE FL MALL BUINE DEV. CENTER NETWORK FLORIDA VOAD GOVERNOR' OFFICE P IND TRADE GROUP & AOC. INTERFAITH COALITION PETROLEUM COUNCIL PUBLIC ERVICE COMMIION P CHOOL BOARD DITRICT

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50 RECOVERY ACTIVATION: JFO ORGANIZATIONAL CHART 6/20/2011 tate Coordinating Officer Deputy tate Coordinating Officer Command taff Operations ection Chief Planning ection Chief Logistics ection Chief Finance & Admin. ection Chief Operations upport Individual Assistance Branch Director Public Assistance Branch Director Hazard Mitigation Branch Director Demobilization/ Planning Unit Accountable Property Unit Procurement Unit IA PDA Coordinator Debris Coordinator Environmental and Historic Preservation Hazards and Performance Analysis Documentation Unit Travel Unit EC/DRC Coordinator Debris pecialists Environmental pecialists Community Education Outreach ituation Unit Training Unit CR Coordinator PA PDA Coordinator National Flood Insurance Human Resources Unit Housing Officer Unmet Needs Coordinator PACs Recovery Liaison Coordinator Hazardous Mitigation Grants Program NOTE: Depending on the type and magnitude of the event, additional staff may be required to support the positions outlined here. This additional staff can be in the form of deputies and administrative assistants. hould there be the need, response activities can be coordinated and run from the JFO as well and would be incorporated into this organizational chart. Individual sections and program plans will clearly identify additional staff necessary that may not be outlined above. Disaster Reservist Cadre Manager 50

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