HomeMy WebLinkAboutExhibit 11CITY OF MIAMI OFFICE OF EMERGENCY MANAGEMENT
CITY OF MIAMI OFFICE OF EMERGENCY MANAGEMENT
ANNEX IV
A. CITY OF MIAMI CONCEPT OF RECOVERY OPERATIONS.
1. Recovery Phases.
Recovery
a. A community response to disaster impacts follows a "phased approach" that includes two general
phases: short-term and long-term.
• The recovery phase begins during the response phase. Initial focus is on impact assessment.
b. Short-term recovery operations will begin during the response phase of the emergency. The goal of
short-term recovery is to restore local government services to at least minimal capacity. Short-term
recovery includes:
• Utility restoration.
• Expanded social, medical and mental health services.
• Re-establishment of local government operations.
• Transportation route restoration.
• Debris removal and clean-up operations.
• The abatement and demolition of hazardous structures.
c. The goal of long-term recovery is to restore facilities to pre -disaster condition. The major objectives
of long-term recovery operations include:
• Coordinated delivery of long-term social and health services.
• Improved land use planning.
• Re-establishing the local economy to pre -disaster levels.
• Recovery of disaster response costs.
• The effective integration of mitigation strategies into recovery planning and operations.
2. Recovery Functions.
a. Recovery Functions (RFs) represent groupings of types of recovery activities and programs that the
City and its citizens are likely to need following disaster. City RFs include:
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RF # 1: Impact Assessment (Disaster Assessment)
RF #2: Continuation of Government
RF #3: Public Information; Community Relations
RF #4: Human Services (Short-term)
RF #5: Individual Assistance
RF #6: Volunteers and Donations
RF #E7: Unmet Needs
RF #8: Debris Management
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RF #9: Reentry, Security
RF #10: Health
RF #11: Safety
RF #12: Repair and Restoration of Public Infrastructure, Services, Buildings (Public Assistance)
RF #13: Building Inspections and Permits
RF #14: Rebuilding, Construction, Repairs, Restoration
RF #15: Housing
RF #16: Redevelopment (Planning and Community Development)
RF #17: Economic Restoration and Development
RF #18: Environmental Concerns
RF #19: Mitigation
RF #20: Recovery Administration and Finance
RF #21: Mutual Aid
3. Recovery Responsibilities.
a. All City Departments are encouraged to:
• Review damage reports and other analyses of post disaster circumstances, compare these cir-
cumstances with mitigation opportunities, and identify areas for post disaster development changes.
• Initiate recommendations for enactment, repeal, or extension of emergency ordinances, morato-
riums, and resolutions.
• Recommend and implement an economic recovery program focusing on local community needs.
• Recommend zoning changes in damaged areas.
• Recommend land areas and land -use types that will receive priority in the recovery and recon-
struction process.
Recommend procedural changes for non -vital regulations and development standards to reduce
reconstruction time.
Initiate recommendations for relocation and acquisition of property in damage areas.
Initiate a property owner notification program to inform nonresident property owners of dam-
ages incurred to their property and any post disaster requirements or restrictions imposed by
local authorities.
Evaluate damaged public facilities and formulate reconstruction, mitigation, or replacement rec-
ommendations.
• Participate in the preparation of a community redevelopment plan.
• Make recommendations for new ordinances, plans, codes, and/or standards to assist in recovery
from future disasters.
b. Certain City Departments, Agencies and Organizations will be assigned to lead specific recovery
functions as per the Recovery Incident Action Plan. Each "primary" agency will be responsible for
coordinating the implementation of their recovery function (RF) and will be responsible for identify-
ing the resources (support departments and organizations) within the RF that will accomplish the post
disaster activities.
4. Recovery Incident Action Plan and Task Force.
a. Recovery activities are operational in nature and begin while response operation activities are still
underway. For most events, these activities will begin in the City Emergency Operations Center (EOC)
as staff work to assemble data on the extent of damages.
