Damage Assessment Standard Operating Guidelines

Name County Emergency Operations Plan Damage Assessment Standard Operating Guidelines Replace with your Logo Here Name County Address City, MN zip EM Name Phone Email 1 P a g e

Table of Contents 1.0 Introduction... 3 1.1 Purpose... 3 1.2 Goal... 3 2.0 Assumptions and Considerations... 4 2.1 Assumptions... 4 3.0 Concept of Operations... 4 3.1 Phases of Assessment... 4 3.2 Damage Assessment Planning Team (Pre-Planning... 5 4.0 Organization and Responsibilities... 6 4.1 Organization...... 6 4.2 Roles and Responsibilities 6 4.3 Public Information Officer 9 5.0 Key Debris Management Areas... 10 5.1 Mutual Aid Agreements... 10 Appendix A: Acronyms... 11 Appendix B: Resolution Declaration a State of Emergency... 12 Appendix C: Mutual Aid Agreements.. in county plan 2 P a g e

1.0 Introduction 1.1 Purpose The purpose of these standard operating guidelines is to provide pre-disaster planning, preparation, coordination and guidance for the handling of damage assessment within Name County in the event of a disaster. This annex provides guidance for the assessment and reporting of physical damage resulting from disasters. Damage assessment will help establish priorities for allocation of resources and identify requirements for conducting recovery operations and will assist in the determination of whether the event is significant enough to request assistance from State and/or Federal. The standard operating guidelines are used to facilitate and coordinate the assessment of damage following a disaster, to expedite recovery efforts in the impacted area, and to address any threat of significant damage to improved public or private property. The Name County officials recognize that a damage generating event occurring in the geographical area covered by the local jurisdiction might well affect several jurisdictions and the recovery would be handled quicker and easier using the combined assets of many jurisdictions and coordinating the assessment. 1.2 Goal Provide guidance to the agencies tasked with the removal and disposition of debris caused by an event and/or a major disaster in Name County. This guidance unifies the efforts of public and private organizations for a comprehensive and effective approach to: Provide organizational structure, guidance, and standardization guidelines for assessment of damage during a damage-generating event. Establish the most efficient and cost effective methods to resolve disaster damage assessment issues. Expedite damage assessment teams to conduct assessments on a timely manner to report to the State of Minnesota for possible declaration. Coordinate partnering relationships through communications and pre-planning with local, State, and Federal agencies that have damage assessment responsibilities. 3 P a g e

2.0 Assumptions and Considerations 2.1 Assumptions Based on lessons learned from previous local, regional, national, and international incidents, the following are a series of planning assumptions to consider: Name County may experience events which result in large amounts of damage requiring local emergency declarations and requests for state or federal disaster assistance. Local jurisdictions must be organized and prepared to conduct their own damage assessments. Accurate damage information is critical to effective emergency response, public safety, and community recovery. Priority inspections include structures involved in response operations, critical transportation routes, infrastructure, and essential county facilities. Cities and townships within the county share responsibility for damage assessment and provide information regarding damages and cost within their jurisdictions and service areas to the County Emergency Operations Center. The possibility exists that only a portion of the area may be affected. In this situation, and under provisions of this plan, the affected jurisdictions would be able to request mutual aid assistance from the other jurisdictions that were unaffected by the event. Public information will be provided by local jurisdiction and County officials in the form of radio and television announcements, social media, information bulletins and hot line responses. The public must be informed of how to report damage. 3.0 Concept of Operations 3.1 Phases of Assessment The concept of operations describes how damage assessment activities should be conducted in response to a damage generating events. Damage assessment is basically a three phase approach: Rapid Damage Assessment (Windshield Survey) The RDA process, also known as a windshield survey, is conducted immediately after an event. This assessment focuses on immediate life-threatening situations. Rapid assessment provides the incident commander and the EOC director with information to assess the size of the event and the extent of the damage, in addition to prioritizing facilities critical to government response and recovery activities. 4 P a g e

