Region 6 Disaster Response Workshop

Region 6 Disaster Response Workshop

DPS Regional and COG Boundaries

Texas Division of Emergency Management

State Management Team DPS Asst. Dir Public Information Officer SOC Manager Deputy SOC Manager Executive Asst. FEMA Liaison SOC Manager Asst. Operations Section Coordinator Deputy Ops Planning Section Coordinator Deputy Plans Logistics Section Finance Section Coordinator Emergency Svc. Branch Infrastructure Branch Human Svc Branch Resources Unit Ldr. Intake Vetters Time Unit TFS TXDOT DSHS Situation Unit Ldr. Warehouse Procurement TTF-1 TP&W DIR PUC CCG TDEM HHSC Radiant Documentation Unit Ldr. Demobilization Unit Ldr. Coach Fuel DPS TPASS DPS TCEQ TMF Web EOC Pvt. Sector Cost Unit Leader Coms Unit CAP TMF VOAD Weather Food Unit TMF PWRT TAHC Hurricane Planner Supply U/L RRC TEA OAG UTCR/GIS FEMA GLO DFPS TDCJ LE CIKR Recovery Unit TDCJ COE

Alternate Site SOC

SOC Battle Rhythm 12-Hour Operational Periods: 0630-1830 Battle Rhythm Posted on WebEOC Adaptable to H-Hour (Expected Onset of Hurricane Hazards)

SOC Battle Rhythm 2400: Statewide Conference Call 0730: Receive DDC Logistics/Resource Staging Area Situation Reports and IMT Status Check Reports 1000-1200: Regional Calls (as needed) 1030: State Coordinator Call 1200: Statewide Conference Call 1400: DDC Situation Reports & Regional Input for State Situation Report Received 1500: Receive State Agency Situation Report 1700: State Situation Report Due for Distribution

Texas Forest Service All-Hazard Incident Management 17 Type 3 Incident Management Teams (IMT) working under the direction of the Texas Forest Service Strategically located throughout the state. State IMT Coordinator located at the State Operations Center (SOC) during activation of IMTs to ensure coordination of deployed teams Trained to NIMS standards and qualified in a respective Command and General Staff position. Activated at the request of a Disaster District Chair (DDC) and assigned and reporting to the DDC. Assigned to assist and report to a local jurisdiction when requested by the local jurisdiction through the DDC.

Texas Forest Service Regional Incident Management Teams San Antonio Austin San Jac (Houston) South Plains (Lubbock) Permian Basin (Midland-Odessa) Metroplex (Dallas-Fort Worth El Paso Rio Grande Valley Golden Triangle (Sabine-Neches) West Central Central Texas (Williamson County) East Texas Amarillo Corpus Christi Wichita Falls (New) Bell County/Fort Hood (New)

State Regional Incident Management Teams Amarillo South Plains Wichita Falls El Paso Permian Basin West Central Metroplex East Texas Bell County/Fort Hood Central Texas Golden Triangle San Antonio Austin San Jac Corpus Christi Established Team New/Startup Team Rio Grande Valley

Texas Forest Service All-Hazard Incident Management Disaster District Chair (DDC) Support - PLANNING Responsible for check in and staging of all state resources reporting to or working in the DDC area of operations. Responsible for planning operations at the DDC to include the development of an Incident Action Plan (IAP) for the DDC. Responsible for the preparation and submittal of the DDC situation reports.

Texas Forest Service All-Hazard Incident Management Disaster District Chair (DDC) Support LOGISTICS Establish and maintain resource ordering for the DDC. Track the receipt, assignment and return of all equipment ordered by the DDC. Operate Logistics Staging Sites and/or Resource Staging Areas as directed by the DDC.

Texas Forest Service All-Hazard Incident Management Local Jurisdiction Support - PLANNING Assist with check in and staging of all state resources reporting to or working in the local jurisdiction area of operations. Assist with planning operations at a local Incident Command Post (ICP) or Emergency Operations Center (EOC) to include the development Incident Action Plans (IAP) and EOC Management Plans. Provide situational awareness to elected officials

Texas Forest Service All-Hazard Incident Management Local Jurisdiction Support - PLANNING Responsible for the preparation and submittal of the situation reports to the Disaster District Chair. - PUBLIC INFORMATION Assist with Public Information requirements to include preparing news releases and establishing Joint Information Systems (JIS) operating from a Joint Information Center (JIC).

Texas Forest Service All-Hazard Incident Management Local Jurisdiction Support - LOGISTICS Assist with establishing and maintaining a resource ordering system. Assist with the demobilization of state resources through the DDC and the State Operations Center that have been assigned to a local jurisdiction.

Texas Forest Service Q&A

Texas Evacuation Tracking Network (TxETN)

Texas Military Forces San Antonio 150 Personnel to the Support the Reception Center 20 Personnel to Support the installation of GPS on bus and ambulances

Texas Military Forces Victoria Evacuation Hub 20-30 personnel support Victoria Community Center to evacuate 1000 citizens (ETN will be use)

Staging Areas State Logistics Staging Sites San Antonio Lufkin DDC Staging Areas State Provided Personnel, Equipment and Supplies to check in at DDC staging area for accountability. DDC Staging staffed by IMTs who report to DDC.

DDC District Disaster Chairman Receives requests (STAR) for state assistance from local governments or other state agencies responding to emergencies Coordinates the state s responding agencies within their District (36 State/Volunteer Org.) Forwards requests to the State Operation Center (Austin), if local assets are not available Provides Direction & Control for state, federal, & out-of-state resources dispatched to the District, and monitors the use of resources. Prepares operational plans for the evacuation of geographical areas, coordinating with local governments to facilitate the flow of evacuees and emergency responders into the affected areas. -This Plan is known as the Traffic Management Plan (TMP)

Traffic Management Plan PURPOSE A. Formally establish a coordinated strategy for the direction and control of evacuation traffic during times of emergencies. B. Delineate the separation of routes from the coastal counties. The primary routes are IH 37, US 181, TX 239 and US 77A for Nueces County; US 87, TX 35 for Calhoun County. C. Designated evacuation routes in order to limit the number of routes that cross each other, requiring traffic control.

Traffic Management Plan PURPOSE (continued) D. Specify assignments for law enforcement control at designated locations. The Texas Department of Public Safety and the Texas Department of Transportation, with the assistance of local law enforcement agencies, have identified major evacuation routes and choke points within each Disaster District. E. Improve traffic control and promote an orderly movement of vehicles to the northwest and west in a manner consistent with existing local evacuation plans.

Hurricane Timeframe The following is a BASIC timeline to major events in the order that they should occur in preparation for an approaching hurricane. The timeline is a guide, but due to the fact that most hurricanes do not follow timelines, it can be modified at some key areas for a rapidly developing storm. H-hour Onset of hazards, when the outer bands of tropical storm force winds or storm surge strike the coast.