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b. A Recovery Planning Unit is established in the City EOC to begin the first draft of a "Recovery
Incident Action Plan (RIAP)" for use by the Recovery Task Force. The RIAP is based on situation,
damage and impacts assessments developed by the EOC Planning Section.
Recovery
c. As the emergency response phase stabilizes, the Office of Emergency Management /EOC begins the
coordination of disaster recovery activities and recommends the activation of the Recovery Task Force
as appropriate.
d. The City may establish a "Recovery Task Force" to:
• Oversee the recovery and reconstruction process, and to serve as an advisory committee to the
Mayor/City Commission and the City Manager.
• Identify mitigation opportunities, identify resources, and ensure maximum control over the re-
covery process.
e. "Recovery Task Force" responsibilities may include, but not limited to:
• Preparing a redevelopment plan.
• Developing procedures to carry out build back policies.
• Developing policies for redeveloping areas that have sustained repeated disaster damage.
• Develop policies that promote mitigation from future damage.
• Develop priorities for relocating and acquiring damaged property.
f. The Recovery Task Force will develop a specific, more refined recovery incident action plan based on
the first draft developed by the EOC Plans Section. This event specific RIAP, in part, will specify
which "recovery functions" are to be activated. The RIAP also defines a phased recovery program
with a priority of work plan, i.e. priorities and actions to be taken to:
• Eliminate life -threatening conditions.
• Restore utility and transportation services.
• Provide and restore suitable housing conditions.
• Resume normal economic activity.
• Expedite the securing of financial assistance from both the public and private sectors.
• Restore other important City services to normal levels.
• Restore the community's physical facilities, both public and private, such as waste collection,
street lighting, street cleaning, traffic control, schools, nurseries, day care, etc.
• Return of all essential services (i.e., water, sewage, electricity, gas, refuse pickup, etc).
• Return personnel to normal work schedules and assignments.
B. OVERVIEW OF FEDERAL RECOVERY SUPPORT.
1. The National Response Plan Emergency Support Function (ESF) #14 - Long -Term Community Recovery
and Mitigation.
a. The National Response Plan Emergency Support Function (ESF) #14 - Long -Term Community Re-
covery and Mitigation provides a framework for federal government support to state, regional, local,
and tribal governments, nongovernmental organizations (NGOs), and the private sector designed to
enable community recovery from the long-term consequences of an Incident of National Signifi-
cance. This support consists of available programs and resources of federal departments and agencies
to enable community recovery, especially long-term community recovery, and to reduce or eliminate
risk from future incidents, where feasible.
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b. The federal ESF Coordinator is the Department of Homeland Security/Emergency Preparedness and
Response/Federal Emergency Management Agency.
c. Primary federal agencies include: Department of Agriculture; Department of Commerce Department
of Homeland Security; Department of Housing and Urban Development; Department of the Treasury;
Small Business Administration
d. Federal support agencies include: Department of Commerce; Department of Defense; Department of
Energy; Department of Health and Human Services; Department of Homeland Security; Department
of the Interior; Department of Labor; Department of Transportation; Environmental ProtectionAgency;
Tennessee Valley Authority; American Red Cross
2. Federal Recovery Policies.
a. Federal ESF #14 recognizes the primacy of affected state, local, and tribal governments and the pri-
vate sector in defining and addressing tisk reduction and long-term community recovery priorities.
b. Federal agencies continue to provide recovery assistance under independent authorities to state, local,
and tribal governments; the private sector; and individuals, while coordinating activities and assess-
ments of need for additional assistance through the ESF #14 coordinator.
c. Federal ESF #14 excludes economic policymaking and economic stabilization. The National Eco-
nomic Council, the Council of Economic Advisors, and the Department of the Treasury develop all
national economic stabilization policy.
d. Federal support is tailored based on the type, extent, and duration of the event and long-term recovery
period, and on the availability of federal resources.
e. Long-term community recovery and mitigation efforts are forward -looking and market -based, focus-
ing on permanent restoration of infrastructure, housing, and the local economy, with attention to miti-
gation of future impacts of a similar nature, when feasible.
f. The federal government uses the post -incident environment as an opportunity to measure the effec-
tiveness of previous community recovery and mitigation efforts.
g. Federal ESF #14 facilitates the application of loss reduction building science expertise to the rebuild-
ing of critical infrastructure.