Initial Damage Assessment The IDA process will provide additional, more detailed, information to determine if an emergency declaration is required and if assistance from other jurisdictions will be required. This assessment is more detailed than the rapid assessment, and begins to determine the severity and magnitude of the event, quantifies homes and businesses impacted, and determines whether local resources will be sufficient in recovery. The IDA should be completed and reported to Minnesota HSEM within 36 hours of an event. Preliminary Damage Assessment The PDA process is generally performed by teams consisting of Local, State agency representatives, and sometimes volunteer organizations who offer services. Teams consist of technical staff who can evaluate emergency and recovery project costs. 3.2 Damage Assessment Planning Team (Pre-Disaster) The local jurisdiction will also appoint a Local Damage Assessment Leader that will be responsible to coordinate and oversee damage assessment operations in the event of a disaster. The following personnel from the local jurisdiction(s) will coordinate disaster-related damage assessment planning and activities and will constitute the damage assessment planning team. Add or delete below as necessary Mayor Administrator/Clerk for City/Township Administrators Finance Officers Street Supervisor/Public Works Director Chief, Fire Department Law Enforcement City/County Emergency Manager The Local Damage Assessment Planning Team will develop and coordinate standard operating guidelines for the local jurisdiction(s) response to a damage generating event. This will include assignment of responsibilities, assessment of possible problem areas should an event occur, preparing fact sheets and guidance documents for distribution to the residents. shall serve as the Local Damage Assessment Leader and will have the following pre-disaster responsibilities: 1. Develop the Damage Assessment Standard Operating Guidelines in accordance with guidance provided by the Local Damage Assessment Planning Team and the Name County EOP. 2. Become familiar with Name County Emergency Operations Plan (EOP), especially the Recovery Operations section of the Annex which includes damage assessment. 3. Guidance can be received from the name County Emergency Management Director and Minnesota Department of Homeland Security and Emergency Management. 5 P a g e

4.0 Organization and Responsibilities 4.1 Organization When a disaster strikes, a survey of the devastated area is done to determine the number of families affected, homes destroyed or damaged, number of buildings destroyed or damaged, boundary of the disaster area, what kind of relief is needed where, and any physical problems regarding transportation and communication systems. The Unit Leader will work with the Emergency Management Director, and/or Sheriff in obtaining this information to ensure county, state, and federal resources are provided for a quick and thorough recovery by the community. Personnel from City and County Government as well as private sector agencies may be involved with the damage assessment team. Some of these people may be County Assessors, Emergency Manager, County highway Engineers, City Engineer, City Building Inspections, Public Works Director, City Assessor, Township Assessor, Realtors, voluntary agencies (specializing in detailed damage assessment for long term recovery operations). 4.2 Roles and Responsibilities Name County Emergency Management Director The Name County Emergency Management Director (or designee) is responsible for carrying out the emergency management program for Name County. The Emergency Management Director (or designee) will activate the Emergency Operations Center as required or requested to coordinate/support the activities of all departments/organizations assisting with response and recovery efforts. The Emergency Management Director (or designee) will establish response and recovery priorities through the Emergency Operations Center and will coordinate the resources needed to support emergency operations. Arrange for training of personnel in disaster assessment and maintain a list of qualified local individuals. Alerts Damage Assessment Teams to perform an initial (windshield) survey of damages to buildings, streets, roads, bridges, and other critical facilities. Manage the EOC; advise the administration and support field operations. Ensure that damage assessment and major events are being recorded. Hold periodic briefings when necessary for the EOC staff to exchange information. Notifies appropriate government agencies and private sector organizations when damage assessment procedures are to be initiated. Coordinates information requests from cities, county, regional, State and Federal Authorities. 6 P a g e

Damage Assessment Unit Leader The Damage Assessment Unit Leader is part of the planning section and therefore reports directly to the Planning Section Chief. The Damage Assessment Unit Leader is responsible for ensuring that an assessment is completed of the impacted areas to determine, the extent of damage, the types of structures impacted, the potential economic loss, and the overall area that has been affected. Teams will be formed to aid in the collection of the assessment information. Team members may come from City/County Assessing departments, City Building Officials, Public Works/Highway Departments, local contractors/realtors, appraisers, and other voluntary agencies specializing in damage assessment. Damage assessment reports are vital to the response and recovery activities and should be completed as quickly as possible to provide direction for emergency responders and to provide information to County, State and Federal officials for emergency declaration processes. Assessing Department The assessing department from the impacted area will work to compile public information as it relates to damage assessment. The assessing department will survey and evaluate damages to the local areas including taxable and exempt property as well as pre-determined critical infrastructure (i.e. Government Facilities, hospitals, utility companies, etc.). The assessing department will provide public information and financial reports to the Damage Assessment Unit Leader. Personnel from the assessing department may be involved in the rapid damage assessment completed in the affected area/s. (The following is a quick checklist to remember. Please add more to this list during planning team meetings). Gather and compile information from damage assessment teams. Estimate dollar loss for the county/city. Assimilate information on damage to public, private structures and businesses. Evaluate the effect of damage to tax base and economy. Evaluate the effect of the tax base and economic damages on school districts, colleges and Universities. Public Works/Highway Department: The Public Works Director or Highway Engineer will coordinate damage assessment activities as it relates to streets, sewer systems, drainage systems, bridges, utility services, transportation and communication systems throughout the City/County. Public Works/Highway Department personnel will be involved in the four phases of damage assessment; including rapid damage assessment, initial damage assessment, preliminary damage assessment, and secondary damage assessment. GIS Specialist: The GIS department will create maps to help with showing the impacted area. A map will also be created to help with the initial and preliminary damage assessment staff to find each 7 P a g e