Evacuation Timeline H-120 SOC begins monitoring-weather service coordination, Fuel Groups, Texas Military Forces, Shelter HUBs availability checked, Contracts for buses, ice, water, vendors, ambulances alerted H-96 Bus contracts activated, TEA alerted-sheltering, Special Needs identified,/update 211, Status of Special Needs (medical) shelters, PSAs to media, designation of areas for response teams, Evacuation routes checked, Staging of Fuel Trucks/Fuel Plan begins H-84 Shelter HUBs notified H-72 Shelter availability, Evacuation Routes readied for TFLs, Bus/Ambulance assembly areas commence

Evacuation Timeline-continued H-60 Special Needs Evacuation begins/state Hospitals Highway Patrol-Additional personnel to support general evacuation or contra-flow are requested (300 additional Troopers depending on location) H-48 Final Preparations for General Population Evacuation-Fuel movements made, tankers positioned, water pre-positioned, comfort stations set up/supplied, Contra-flow decision made.

Evacuation Timeline-continued H-40-Contra-flow personnel/equipment in place if needed, timing is flexible depending on projected landfall H-36-Coastal evacuation is underway, support services in place, Motorist Assistance vehicles in operation, comfort stations open, Re-entry teams/equipment pre-positioned. Confirmation on schools in strike-zones closed, PSAs giving instructions on evacuation, donations, and storm status H-24-Clear evacuated areas of stranded citizens, All CARE facilities in strike zone evacuated, Continue to monitor evacuation routes

Evacuation Timeline-continued H-12-Continue to monitor evacuation routes, project end time of traffic movement H-0-All personnel/equipment in safe areas for landfall Presidential Disaster Declaration submitted. The preceding is a brief synopsis of an extensive amount of preparation and actions taken prior to the landfall of a major hurricane. The purpose of this is to give the viewer a sense of the preparation that is needed and has been done to have a successful evacuation in the event of a major hurricane.

Key Points Fuel Availability-Fuel will be pushed to the designated evacuation routes. TDEM-Fuel Team Comfort Stations-are provided along designated routes under the direction of TxDOT Security on routes-provided by Texas Highway Patrol, local Law Enforcement- and will include aircraft HEROs/Courtesy Patrols/MAPS-etc.-will be available along designated evacuation routes Wreckers-are under contract on designated routes to remove vehicles from the roadway-txdot

Contra-flow When will contra-flow happen? When conditions merit the immediate evacuation of a strike area or the intensity of the hurricane is high. As IKE demonstrated, it can be a low intensity hurricane, but due to its extreme size can produce a very high storm surge. Strike location will also be a major factor. Decision time will be around 48 hours prior to landfall. When contra-flow is put into action, there will be disruption of traffic on some roadways. For instance-during contraflow, IH 10 will be Westbound traffic only, with US 90, US 90A, being the largest Eastbound roadways to the Houston area. IH 37 will be Northbound traffic with US 181, US87, & SH 16 used for Southbound flow. When the regular highway system can handle the traffic load, contra-flow will end.

Contra-flow Contra-flow is very disruptive to normal traffic flows, makes it difficult to bring equipment, vehicles and supplies to the affected area. It is extremely manpower intensive, using manpower from local agencies, Highway Patrol, Texas Department of Transportation, etc. for up to 36 hours. Those agencies involved are still expected to perform their normal duties at the same time. Therefore the decision to enact contra-flow must be balanced over the gains and losses in the areas affected.

Texas Animal Health Commission (TAHC) Because livestock and poultry health matters Role of TAHC Why plan for animals Community Planning resources Shelter and Evacuation

TAHC-What we do Lead state agency for: Coordination of any animal issues during disasters Livestock & poultry disease response Coordinate animal response team of state, federal agencies, and industry partners USDA-VS, USDA-AC, TDA, AgriLife, A&M and others Partnerships with livestock industry (i.e.: TSCRA, ICA, TPF, TCFA, TAD, TPPA)

TAHC-What we do Coordinate state-level response to animal-related resource requests Deploy ICS-trained TAHC personnel & Texas A&M Veterinary Emergency Team Pet sheltering support (via A&M VET, TDEM, NGO contacts state & national) Donations, hay & feed w/ AgriLife & TDA

TAHC Why planning is important PETS Act and HB 88 Definition of household pets & service animals Animal issues are people issues Need to educate all responders

TAHC-What communities can do Develop animal issues committee plans Locate resources at: http://www.tahc.state.tx.us/emergency/localplanning.html Link animal responders to emergency management Resources request animal related resources just like anything else!

TAHC What Communities can do EVACUATION: How to do evacuation of pets? En-route considerations Communicate with pass-through and sheltering jurisdictions Use Evacuation CARP for more considerations

TAHC What Communities can do SHELTER: Pet friendly vs. animal only Care of animals ID & returning home Planning with NGO Work with evacuating communities!!! Use Shelter CARP for more considerations

TAHC What Communities can do Work with local non-profit to help find resources Pre-plan to identify and address gaps Educate the public! http://www.tahc.state.tx.us/emergency/localplanning.html

TAHC Contact: Amanda Bernhard, EMC Amanda.bernhard@tahc.state.tx.us 512-719-0792 OR TAHC Regional Director/Supervising Inspector Contact information located at: www.tahc.state.tx.us

Medical Evacuation Jeffrey Hoogheem DSHS Eric Epley - STRAC 46

Agenda Medical Evacuation Basics Facility Evacuation Evacuation Triage Teams Medical Incident Support Teams (MIST) Medical Transportation Staging Medical Transportation Resources Medical Transportation Triage Process Summary 47

MEDICAL EVACUATION BASICS 48

Medical Evacuation In the past (prior to 2010) medical evacuees were evacuated to multiple locations across the state of Texas. We now plan to consolidate Medical Sheltering in San Antonio. 49

Population Definitions General evacuees: Ability to function independently each day. Evacuee may or may not have disabilities, functional or access needs including minor medical care Medical evacuees: Require skilled medical care and are people that may or may not have disabilities, functional or access needs. 50

Medical Evacuation Basics Identification of medical evacuee is critical at embarkation hub Reduce time on road Medical evacuees arrive at the correct destination San Antonio Reduces evacuee being moved twice 51

FACILITY EVACUATION 52

Facility Evacuation 1. Evacuating hospitals requesting evacuation assistance will complete the Patient Movement Request form and forward to their respective EOC. 2. EOC Staff (Medical Branch or MOC) will review forms and determine if evacuation mission can be carried out utilizing local resources. 53

Facility Evacuation (cont) 3. If local resources are not adequate, the EOC must request additional resources through the normal resource request process through the DDC to the State Medical Operations Center (SMOC) 4. The SMOC will request appropriate resources (air or ground) and coordinate provision of resources back through the DDC 54

Medical Evacuation ROG 55

EVACUATION TRIAGE TEAMS 56

Mission Overview To provide support to coastal jurisdictions with trained personnel support to properly triage evacuees for: Transportation needs Shelter Placement 57

Goal To integrate with local jurisdiction triage personnel and assist with triage To determine if an evacuee needs: Medical Shelter General Population Shelter To determine if an evacuee needs: Accessible Transportation Medical Transportation 58