3. Federal ESF #14 provides the coordination mechanisms for the Federal Government to:
a. Assess the social and economic consequences in the impacted area and coordinate federal efforts to
address long-term community recovery issues resulting from an Incident of National Significance.
b. Advise on the long-term recovery implications of response activities and coordinate the transition
from response to recovery in field operations.
c. Work with state, local, and tribal governments; NGOs; and private -sector organizations to conduct
comprehensive market disruption and loss analysis and develop a market -based comprehensive long-
term recovery plan for the affected community.
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d. Identify appropriate Federal programs and agencies to support implementation of the long-term com-
munity recovery plan, ensure coordination, and identify gaps in resources available.
Recovery
e. Avoid duplication of assistance, coordinate to the extent possible program application processes and
planning requirements to streamline assistance, and identify and coordinate resolution of policy and
program issues.
f. Determine/identify responsibilities for recovery activities, and provide a vehicle to maintain continu-
ity in program delivery among Federal departments and agencies, and with state, local, and tribal
governments and other involved parties, to ensure follow through of recovery and hazard mitigation
efforts.
4. Federal Recovery Organization.
a. Headquarters: ESF #14 representatives participate in pre -incident meetings and pre- and post -incident
coordinating activities. The Department of Homeland Security/Emergency Preparedness and Response/
Federal Emergency Management Agency (DHS/EPR/FEMA) serves as the ESF #14 coordinator. Each
primary agency participates in pre -incident planning activities under ESF #14 and provides represen-
tatives to the National Response Coordination Center as requested. Support agencies participate in
activities as deemed appropriate.
b. Regional and Field Operations: The ESF #14 coordinator and primary agencies meet to determine the
need to activate ESF #14 elements when the nature of the Incident of National Significance is likely to
require federal long-term community recovery assistance. ESF #14 organizes within the Operations
Section of the Joint Field Office (JFO). Agency representation depends on the nature and severity of
the incident.
5. Likely Federal Recovery Actions.
a. Long -Term Pre -Incident Planning and Operations.
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• Meets regularly at the national and regional levels to ensure procedures and program/contact
information are up to date, to discuss lessons learned from incidents and exercises, and to ex-
plore ways to leverage available resources by creatively packaging federal assistance.
• Develops coordination mechanisms and requirements for post -incident assessments, plans, and
activities that can be scaled to incidents of varying types and magnitudes.
• Coordinates development of national strategies and plans in coordination with ESF #3 - Public
Works and Engineering; ESF #6 - Mass Care, Housing, and Human Services; ESF #10 - Oil and
Hazardous Materials Response; and others, as appropriate, to address key issues for catastrophic
incidents such as incident housing and permanent housing, contaminated debris management,
decontamination and environmental restoration, restoration of public facilities and infrastruc-
ture, restoration of the agricultural sector, and short- and long-term community recovery.
• Involves, as appropriate, state, local, and tribal government representatives, local planning and
building science organizations, NGOs, and private -sector organizations in pre -event planning
activities.
• Establishes procedures for integration of preincident planning and risk assessment with
postincident recovery and mitigation efforts.
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Develops action plans delineating appropriate agency participation and resources available that
take into account the differing technical needs for risk assessment and statutory responsibilities
by hazards. Plans include scaling to appropriate levels of staffing and coordination based on the
nature and size of the incident.
b. Immediately Prior to Incident (when notice is available e.g., hurricane, flood).
In coordination with other ESFs, as appropriate, uses predictive modeling, such as the Hazards
U.S. (HAZUS) loss estimation methodology, to ascertain vulnerable critical facilities as a basis
for identifying recovery priorities.
Provides early identification of projects to be quickly implemented, especially those relating to
critical facilities based on existing local and state plans.