address which is impacted. GIS personnel shall report to the EOC during activation or work virtual as needed by EOC manager. Work must be done prior to an event to work with the assessor s office to determine what information is needed for making maps. ADMINISTRATION AND SUPPORT Chief Elected Officials Execute a resolution for declaring a State of Emergency (Appendix B). Separate declarations are required for each impacted jurisdiction. The resolution will be sent to Minnesota HSEM to determine if the State of Minnesota meets the threshold for a Presidential declaration. Allow those officials of other county/city agencies whose assistance may be required to assist in the damage assessment process. Records: Records will be maintained on the use of all equipment, whether owned, leased, rented or borrowed. These records/contracts will be used as basis for possible recovery of emergency operations expenses from a responsible party or for potential reimbursement from the State or Federal Government. All records/contracts generated by the County/Damage Assessment Unit Leader should be provided to the Finance and Administration Section Chief for cost recovery and reimbursement documentation. All Departments: Each department, agency or service of government will provide for the maintenance of records during an emergency. These records include work hours, equipment hours, supplies and materials consumed, injuries to personnel, and damage to public facilities and equipment. All records generated during an emergency will be collected and maintained in an orderly manner so a record of actions taken is preserved for use in determining response costs, settling claims, and updating emergency plans and procedures. Post Incident Review: Following activations of the Emergency Operations Center or use of the Emergency Operations Plan, Emergency Management will coordinate a review of each annex of the Emergency Operations Plan to identify needed improvements, procedure changes, personnel and facility changes or resource needs. Training and Exercises: Personnel identified in the Emergency Operations Plan and those who staff the Emergency Operations Center will receive National Incident Management System (NIMS) and Incident 8 P a g e

Command System (ICS) training. Although some personnel may receive more advanced training, everyone will receive IS-100, IS-200, and IS-700. A full list of personnel and required training can be found on file in the Emergency Management office. Personnel who staff the Emergency Operations Center shall also receive appropriate training on their role in the Emergency Operations Center and on the operations of the facility. This training should be arranged by the Damage Assessment Unit Leader or the Emergency Management Department. Emergency Management follows the Emergency Management Performance Grant (EMPG) exercise requirements to exercise and evaluate the Emergency Operations Plan. A more detailed explanation of the County/City exercise plan can be found as Attachment 2 of the Basic Plan. ANNEX DEVELOPMENT AND MAINTENANCE The Name County/City of Name1 Emergency Operations Plan, including the Basic Plan and Annexes, is updated on an annual basis. Each annex representative is responsible for participating in the full review process every other year and for independently reviewing the annex on an annual basis. The overall responsibility for maintaining the Emergency Operations Plan is that of the Name County Emergency Management Department. Any standard operating guidelines, personnel directories, maps or other tools needed to support emergency operations should be developed and maintained by the responsible department. It is the department s responsibility to ensure access to this information during times of large scale emergency or disaster, to coordinate training for personnel in regard to these procedures and to inform Emergency Management of any changes that directly impact the Emergency Operations Plan. 4.3 Public Information Officer The Public Information Officers (PIO) of the jurisdictions is responsible for providing information and guidance to the public regarding debris management activities. The PIO s duties include development of informational bulletins, hotline responses, radio and television announcements, handbills and door hangers, and newspaper notices. Information that can help expedite the assessment process includes: How to report damage. See PIO guides for Debris Management and include Damage Assessment where needed. 9 P a g e

5.0 5.1 Mutual Aid Agreements Name County has established Mutual Aid Agreements with entities to provide assistance with damage assessments in the event of a disaster resulting in damage. These agreements include utilization of personnel, equipment, emergency services, and law enforcement. The agreements also address the reimbursement process for the providing and requesting entities. (Appendix C) 10 P a g e

Appendix A: Acronyms EMPG EOC EOP GIS FEMA ICS IDA NIMS PDA PIO RDA SOG Emergency Management Performance Grant Emergency Operations Center Emergency Operations Plan Geographic Information System Federal Emergency Management Agency Incident Command System Initial Damage Assessment National Incident Management System Preliminary Damage Assessment Public Information Officer Rapid Damage Assessment (Windshield Survey) Standard Operating Guidelines 11 P a g e

Appendix B Sample Resolution Declaration Resolution Declaring a State of Emergency WHEREAS the impacted the population of County and its cities; and WHEREAS the event has caused a significant amount of public property damage; and WHEREAS the County Department of Emergency Management requests the County Board of Commissioners to declare County in a STATE OF EMERGENCY for the event of 20 ; NOW, THEREFORE, BE IT RESOLVED, that the County Board of Commissioners declares County in a State of Emergency for conditions resulting from the event of (date). Adopted by the County Board of Commissioners this day of. 20. ATTEST: I,, County Administrator, hereby attest that the foregoing resolution was duly adopted by the County Board of Commissioners on the day of, 20. County Administrator 12 P a g e