Team Configuration One Task Force (TF) Leader Coordination with DDC Coordination with Local EMC Coordination with BCFS in San Antonio Multiple Strike Teams per TF Strike Teams assigned to Evac Hubs 3-6 Person Team 1 Team Lead

MEDICAL INCIDENT SUPPORT TEAM (MIST) 60

MEDICAL TRANSPORTATION STAGING 61

MEDICAL TRANSPORTATION RESOURCES 62

School Bus Medical School bus Medical supplies Medical personnel 63

Para-Transit Vehicle Medical support provided by the person s caregiver Capacity varies from 1 person up to several people 64

Coach Bus - Medical Medical crew of 2-4 personnel Basic medical supplies AED Oxygen carried by individual patients 65

AMBUS Medical crew of 2-4 personnel Medical supplies and equipment Specialty ambulance 66

Ambulance 2 Crewmembers 2 Patients Medical supplies and equipment Oxygen on board 67

Air Ambulance 68

Small Air Assets 69

Large Air Assets - TxMF 70

Large Air Assets - NDMS 71

MEDICAL TRANSPORTATION TRIAGE 72

Transportation Triage MOBILITY IMPAIRED? (person using wheelchair) No Yes NEED MEDICAL CARE? Yes No PARA-TRANSIT VEHICLE Equipped to transport Wheelchairs. IS MEDICAL TRANSPORTATION REQUIRED TO EVACUATE? Daily dependence upon caregivers but traveling alone? Require medical support or monitoring? Have extensive needs other than a wheelchair? Recent rapid onset of fever or illness? Recent hospitalization or surgery? Mental Health issues No to ALL REGULAR BUS Typical over the road Bus used to transport people. Yes CAN PERSON TRAVEL SEATED? No Yes MEDICAL BUS Equipped with medical staff, equipment and supplies to provide for basic needs. Does person require medical oxygen at greater than 4 liters per minute? Does person require continuous cardiac monitoring? Does person require continuous IV medications requiring Monitoring? ( to keep open IV s, peg tubes or vitamin drips Do not fit this category). Does person have orthopaedic injuries requiring appliances Or other acute medical condition(s) that prohibit patient from Traveling on alternative method of transport? No to ALL Yes LITTER BUS Equipped with medical staff and basic supplies to transport person needing litter. AMBULANCE 73

Transportation Triage DSHS Website www.dshs.state.tx.us FNSS Toolkit www.preparingtexas.org 74

SUMMARY 75

Summary Medical evacuees to San Antonio Facility evacuation assistance starts at the EOC Evacuation Triage Teams to assist with identifying Medical Evacuees Transportation Triage Tool on DSHS Website or Preparingtexas.org. 76

QUESTIONS? Jeffrey Hoogheem Texas department of State Health Services jeff.hoogheem@dshs.state.tx.us (512)563-4455 77

SOC Hurricane Ops Timeline

Major Timeline Requirements SOC Identifies Potential Threat National Weather Service Coordination Assess H-Hour (Arrival Time of Hazardous Conditions, Tropical Storm Force Winds) Issue Initial Advisories: TDEM Staff DDC Chairs and Regional State Coordinators State Emergency Management Council Agencies Procurement Entities and Contingency Contracts Private Sector Partners SOC Email Messages

Major Timeline Requirements Establish Battle Rhythm Shift Hours (0700-1900 1900-0700) Conference Calls Create Incident in WebEOC Request San Antonio DDC/ARCC Activation Activate Bus, EFSS and Fuel Contracts PTP Shelter Coordination Request Support Early

Major Timeline Requirements Confirm Shelter Locations and Prepare for Guests Evacuation of Medical patients followed by Gen. Population Register Evacuees report numbers to DDC Prepare for Return to Home Jurisdiction

Reimbursement for State Requested Support Do s and Don ts Shari A. Ramirez-MacKay Deputy Assistant Director Texas Division of Emergency Management Texas Department of Public Safety

Handouts Reimbursement Submittal Documentation Checklist State Reimbursement Forms TIFMAS Business and Deployment Guide

Government Codes Government Code Title Four, Executive Branch, Subtitle B. Law Enforcement and Public Protections, Chapter 418. Emergency Management Sec. 418.118. REIMBURSEMENT OF COSTS: STATE REQUEST OR FEDERAL DISASTER DECLARATION Added by Acts 2007, 80th Leg., R.S., Ch. 258, Sec. 1.07, eff. June 6, 2007.Added by Acts 2007, 80th Leg., R.S., Ch. 865, Sec. 1.07, eff. June 15, 2007

Government Codes The division may directly request the provision of mutual aid assistance from any local government entity participating in the system.

Government Codes The division shall administer all requests for reimbursement for costs associated with providing mutual aid assistance in response to a request made by the division for an incident resulting in the issuance of a disaster declaration by the president of the United States. A request for reimbursement made to the division must be made in accordance with procedures developed by the division.

Government Codes If the division requests the provision of assistance and the local government entity responds, the state shall reimburse the actual costs of providing assistance, including costs for personnel, operation and maintenance of equipment, damaged equipment, food, lodging, and transportation, incurred by the responding local government entity.

Disaster Response For TDEM reimbursement there are basically two types of disaster responses: All Hazards and TIFMAS. Both can be state funded and/or federally funded through a federal disaster declaration. All Hazards cover multiple events tropical storms, sheltering, hurricanes, tornados, floods, etc.

Disaster Response TIFMAS deployments are usually associated with Wildfires. TIFMAS response can also be an important piece of the All Hazards response. Although both types of response reimbursement requirements in many ways mirror each other, TIFMAS responses requirements do differ from the All Hazards reimbursements: labor, equipment, meal reimbursement, etc. TIFMAS has specific agreements in place that determine the final reimbursement requirements and costs.

Prior to Responding DO S Have proper approval from TDEM/SOC ICS 213 or 213RR and now the STAR (State of Texas Assistance Request) Accompanying list if blanket ICS 213/STAR A DPS/TDEM contract signed by proper DPS authority and Purchase Order A TPASS contract signed by the proper authority with an active Purchase Order

Texas Division of Emergency Management STATE OF TEXAS MUTUAL AID PARTNER REIMBURSEMENT SUBMITTAL DOCUMENTATION CHECKLIST

1) In State Mutual Aid Reimbursement Invoice showing amounts claimed for Force Account Labor, Force Account Equipment, Materials, Rented Equipment, Travel, and Contracts. Mobilize/demobilize orders Brief narrative of services and tasks performed Contact Information

2) Force Account Labor Summary Record (Deployed and Backfill Personnel): Force Account Labor Summary Sheet - Accounting of each individual's daily hours spent on disaster work. Applicant s Benefits Calculation Worksheet employee benefit information. Copy of Overtime policy in effect at time of disaster Payroll database reports; to include all hours worked for periods involved, pay rates for Regular and Overtime hours, by individual employee. Time sheets showing all hours worked during the pay periods involved. Work Schedules and/or Shift Calendars, if work schedules are other than Mon-Fri, 8hr/day.