In collaboration with the state, assigns federal and state staff for Preliminary Damage Assess-
ment teams, if feasible, to identify and document economic impact and losses avoided due to
previous mitigation and new priorities for mitigation in the incident -affected area.
c. Post -Event PIanning and Operations.
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Gathers information from federal departments and agencies and impacted state, local, and tribal
governments to assess the scope and magnitude of the social and economic impacts on the af-
fected geographic region. Convenes interagency meetings to:
Develop an incident -specific Federal action plan to delineate specific agency participation
to support specific community recovery and mitigation activities, using pre -incident fed-
eral, state, local, and tribal plans, to the extent appropriate, and take actions to avoid dupli-
cation of assistance to recipients; and
Facilitate sharing of information and identification of issues among agencies and ESFs, and
coordinate early resolution of issues and the delivery of federal assistance to minimize
delays for assistance recipients.
Coordinates identification of appropriate Federal programs to support implementation of long
term community recovery plans and gaps under current authorities and funding. This process
identifies programs, waivers, funding levels, requests for additional authorities, and possible
new legislation needed to address identified program gaps.
Coordinates implementation of the recommendations for long-term community recovery with
the appropriate federal departments and agencies if the recommendations include program waiv-
ers, supplemental funding requests, and/or legislative initiatives.
Within the affected area, coordinates assessment of accuracy and recalibration of existing haz-
ard, risk, and evacuation modeling used by federal, state, local, and tribal governments.
Facilitates recovery decision making across ESFs. Also facilitates awareness of post incident
digital mapping and pre -incident state, local, and tribal hazard mitigation and recovery planning
across ESFs.
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6. Requesting Federal Assistance.
a, Based on a joint federal and state preliminary damage assessment (PDA) that the ability to recover is
beyond local and state capability, the Governor may request federal assistance through a Presidential
Declaration. Request packages are prepared by the FL Division of Emergency Management from the
damage assessment data.
b. Other requests may be made to federal agencies under their own authority from existing or emergency
programs, such as the U. S, Small Business Administration (SBA) or the U. S. Department ofAgricul-
ture (USDA). The Governor's request for assistance from federal agencies under their own authorities
from existing or emergency programs is transmitted directly to the agency or agency administrator
involved. The specific assistance, if declared, is then provided directly from the federal agency.
c. The request made to the President through the Federal Emergency Management Agency (FEMA) for
assistance under the authority of Public Law (PL) 93-288, as amended by PL, 100-707, the Robert T.
Stafford Disaster Relief and Emergency Assistance Act of 1988, as amended, will be for an "emer-
gency" or "major disaster" declaration.
• If the President denies federal assistance, the cost of recovery would be borne by local and state
governments.
• If the request is approved by the President and an "emergency" declaration is made, limited
assistance will be provided per PL 93-288, as amended. See Section D, this section.
• If the request is approved by the President and a "major disaster" declaration is made, a federal -
state agreement on commitment and assistance is agreed upon, and various assistance programs
are provided. See Sections D, E and F, this section.
7. Recovery Facilities.
a. A Joint Field Office (JFO) is established to facilitate federal -state coordination of private and public
disaster assistance. The Governor appoints (or has previously appointed) a "Governor's Authorized
Representative (GAR)" to work in partnership with federal officials and to represent the state's inter-
ests. The President appoints a federal coordinating officer (FCO) to coordinate federal assistance and
requests the Governor to designate a state coordinating officer (SCO). The SCO coordinates state and
local efforts, working closely with the FCO.
b. Disaster Recovery Centers (DRC's) may be established to manage the cooperative effort between the
local, state, and federal government for the benefit of disaster victims (individuals, families and small
businesses). Agencies and organizations offering assistance provide representatives to the DRC where
disaster victims, through an "entrance/exit interview" process, may receive information and referral to
the specific agencies/organizations that can best meet their needs. Application for assistance should
initially be made through the national tele-registration hot-line (1-800-462-9029 or TDD 1-800-462-
7585). FEMA, state and local emergency management will jointly determine the locations, dates and
times for the operation of DRC's.
C. DAMAGE ASSESSMENT FUNCTIONS.
1. Phase I: Situation Reports, "A Quick Overview of What Happened." (See EF # 20: Initial DisasterAssess-
ment, for further details.)
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a. During the first few hours following the occurrence of disaster, the Crisis Action Team (CAT)/Emer-
gency Operations Center (EOC) will be the focal point for the initial situation/damage reports as
provided by Miami employees, dispatch centers, the media, and the general public. These initial re-
ports form the basis for the Mayor's emergency proclamations, and requests for assistance from the
state and federal government. Critical information includes: locations of injuries, deaths, damages;
types and extent of damages; impact on people; local resources available; assistance needed. This
information will be communicated and filed with the Miami -Dade County EOC.
2. Phase 2; Trained Damage Assessment Teams, "A Closer Look at What the Needs and Priorities Are." (See
EF # 21: Damage Assessment, for further details.)
a. Pre -planning for damage assessment is an ongoing process. Procedures and teams must be in place
before the disaster event occurs. Successful damage assessment begins immediately and continues
through the recovery phase. Damage assessment is conducted separately from life saving and prop-
erty protection operations.
b. The damage assessment function is located within the "Plans Section" of the Emergency Operations
Center (EOC) and will be activated as soon as practical. Immediate analysis wilt include:
• A description of the disaster.
• Where the disaster struck.
• Approximate number of people problems.
• Demographics of the affected area.
• Whether the disaster is still occurring, and other current conditions.
• Any conditions that could affect the ability to carry out relief coordination.
• Extent of the disaster impact on the community and the dollar amount of damages (necessary for
state, federal assistance application).
c. Methods of damage assessment include:
Spot Reporting, Initial Reports: Key information as to the nature and extent of the disaster and a
description of the affected area allows the EOC to map, record and direct response to critical
areas. Information may be obtained by radio and telephone from emergency personnel on scene
(rescue, law, fire, public works), home owners, businesses, etc.
Aerial Inspection (Fly Over): Weather permitting, aircraft are utilized for initial damage assess-
ments ("spot reporting"), and later for more detailed assessments. Input can be written observer
logs, photos, or video.
Windshield Assessment/Survey: Disaster assessment teams drive through all affected areas visu-
ally gathering data on the number of individual homes, apartments, mobile homes, businesses,
public buildings, public infrastructure, critical facilities, etc. that have been damaged or destroyed.
Detailed Survey of Areas: A more detailed assessment of the damaged areas through telephone,
mail or personal interviews.
3. Phase 3: Local/State/Federal Damage Assessment Teams, "Validation of Damages, Defining Repairs, and
Costs." (See EF 21: Damage Assessment, for further details.)
a. Because federal funding may be involved, and as part of the public assistance application process,
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state and federal damage assessment teams will want to identify and validate damaged property in
public infrastructure, define the scope of repairs, and determine repair or replacement costs. A timely
and well managed City of Miami damage assessment will demonstrate Miami leadership, and will
enable the state/federal assessments teams to do their job faster, maximizing public assistance ben-
efits.
D. TWO TYPES OF FEDERAL ASSISTANCE.
1. ASSISTANCE UNDER A DECLARATION OF "EMERGENCY" is specialized assistance to meet a spe-
cific need and is generally limited to those actions which may be required to save lives and protect property,
public health, safety, or to lessen the threat of a more severe disaster. (Note: Under 44 CFR, subpart E, a
five (5) million dollar cap for debris removal and emergency management measures.) Examples of emer-
gency assistance are:
• Emergency mass care, such as emergency shelter, emergency provision of food, water, medicine, and
emergency medical care.
• Clearance of debris to save lives and protect property and public health and safety.
• Emergency protective measures, including: Search and rescue; Demolition of unsafe structures; Warning
of further risks and hazards; Public information on health and safety measures; Other actions neces-
sary to remove or to reduce immediate threats to public health and safety, to public property, or to
private property when in the public interest.
• Emergency communications.
• Emergency transportation.
• Emergency repairs to essential utilities and facilities.