3) Force Account Equipment Summary Record (equipment owned by applicant) Description including type, make, model, hp, TIFMAS "E" number, etc. Operator for each piece of equipment. FEMA cost code Daily hours used or mileage (provide maps, fleet logs, etc. to support mileage.) Provide a description of what the equipment was used for (attach a separate sheet if necessary.)

4) Materials Summary Record Invoices must include the vendor, purchase date, and provide detailed itemization with per unit cost. Provide a description of what the purchased item was used for. Attach copies of itemized receipts for all claimed expenses (affix small receipts to 8.5"x11" sheets and in order as listed on Materials Summary Record.) Please edit for reimbursement eligibility. Examples of ineligible costs include; alcoholic beverages, tips, and personal hygiene items. If materials were purchased and not used could they have been returned for credit? Contract Services - include proof of competitive bid when applicable, copy of contract, proof of payment.

5) Travel Summary Record Invoice/Receipt should show: Vendor Transaction Date Amount Food and Beverages Itemized (credit card receipts with only a total are not acceptable) Name of Diner(s) Affix small receipts to 8.5"x11" paper, in employee and date order "Other" costs might include airfare, tolls, parking, etc. Copy of travel policy in effect at time of event, unless following State Travel Guidelines.

6) Rented Equipment Summary Record Invoice/Receipt should show: Vendor Transaction Dates Detailed itemization with per unit cost A description of what the equipment was used for (attach a separate sheet if necessary.)

7) Contract Work Summary Record Invoice/Receipt should show: Vendor Transaction Dates Detailed itemization with per unit cost A description of what services were provided by contracted parties. Include a copy of the Contract, Memorandum of Understanding, Purchase Orders, or other documents that outline conditions, terms and rates for services. All pre-existing procurement rules must be adhered to. Terms and rates must be reasonable.

Operational period Once checked into the incident, resources work on shifts and staged operational periods. All resources are paid for those hours whether they are dispatched from staging or not. If needed after the operational period ends, resources can be called back and dispatched on initial attack. These hours are reimbursed and should be documented on the Crew Time Report (for TIFMAS) or Sign In Sheet (for All Hazards).

Hourly rate of reimbursement The rate of reimbursement is determined by the local jurisdiction. TDEM will reimburse the local jurisdiction at the employee s normal hourly rate with benefits which is normally received in their home jurisdiction, including overtime per local policy.

DO S During the Response Tax exempt forms (Gov agencies/charitable organizations Retain itemized receipts Travel (meals, lodging, fuel, air travel, etc.) Equipment & rentals Supplies & materials Rent equipment and storage needed to perform duties Use local vendors for rental needs Request/obtain TDEM approval for questionable items Keep a journal or narrative of work performed

DON TS During the Response Utilize entities on the Texas Debarred Vendor List or the Federal Excluded Parties List System Purchase equipment that can be rented or make excessive purchases Rent items on a long-term contract or lease agreement Purchase a building for storage space

During the Response DO S Sheltering Maintain a daily list/count of evacuees Keep a log of meals served Track/log TX evacuees separately from out of state evacuees City/County issued ICS 213/STAR Know what shelters are in your jurisdiction Provided updated shelter capacity to TDEM Inform TDEM of new shelters immediately

During the Response DON TS Sheltering Distribute gift cards to shelterees Give shelterees money that can t be tied to an expenditure Shelter individuals without minimum information (full name, city, and state of residence)

During the Response DO S Sheltering Maintain detailed shelter work log of employees working the shelter Track equipment usage while employed in shelter Keep a detailed record of all supplies expended during shelter operations Use evacuee insurance to purchase prescription medication

Requesting Reimbursement DO S Disseminate proper reimbursement procedures to (sub)contractors/vendors Organize reimbursement documentation Include invoice/summary with your request Provide a narrative of duties performed Use proper equipment codes and rates for the invoiced response/disaster

Requesting Reimbursement DON TS Submit a disorderly documentation without clear indication of requested reimbursement/invoiced amount Neglect to include necessary contact information Combine documentation for different disasters/responses into one large request

Requesting Reimbursement DON TS Submit for debris removal or damage Seek reimbursement for non TDEM/SOC directed response/activities Direct your (sub)contractors/vendors to contact or invoice TDEM directly Invoice with the usage rate for equipment, mileage, and fuel

Requesting Reimbursement DO S Submit TIFMAS, PWRT, MCU, EOC, and shelter reimbursement request separately Include 213/STAR, purchase order, and/or contract in packet Maintain a copy of what you submit Invoice for exact expenditures Itemized receipts Proof of payment

Requesting Reimbursement DO S Include payroll/overtime policy when requesting reimbursement for labor Include POs, contracts and/or MOUs for (sub)contractors Shelter: Submit one invoice for all shelters under hub

TIFMAS Response All reimbursement is authorized and funded through TDEM. Read and thoroughly understand the TIFMAS Business and Mobilization Procedures. Regularly assigned local jurisdiction duty shift hours during deployment will be paid at regular pay. Volunteer Fire Departments will be reimbursed at a rate of $12 per hour per firefighter. Non duty hours worked on the incident will be paid at jurisdiction overtime rate, only for hours worked.

TIFMAS Response Will pay for mobilization time to incident and demobilization time to home base. Backfill for personnel assigned to 24 hours shifts will be paid at jurisdiction overtime rate After initial attack operations TIFMAS will adhere to the National Standard of a 2:1 work/rest ratio. A minimum staffing policy must be in place prior to activation in order to be eligible for backfill costs. TIFMAS does not reimburse portal to portal.

Meal Reimbursements All deployed TIFMAS personnel are required to indicate at least one 30 minute meal break for each operational period assigned. This should be marked on the daily crew time report for each person. This is not optional. Meals will be reimbursed at a rate not to exceed $46 per day. - Deployed before 10:00 a.m., will receive full day s meal reimbursement - $46. - Deployed before 2:00 p.m. but after 10:00 a.m., will receive a partial day s meal reimbursement - $36 - After 2:00 p.m., will receive a day s partial reimbursement - $22

Lodging for Deployed Resources All resources should arrive at the incident self sufficient for the first 72 hours. If lodging is required different options are available: Lodging or hotels are secured and paid for through the incident. The Logistics Section manages this and no further action is required. If a department secures a hotel room with a department credit card they will be reimbursed at the end of the incident with meals and other costs. The department should provide a copy of the credit card statement showing the lodging costs. An individual can secure multiple rooms on their department card for all members of the strike team. In this case the paying department will seek reimbursement for all rooms by providing a copy of the card statement. The department will be reimbursed, not the individual.

Equipment Typing and Reimbursement Rates for TIFMAS As of December 1, 2011 TIFMAS will only reimburse for vehicles (Equipment) using an hourly rate identified in the TIFMAS Business Manual. TIFMAS will not reimburse per mile nor accept any reimbursements based on mileage. For all equipment mobilized under TIFMAS refer to the charts located in the TIFMAS Business Manual for equipment/vehicle typing and the approved hourly rate. If the personnel assigned to the vehicle are on the clock the vehicle is considered to be on the clock. Equipment reimbursement rates include all fuel costs.

Equipment Typing and Reimbursement Rates for All Hazards Will reimburse using hourly rates based on FEMA codes TDEM will reimburse per mile If personnel assigned to the equipment are on the clock, the vehicle is considered to be checked in. Equipment reimbursement rates include all fuel costs.

Reimbursement Timeline - TIFMAS Meeting the 90 day goal of reimbursement: Fire Departments should submit reimbursement packages within 30 days after deployment If reimbursement package is approved at the end of 60 days (first audit) 50% of reimbursable amount will be funded and disbursed through TDEM to local jurisdiction. On completion of first audit (goal of 60 days) the approved final package is sent to for a second audit and approval of final 50% payment.

Questions? Funds Management Section Disaster Response Reimbursement Information Line 512 424 7607 Fax 512 424 7584 Email tdem_reimbursement@dps.texas.gov Website http://www.dps.texas.gov/dem/ Shari A. Ramirez-MacKay Office 512 424 2434 Blackberry 512 461 8952 Fax 512 424 2444 Email shari.ramirez-mackay@dps.texas.gov

Texas Evacuation Tracking Network (TxETN)

TEXAS MASS CARE ESF VI EMERGENCY SERVICES FOR EVACUATION, HOUSING, BASIC NEEDS

SHELTER SHELTER *Local responsibility *Medical v- General Population *Staffing *Support Services *Repopulation Shelters *Point to Point (MOU)

*Preplanned *Scheduled *ETN *Medical First *Bus/Aircraft *Support Services *Local decision EVACUATION

*Feeding Task Force *First Responders *Shelters *Repopulation *State and National *Local Disasters FEEDING

*Blue Tarps *Bulk Water/Ice *VOADs *Spiritual Care *Animal Feed *FNSS *As Needed HUMAN SERVICES

Medical Sheltering Jeffrey Hoogheem DSHS 129

Agenda 1. Medical Sheltering Basics 2. Texas Statewide Medical Shelter Plan 3. Medical Sheltering by Evacuation Area 4. Selecting the Appropriate Shelter 5. Medical Shelter Resources 6. Summary 130

MEDICAL SHELTER BASICS 131

Medical Shelter Plan Basics Medical Shelters are primarily for high acuity evacuees (and caregivers) requiring skilled nursing care and constant medical oversight Identification of medical evacuee is critical at embarkation hub Reduce time on road Medical evacuees arrive at the correct destination Reduces evacuee being moved twice 132

Medical Shelter Plan Establish medical shelters in San Antonio and other selected cities, as required Evacuate medical evacuees to San Antonio first Evacuate medical evacuees to other selected cities, as necessary Establish/support medical shelters in other locations as necessary 133

Medical Support Considerations Local medical professionals Access to physician office or clinic Medical emergency- call 911 On-site clinical care Request DSHS Mobile Medical Team 8 teams currently rostered 134

TEXAS STATEWIDE MEDICAL SHELTER PLAN 135

State Support State supported medical sheltering is primarily focused on evacuees who are transported on state transportation resources through coastal evacuation hubs 136

Medical Evacuation In the past (prior to 2010) medical evacuees were evacuated to multiple locations across the state of Texas. We now plan to consolidate Medical Sheltering in San Antonio. 137

Medical Shelter Plan Advantages of consolidating medical sheltering in San Antonio Consistent levels of care Consolidation of resources Access to significant medical system in a major city Ability to allocate resources properly to best support the population including: transportation assets, hospital beds, pharmaceutical caches, medical equipment caches etc. 138

MEDICAL SHELTERING BY EVACUATION AREA 139

Medical Sheltering Proposed Plan SE Texas Evacuation Area San Antonio 5000 primary Tyler 200 primary Tyler/Marshall 400-600 additional 140

Medical Sheltering Proposed Plan Houston/Galveston Evacuation Area San Antonio 5000 primary Austin 250 additional Bryan/College Station 450 additional 141

Medical Sheltering Proposed Plan Matagorda and Corpus Evacuation Areas San Antonio 5000 primary Austin 250 additional Bryan/College Station 450 additional 142

Medical Sheltering Proposed Plan Lower Rio Grande Valley Evacuation Area Laredo 450 primary San Antonio 5000 primary Austin 250 additional Bryan/College Station 450 additional LRGV Shelter Plan (Cat 1 or 2) 2 medical shelters 143

SELECTING THE APPROPRIATE SHELTER 144

Population Definitions General evacuees: Ability to function independently each day. Evacuee may or may not have disabilities, functional or access needs including minor medical care Medical evacuees: Require skilled medical care and are people that may or may not have disabilities, functional or access needs. 145

The Shelter Options 146

General Population Shelters Access to medical services Access to prescription medications Access to medical equipment May or may not be provided on site 147

Medical Shelters Medical staff on site Medical equipment and services on site Access to prescription medications, may or may not be provided on site 148

Medical Support to Shelters Jurisdictions that provide sheltering (pt to pt, hub cities, drive-ups) should have capacity to provide medical services Medical services to general population shelters Establishment of a medical shelter 149

General Population Shelter Placement Individuals who are able to meet their daily needs either by themselves or with a caregiver and may require some assistance with activities of daily living 150

General Population Shelter Placement Some examples include people that are: Dependent on medical oxygen Mobility disability /self ambulating with or without DME, including wheelchair Deaf or hard of hearing, blind or low vision with or without a service animal Diabetic, insulin dependent/diet controlled People with no disabilities, functional or access needs 151

Medical Population Shelter Placement Individuals who require active monitoring, management, or intervention by a medical professional to manage their medical condition 152

Medical Population Shelter Placement Some examples include people who are: Hospice patients Ventilator patients Tracheotomy which requires suctioning Extensive wound management requiring a sterile environment or suctioning Requiring isolation due to infectious disease Dysrhythmia management Receive skilled nursing care at home Previously from a skilled nursing facility but have no access to a skilled nursing home/facility 153

Shelter Selection Process Triage personnel should do a rapid assessment to determine the most appropriate shelter placement option for evacuees Individuals requiring skilled medical care will go to medical shelters Some evacuees with lower acuity medical needs can go to general population shelters but may have a choice of a medical shelter 154

Shelter Selection Process Triage personnel should provide information to the individual about the type of shelters and services available in each If the individual does not require skilled medical care but still meets medical shelter placement criteria then the individual will make an informed decision regarding his or her own placement 155

156

MEDICAL SHELTER STAFF & RESOURCES 157

Medical Shelter Push Pack Support 100 Patients 3 Pallets Includes items such as: General Medical Supplies Sharps Containers O2 Masks & Regulators Pillows/Blankets/Towels Diapers Flashlights OTC Medications

Shelter Infection Control Kit N95 Respirators Surgical Masks Non-latex Gloves Hand Sanitizer Disinfectant Wipes Tissues Alcohol Wipes Exam Gowns

Contracts BCFS Pharmacy Medical Staffing Medical Doctors Physicians Extenders (NP, PA, etc) Nurses EMTs/Paramedics Other Medical Specialties

SUMMARY 161

Transitional Planning No longer using categories 0-5 Two types of evacuees Medical evacuee General evacuee For Transition Planning: 0-3 probable gen pop shelter 4 medical shelter 5 institutional facility 162

2012 Transitional Planning Jurisdictions with pt to pt and Hub areas Primarily focused on general evacuees Chronic and minor medical conditions in general shelters FNSS support in gen pop shelters Access to medical services in gen pop shelters 163

QUESTIONS? 164

165

Region 6 Disaster Response Workshop Day 2

ReEntry Now They Are Coming Back!