2. Assistance under a declaration of "MAJOR DISASTER" provides a wide range of assistance to individuals
and/or to local and state governments and certain non-profit organizations. See Sections D and E on the
following pages.
3. Disaster Information and Referral Centers (DIRCs).
a. Miami -Dade OEM has established sites that are strategically located throughout the county and will
serve as Disaster Information and Referral Centers (DIRCs). The purpose of these centers is to pro-
vide disaster relief information and referral services to the affected residents of Miami -Dade County.
Additionally, if the disaster is of a catastrophic nature causes widespread damage throughout several
segments of the Miami -Dade County, the information and referral services may be augmented to
include other disaster relief services such as distribution of food, water, disaster relief supplies and
donated goods.
b. If a presidential declaration is issued or one is expected, DIRCs may be established for the period prior
to the opening of Disaster Recovery Centers (DRCs). Whenever possible, DIRC locations will be
converted to DRCs.
E. HUMAN SERVICES - INDIVIDUAL ASSISTANCE.
NOTE: See Attachment 1, this section, "Disaster Programs for Homeowners, Renters, and Business
Owners" for further details.
1. Individual Assistance Programs.
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Sequence of Assistance
Voluntary Agencies
(Emergency Needs)
• Food
• Clothing
• Shelter
• Medical
Personal Insurance Coverage
City of Miami
Disaster Housing (FEMA)
(Safe, Sanitary, and Secure)
Rental Assistance Home Repair Mortgage Rental Lodging Expense
Assistance Assistance Reimbursements
• Owners & Renters • Owners Only • Owners & Renters • Owners & Renters
Home/Personal
Property Loans (SBA)
(Return to Pre -disaster Conditions)
• Structure
• Personal Property
• Autos
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And
Or
Individuals & Family Grant
(Serious & Necessary Needs Only)
• Medical, dental, funeral
• Transportation
• Home Repair
• Personal Property
• Tools of Trade
(Based on SBA Referral)
b
Other Agency Programs
SBA Loans
Farm Programs
IRS
Disaster Unemployment
Insurance Information
Legal Assistance
Consumer Services
Veteran's Benefits
Aging Services
Crisis Counseling
Additional Assistance/Unmet Needs
• FEMA's Cora Brown Fund
SOURCE Community Relations Team, FEMA Field Operations Guide, August 1999
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Temporary housing, until alternative housing is available, for disaster victims whose homes are
uninhabitable. Home repair funds for uninsured losses may be given to owner -occupants in lieu of
other forms of temporary housing assistance, so that families can quickly return to their damaged
homes. Other forms of assistance include rental assistance up to 18 months and/or use of mobile
homes.
Recovery
Disaster unemployment assistance and job placement assistance for those unemployed as result of a
major disaster and who have used up their regular unemployment benefits.
Individual and family grants to help meet disaster -related necessary expenses or serious needs when
those affected are unable to meet such expenses or needs through other programs or other means.
Legal services to low-income families and individuals.
Crisis counseling and referrals to appropriate mental health agencies to relieve disaster -caused men-
tal health problems.
Loans to individuals, businesses, and farmers for repair, rehabilitation or replacement of damaged
real and personal property and some production losses not fully covered by insurance.
Agricultural assistance, including technical assistance; payments covering a major portion of the
cost to eligible farmers who perform emergency conservation actions on farmland damaged by the
disaster; and provision of federally owned feed grain for livestock and herd preservation.
Veterans assistance, such as death benefits, pensions, insurance settlements, and adjustments to home
mortgages held by the Department of Veterans Affairs (VA) if a VA -insured home has been damaged.
Tax relief, including held from the Internal Revenue Service in claiming casualty losses resulting
from the disaster, and state tax assistance.
Waiver of penalties for early withdrawal of funds from certain time deposits.
The Cora Brown Fund, to assist victims of natural disasters for those disaster -related needs that have
not been or will not be met by other programs.
2. Other programs can include:
• Low Interest Deferred Payment Loan Program, available to home owners and rental property
owners for repair or reconstruction of real property damaged or destroyed in a natural disaster. Appli-
cants must first exhaust insurance or all other federal and state disaster assistance in order to qualify.