ReEntry Purpose: To promote and facilitate the timely reentry of essential response and recovery personnel, governmental officials, business owners, property owners, media, etc., to speed up recovery efforts for the affected jurisdictions. This is usually done in three phases: Phase 1 Responder Reentry-Police/Fire/Medical/SAR Teams Phase 2 Limited Reentry-Major Safety Hazards Removed/EMS, Fire, Police Resources available/government Function/Some infrastructure restored (water/power/gas/sewer), Business Owners, Debris Teams, Insurance Adjusters Phase 3 General Return-Populace/visitors

Phase 1: Responder ReEntry Law Enforcement / Road Crews Search & Rescue Teams / Medical Teams Fire Service Units State Emergency Response Teams Utility Company Personnel tasked with hazard removal / Public Works Teams Mass Care Providers State and Local Emergency Management Personnel Media Representatives (May Require Escort) Support for above Equipment & Personnel

Tony Alotto Statewide Director Ken Olson Strike Team Leader

All-hazards Response

Traditional Response Search & Rescue Public Health & Safety Fire Protection Law & Order

What was Missing? Restoring Critical Infrastructure

Purpose Emergency Repairs to Critical Infrastructure Public Works Damage Assessment Public Works Resources People Equipment Materials

Minimum Requirements To Enable Citizens to Return Home: Life Safety Water Shelter Food

Team Members Technical Specialist Experienced Professional Leadership Skills Administrative Skills Planning Skills Organizational Skills Critical Infrastructure Knowledge

Resource Teams Individual Technicians Fully Integrated Team Specialized Repair Crews Operators and Equipment

Issues Worked Electrical Issues Water/Wastewater Inspections Streets/Roads Flooding Logistics

TxDOT s Role in Disaster Response Gilbert Jordan TxDOT Emergency Management Coordinator

Phase 2: Limited ReEntry Major safety hazards eliminated from re-entry areas EMS and basic Fire Protection Service available Utilities and fuel may be limited or unavailable Local officials may consider curfews Limited access to the disaster area is allowed to residents, business owners, and operators Commercial vehicles deliver essential supplies Disaster Relief Personnel and Insurance Agents Contractors and repair personnel begin debris cleanup and reconstruction

Phase 3: General Return Law enforcement officials should be notified prior to announcement, to deploy traffic control resources Most or all of disaster area reopened to residents, business owners, and operators Some hazards may remain in disaster area Scarcity of utilities and supplies may remain an issue Nighttime curfew may still be required Access to visitors should be prohibited if it would impede supply delivery and debris removal, or cause further scarcity of essential supplies

186

Texas Evacuation Tracking Network (TxETN)

MEDICAL EVACUEE REPOPULATION HOW TO GET THEM HOME Presented by Rick Bays

SITUATION The disaster event has ended and the Emergency Management directors in evacuated areas have authorized the return of citizens for part or all areas within their jurisdictions.

ASSUMPTIONS Medical evacuees may check out of shelters at any time but shelter residents are requested to follow check out procedures of the shelter. Ambulances and aircraft may not be immediately available for repopulation because of SAR support operations.

ASSUMPTIONS Critical infrastructure (power, water, telecommunications) is available in evacuated areas. Essential Care Services such as home health, hospitals, 911, DME providers, dialysis, Meals on Wheels, pharmacy need to be available prior to return of medical evacuees.

MEDICAL EVACUEE REPOPULATION CONCEPT OF OPERATIONS DDC in affected areas, through the DDC MOC, should work with local jurisdictions and essential care providers to assess availability of critical care services.

Medical evacuees will receive a medical assessment at the shelter and cleared to return to their evacuated area. Medical assessment includes: Medically stable for transportation Type of transportation needed Availability of infrastructure Essential care services needed Destination location

General evacuees accompanying Medical evacuees should repopulate together when possible. Medical transportation assets should be requested from the DDC in sheltering areas. May have transportation assets available If no transportation, contact SOC/SMOC Late day/night medical transports are strongly discouraged.

Repopulation of Medical evacuees in hospitals will be coordinated between sending and receiving hospitals. Transportation may be available by hospital Hospitals request transportation assets through local EMC to DDC to SOC/SMOC

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF DSHS Through SMOC coordinate and prioritize all medical repopulation efforts. Deploy M-IST to DDC MOC to assist with transportation assets, staging and demobilization. Assist with continuing medical shelters if medical evacuees cannot return to home.

Coordinate and manage medical transportation assets. Perform individual medical discharge assessments of medical evacuees. Through MOC, validate critical infrastructure and essential care services available.

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF EVACUATING AREA DDC Coordinate requests from evacuating jurisdictions for repopulation of residents. Coordinate assessment of critical infrastructure and essential care services in evacuated areas and communicate information to sheltering DDC and SMOC. Submit unmet medical transportation needs requests to SOC/SMOC.

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF SHELTERING AREA DDC Coordinate the organized repopulation of multiple jurisdictions to maximize use of transportation resources. Coordinate and schedule medical transportation assets for repopulation.

Coordinate with evacuating area DDC for all repopulation efforts. Communicate information to sheltering jurisdictions and SOC/SMOC.

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF EVACUATING JURISDICTION Authorize repopulation. Determine availability of critical infrastructure. Coordinate departure and arrival times with sheltering jurisdictions. Provide transportation assets when possible.

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF SHELTERING JURISDICTION Coordinate medical transportation needs with DDC. Ensure Medical evacuees are medically stable for transport and essential care services are available.

When possible, provide food and water for evacuees during transport. Coordinate departure and arrival times with evacuating jurisdictions.

Questions?

205

GENERAL REPOPULATION

ASSUMPTIONS Evacuees should be returned to their home communities as soon as possible. Basic utility and emergency services should be available prior to requesting evacuee return. Some services might NOT be fully reestablished prior to the return request for General Population evacuees. Home Health Care Meals on Wheels Pharmacies Dialysis Centers

ASSUMPTIONS General population evacuees will include individuals with functional and access needs. The opportunity to return to reopened communities cannot be denied due to an evacuee s functional and access needs.

GENERAL REPOPULATION CONCEPT OF OPERATIONS State-provided repopulation transportation must be requested through the sheltering jurisdiction s DDC. Smaller jurisdictions should share transportation resources to maximize effectiveness of available vehicles.

GENERAL REPOPULATION RESPONSIBILITIES OF EVACUATING AREA DDC Coordinate repopulation requests from evacuating jurisdictions in their District. Coordinate critical infrastructure and essential care service assessments of evacuated areas, and communicate to the sheltering DDC. Submit unmet transportation requests to SOC.

GENERAL REPOPULATION RESPONSIBILITIES OF EVACUATING JURISDICTION Provide a liaison to the sheltering jurisdiction, when possible. Request repopulation. Determine availability of utility and emergency services. Coordinate departure and arrival times with sheltering jurisdictions. Provide transportation assets, when possible.

MEDICAL EVACUEE REPOPULATION RESPONSIBILITIES OF SHELTERING AREA DDC Coordinate transportation assets for the simultaneous repopulation of multiple jurisdictions. Submit unmet transportation needs requests to SOC.

GENERAL REPOPULATION RESPONSIBILITIES OF SHELTERING JURISDICTION Coordinate transportation with their DDC. When possible, provide food and water for evacuees during transit. Coordinate departure and arrival times with evacuating jurisdictions. Coordinate the return of companion animals.

214

Disaster Recovery TDEM Preparedness Workshop

Authorizes State Assistance to supplement the efforts of local governments. Chapter 418 of Texas Government Code Authorizes Federal Assistance to supplement the efforts of State and local governments. 44 Code of Federal Regulations

Getting Started You can t help a person, unless you know what their needs are. This is where an assessment begins

Types of Assessments Site Windshield Rapid

Rapid Assessment Immediately following the event Life safety (search/rescue, evacuation, injuries) Humanitarian (food, water and shelter) Lifelines (utilities and transportation) Critical facilities (medical, emergency) Establish parameters for assessments

Windshield Assessment Concurrent or after the rapid assessment Drive by affected areas Count and categorize damage Quick if accessible Good for moderate to large disasters

Site Assessment Primary method for infrastructure / SBA assessment Slow and resource dependent

Residential Damage Assessments Damages account for residential and business losses in the categories of: Damage Number of homes that are insured, uninsured, owned and rented Preliminary damage assessments are led by a local representative. If a State request is made, local teams by be joined by a state partner and by FEMA and/or SBA depending on scope of disaster.

Affected Structure has received Minimal damage and is habitable without repairs.

Minor Structure is damaged and is uninhabitable, but may be habitable within 30 days

Major Structure has sustained significant damages to either walls, floors, or roof but still structurally sound

Destroyed Structure has sustained a total loss or damage to an extent that repairs are not economically feasible

Infrastructure Damage Assessments Teams will review losses in the following areas: Debris Removal Emergency Protective Measures Roads and Bridges Water Control Facilities Buildings and Equipment Utilities Parks, Recreational Facilities and other items.

Assessments In addition, Preliminary Damage Assessments (PDAs) are used to document the following: Assess and define the magnitude and severity of the disaster Determine the impact of the disaster on the community s ability to recover Identify critical response and recovery needs Is help needed? If so, what is needed Information collected is used to qualify locals for state and federal assistance!

After Assessments... Think about other considerations

Recovery Considerations 1. What is the impact on the tax base? If a large number of homes and businesses are destroyed, they may have to be removed from the tax rolls, severely restricting income for both short and long-term recovery periods. 2. Budget Status Does the jurisdiction s budget have sufficient funds to make needed repairs to public property? If not, can the jurisdiction reprioritize non-disaster related projects and use those funds to recover?

Recovery Considerations 3. Volunteer Agency Availability Can local charitable organizations take care of the needs of families whose homes are damaged? 4. Status of Utilities Are basic utilities operational? Priority must be given to repairing water and sewage facilities. Electricity must be brought online quickly too.

Recovery Considerations 5. Labor Force Are labor forces sufficient to handle all repairs in a reasonable amount of time?

Next Step Now that you ve completed your PDA, considered your options and determined you need help, it s time to request assistance.

Requesting Assistance

Request for Assistance Response Assistance Must be routed through the DPS led Disaster District Committee (DDC). Assistance can range from state agencies such as TxDOT for debris removal to voluntary assistance such as Salvation Army. Response Assistance is usually requested prior to local damage assessments. Recovery Assistance Must be routed through the DDC. Financial assistance can range from the Texas Department of Agriculture to the Federal Emergency Management Agency (FEMA)

Types of Declarations With all factors considered, a jurisdiction may receive one or several of these declarations: Local State Federal But how do locals begin the request process?

Local Documentation Counties must submit three documents to the state in order to request recovery assistance: 1. Disaster Summary Outline Breaks down damages and impacts. 2. Letter of Request from the county States effective recovery is beyond the county to recover. 3. Declaration of Disaster from county Demonstrates importance of event by local officials.

When going into this, we need help managing expectations

Managing Expectations It takes quite a bit of damage to get a FEMA declaration

Managing Expectations cont d For the President/FEMA to consider issuing a federal declaration, there are two primary thresholds for the State of Texas: Housing losses must be close to 800 homes/ businesses that are either destroyed or have major damage (according to 44 CFR) Infrastructure losses must exceed $33 Million However there are other federal considerations

Managing Expectations cont d Other considerations Amount and type of damage Impact on the infrastructure Imminent threats to public health and safety Impacts to essential government services Unique capability of Federal government Dispersion or concentration of damage

Managing Expectations cont d Level of insurance for homeowners and public facilities Assistance available from other sources State and local resource commitments from previous, undeclared events Frequency of disaster events over recent time period

So, What Do We Do? When we don t qualify for assistance under FEMA, we look at other options/programs. USDA NRCS TDHCA

What s The Process Don t go into a disaster figuring what assistance you will need. A good damage assessment will show what the needs are. None of the programs can make anyone whole again. All programs have to be coordinated by TDEM and formally requested.

Assistance without FEMA

Recovery Programs Texas Department of Agriculture Natural Resource Conservation Service Texas Department of Transportation Texas Department of Housing and Community Affairs Small Business Administration Voluntary Agencies US Department of Agriculture Farm Service Agency Infrastructure Individual (Housing & Business) Agriculture

Infrastructure Assistance Texas Department of Agriculture (TDA) Provides: Assistance: Eligibility: Infrastructure funding through HUD Eligible Community Development Block Grant Program (CDBG) activities Population - < 50,000 for cities and < 200,000 for counties. Requires jurisdictional sponsorship Specifics: Award is between $50,000 and $350,000 (The CDBG program was formerly part of TDRA.)

Infrastructure Assistance cont d Natural Resource Conservation Service (NRCS) Provides: Assistance: Eligibility: Specifics: Help jurisdictions to address erosion from drought, wildfires and flooding Infrastructure repair and debris removal located within watersheds Requires jurisdictional sponsorship Cost share is 75/25 match. Work must have not started in order to be eligible. TDA can generally assist with the local share.