• Housing and Urban Development Program, offered to low income applicants. Program will pay a
percentage of rental costs for a maximum of eighteen months.
• Social Security Assistance, help in expediting delivery of checks delayed by the disaster, and in
applying for social security disability and survivor benefits.
• Emergency Individual and Family Needs, emergency food, clothing, shelter, and medical assis-
tance may be provided to individuals, families having such needs as a result of the disaster.
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• Contractor's Licensing, guidance in obtaining licensed contractors to assist home owners in repair
or restoration of damaged property.
• Insurance Information, advice to persons on insurance requirements, claims, and problems with
settlement.
• Consumer Fraud Prevention, a program to obtain consumer advice, and to report consumer fraud
and price gouging.
F. INFRASTRUCTURE - PUBLIC ASSISTANCE.
NOTE: The flow chart on the following page summarizes the public assistance process.
1. The Public Assistance Program is intended to help repair or replace damaged/destroyed public property
and infrastructure. After a Presidential Disaster Declaration, FL Division Emergency Management and
Federal Emergency Management Agency (FEMA) will join Miami in determining the extent of damages
and will conduct "Applicant's Briefings" to clarify public assistance requirements, procedures, and eligible
projects. The federal government can provide a minimum of 75% of the funding for the recovery work that
FEMA rules as eligible.
2. Other eligible projects can be found in the Florida Pepartment gf Community Affairs: Handbookfor
Assistance. Section V. A.
3. Project Applications. The Project Application is the document which summarizes total dollar cost of all
public assistance, and incorporates required assurances and agreements between Miami, the FL Division
Emergency Management and the Federal Emergency Management Agency. Details on eligible projects are
found in the Florida Departmcnt of Community Affairs: Handbook for Disaster Assistance. Section V A.
4. Project Worksheets. The basis for Project Applications are the "Project Worksheets" which identify the
damaged property, define the scope of work, and establish the cost of repair or replacement. These are
prepared by a Miami/state/federal team. The Project Worksheets may be supported by engineers or contrac-
tor estimates, photographs, maps, and other appropriate data. The scope of work, as outlined on the Project
Worksheet, is the guideline for determining eligibility.
5. City of Miami responsibilities will include:
• Compiling a list of all sites where damage occurred.
• Documenting all the damage.
• Coordinating the damage survey team(s).
• Reviewing and signing all Project Worksheets.
• Selecting project funding options.
• Project management.
• Preparing reports and documentation.
• Participating in final inspections.
• Participating in audits.
• Providing insurance for approved projects.
6. Other forms of Public Assistance which may be made available under a Presidential declaration of a major
disaster include:
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STEP 1
Applicants'
Briefing
Public Assistance Flow Chart
STEP 2
Kickoff Meeting
STEP 7
Completion of Work
STEP 3
Project Worksheet
Preparation
STEP 8
Final Inspection/
Certification
STET' 9
Final Payment
STEP 6
Initial Payments
STEP4
FEMA/State
Review
STEP 10
Single Audit Act
Requirements
STEP 11
State Approval
of Audit
STEP 5
Obligation of
Approved Projects
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• Use of federal equipment, supplies, facilities, personnel, and other resources (other than the extension
of credit) from various federal agencies.
• Community disaster loans, payment of school operating expenses, repairs to federal -aid system roads,
repairs to projects.
7. Federal requirements tied to financial assistance:
• The Disaster Relief Act of 1974 requires that an applicant, for assistance for the repair or restoration of
damaged public or private nonprofit facilities, shall purchase and maintain such insurance as may be
reasonably available, adequate and necessary to protect such facilities against future loss.
• In addition, the applicant must comply with appropriate hazard mitigation, environmental protection,
flood plain management and flood insurance regulations as a condition for receiving federal disaster
assistance.