Infrastructure Assistance cont d Texas Department of Transportation (TxDOT) Provides: Assistance: Eligibility: Specifics: Help to resurface roads following disasters Example - Recycled asphalt millings Cities or Counties Assistance is based on availability, and jurisdictions must come and pick up materials

Individual Assistance Texas Department of Housing and Community Affairs (TDHCA) HOME Program Provides: Assistance: Eligibility: Specifics: Housing rehabilitation, reconstruction, new housing and rental assistance $500,000 grants available to counties Assistance is for individuals and nonprofits but requires city or county sponsorship of non-participating jurisdictions Must meet low to moderate income requirements

Individual Assistance cont d Small Business Administration (SBA) Provides: Assistance: Eligibility: Specifics: Low-interest loans to recover from disaster events Up to $200,000 to replace real property Up to $40,000 to replace personal property Up to $2 million for business loss Individuals/families and businesses Loans limited to uninsured, SBA verified losses. Applicants must be located in counties included in an SBA declaration Must have loss of 25 or more homes with 40% uninsured loss

Individual Assistance cont d Voluntary Agency Liaison VAL Provides: Assistance: Eligibility: Specifics: Assistance to locals for coordination with organizations providing disaster services Works with community-based organizations and Texas Voluntary Organizations Active in Disaster (VOAD) Any citizen affected by disaster who needs to have basic mental, physical and household needs met A disaster declaration is not needed. Locals work with organizations and VOAD directly

Agricultural Assistance US Department of Agriculture Farm Service Agency Provides: Assistance: Eligibility: Emergency funding for farmers/ranchers Loans for physical or production losses Grants for certain agricultural damages Farmers operating /managing agricultural production at the time of disaster Specifics: Maximum assistance is $30,000

Programs Under a FEMA Declaration

Joint Field Office Facility where federal, state, local, and volunteer groups work together Unified command center of the disaster Not a physical location directly serving applicants Located in a state capital or near a disaster-affected area Widespread disaster may require satellite JFOs (Area Field Offices)

Disaster Recovery Centers (DRC) A DRC is a facility established jointly by FEMA and the State. Representatives from federal, state, local agencies, and voluntary organizations provide information to individuals, families, and businesses needing disaster assistance. *Opens within 3 days of declaration *Convenient for applicants *Check on status of application *Crisis Counseling on premises *Personal attention *Remain open as long as needed

Individual Assistance

Individual Assistance (IA) Individual Assistance programs provide assistance to individuals, families and business owners in declared disaster areas whose property has been damaged or destroyed and whose losses are not covered by insurance. The assistance may be in the form of loans, grants, temporary housing, tax relief, legal services, crisis counseling or unemployment assistance.

Individual Assistance (IA) Individuals & Household Program (IHP) Housing Assistance (HA) Other Needs Assistance (ONA) Small Business Administration (SBA) Loans Crisis Counseling Disaster Unemployment Assistance (DUA)

Housing Assistance (HA) Through the Individuals and Households Program (IHP) (Maximum for 2012 is $31,400) Provided as financial assistance or direct housing assistance and is 100% Federally funded (FEMA) Rental Assistance to Reimburse Hotel, Motel, and Lodging Expenses Home Repairs Home Replacement Assistance Housing Construction (remote areas)

Other Needs Assistance (ONA) Individuals & Households Program For necessary expenses and serious needs not met by insurance, loans or other forms of assistance $31,400 combined grant maximum for Other Needs (ONA) and Housing Assistance (HA) ONA Funding: 75% FEMA / 25% State

Small Business Administration (SBA) Loans SBA makes low-interest loans to homeowners, renters and businesses that were affected by the disaster Home - Up to $ 200,000 Personal Property - Up to $ 40,000 Business - Up to $ 2.0 million

Department of State Health Services (DSHS) Provides: Assistance: Eligibility: Specifics: Crisis Counseling Program Immediate mental health intervention to survivors and emergency service providers Formation of crisis counseling teams to assist individuals and groups Individuals and emergency workers located in a disaster area Assistance is provided on a limited basis

Public Assistance

Definition The Public Assistance Program is a program which provides funding on a basis to applicants who have suffered damages as a result of a Presidential disaster and whose damages are within an for Public Assistance. Funding under this program is limited to repairing / restoring damaged items / facilities to their and will only be provided once all have been exhausted.

PA Applicant Eligibility State agencies and authorities Local governments (Town, City, County) Certain private nonprofit organizations Indian tribes or tribal organizations

Categories of PA Assistance A. Debris removal B. Emergency protective measures C. Roads and bridges D. Water control facilities E. Buildings and equipment F. Utilities G. Recreational facilities and other items

PA Project Worksheet 1. Damage description and location list with actual or estimated costs 2. Scope of work necessary to repair disaster damage 3. Identifies all special consideration issues LIBRARY LIBRARY

Fire Management Assistance Grants

Fire Management Assistance Grant (FMAG) for fire response activities Before an initial grant under an FMAGP declaration is approved, the State must demonstrate that total eligible costs for the declared fire meets or exceeds one of two thresholds: 1. Individual Fire Cost Threshold 2. Cumulative Fire Cost Threshold

Fire Management Assistance Grant (FMAG) for fire response activities Individual Fire Cost Threshold Individual Fire Cost Threshold for Texas in 2012 is $1,634,461. 25,145,561 (Texas population) X 5% X $1.30 A declared individual fire that meets this threshold would be funded.

Fire Management Assistance Grant (FMAG) for fire response activities Cumulative Fire Cost Threshold Cumulative Fire Cost Threshold for Texas in 2012 is $4,903,383. 3 X Individual Fire Cost Threshold of $1,634,461 A declared fire that put the State over that threshold and any future declared fires for the calendar year would be funded.

Fire Management Assistance Grant (FMAG) for fire response activities Reporting Costs Agencies should report the response and costs for all fires throughout a calendar year to the Texas Forest Service (TFS). This info is used to calculate both individual and cumulative thresholds. Report to TFS website http://firereporting.tamu.edu Questions should go to help number at (979) 458-7306 or by clicking Contact Us at bottom of webpage.

Equipment and supplies (less insurance) Emergency work FMAG Eligible Costs Personal comfort and safety items for firefighters Field camps and meals in lieu of per diem Mobilization and demobilization Temporary repair of damage caused by firefighting activities Evacuation and sheltering

Keeping Track of Disaster Expenses

Document items for reimbursement Response efforts Sheltering costs Labor and volunteer hours Use of equipment Use of materials Direct administrative costs

Labor Regular time Overtime Fringe Benefits Compensatory Time Include volunteer labor!

Materials Purchase Orders Stockpile Donated Material Salvage

Equipment Equipment Listing/Request Form Unit of Measure Equipment Inventory Purchase vs. Rental

Contracts and Rentals Bid Process/Waiver Reasonable Costs Not Contingent Upon FEMA Funding No Cost Plus Contracts Debarred Contractors Not Allowed Engineering and Design

Playing the Emergency Management Chip Just because it s an emergency, doesn t mean you are excused from certain procedures.

Common Findings from the Office of Inspector General

Common findings Poor Project Accounting Unsupported Costs Duplication of Benefits Excessive Equipment Charges Unrelated Project Costs Unapplied Credits Poor Contracting Practices

Pearls of Wisdom - Summary Determine what your needs are based on a detailed assessment. If you need assistance, make sure you submit the 3 key documents Disaster Summary Outline, Letter of Request and a local declaration. Financially document all expenses and follow your required financial protocols.

Discussion: Do you have any questions about TDEM s Recovery Programs?