G. NATIONAL FLOOD INSURANCE PROGRAM (NFIP).
The NFIP is a federal program enabling property owners to purchase insurance protection against losses
from flooding. This insurance is designed to provide an insurance alternative to disaster assistance to meet
the escalating costs of repairing damage to buildings and their contents caused by floods. Until recently,
such coverage was generally unavailable from private -sector insurance companies.
Participation in the NFIP is based on an agreement between local communities and the federal government
which states that if a community will implement and enforce measures to reduce future flood risks to new
construction in special flood hazard areas, the federal government will make flood insurance available
within the community as a financial protection against flood losses which do occur.
No assistance for any facility will be available in future disasters, unless the required insurance has been
obtained and maintained.
H. HAZARD MITIGATION PLAN/PROGRAM.
Should Miami receive public disaster assistance, a Hazard Mitigation Plan/Program will be required to
pursue mitigation measures to help ensure against similar damage in the future.
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Attachment 1
DISASTER PROGRAMS FOR HOMEOWNERS, RENTERS, AND BUSINESS OWNERS
(SOURCE: Community Relations Team, FEMA Field Operations Guide, August 1999)
Homeowners, renters, and business owners who sustain damages or losses as a result of the
recent disaster may be eligible for assistance from a variety of State, Federal, and voluntary
agencies. Types of assistance include:
Emergency Assistance -
coordinated by the American
Red Cross and Voluntary
Agencies Active in disasters.
Emergency food, clothing,
shelter, and medical assistance.
Available to individuals and
families with disaster- related
emergency needs.
Also makes referrals to
church groups and other
voluntary agencies.
Disaster Housing
Assistance -
Administered and funded
by FEMA.
Grants for disaster housing or
for emergency repairs needed
to make a residence livable
until more permanent repairs
can be made.
Available to homeowners and
renters whose permanent
homes are uninhabitable
because of the disaster.
Housing assistance grants
supplement any insurance
coverage an individual might
have.
Homeowners
Grants made to homeowners
who can return to their home
by making minimal repairs.
Homeowners with mote
substantial property damage
may quality for initial
disaster housing grants.
Extensions may be granted
on a case by -ease basis.
Renters
Renters may quality for
short-term rental assistance.
Extensions may be granted
on a case -by -case basis,
CEMP
April, 2005
IV-17
Recovery
City of Miami
rogram Agency
Assi: tauce
Eligfbtlify
Specific Criferla
Home/Personal Property
Disaster Loans -
U.S. Small Business
Administration (SBA)
Low -interest loans to repair or
replace uninsured or
underinsured disaster-
damaged real estate and
personal property.
For individuals located in
counties included in Presiden-
fiat disaster declarations,
Loans limited to amount of
uninsured, SBA verified
losses.
Maximum loans: $ANNEX
IVX,ANNEX IVX - real
property.
$ANNEX IVX,ANNEX
TVX - Personal property.
Individual and Family Grant
Program -
Administered by State,
Funded by FEMA
Grants to meet serious disaster
related needs and necessary
expenses not covered by
insurance or other Federal,
State, or voluntary agencies.
Persons with serious unmet
needs who do not quality for
SBA disaster loans.
Maximum grant of up to
$ANNEX IVX,ANNEX IVX
depended on family composi-
tion and needs. Most grants art
lower.
Business Disaster Loans
(SBA)
Loans to repair or replace
destroyed or damaged business
facilities, inventory, machinery
or equipment, etc., not covered
by insurance.
Economic Injury Disaster
Loans or working capital loans
to assist small businesses
during the disaster recovery
period.
Businesses located in counties
declared disaster areas by the
President.
Small businesses located in
declared and contiguous
counties.
$X,ANNEX IVX,ANNEX
IVX statutory loan limit.
Tax Assistance -
Internal Revenue Service 1-
800-829-1040
Expedited Federal tax
deductions for casualty losses
to home, personal property or
household goods.
Assistance and information on
State income tax returns can
also be obtained from the State
Department of Revenue.
Individuals and families with
disaster -related losses totaling
more than 10% of adjusted
gross income.
Under certain circumstances a
taxpayer may file an amended
return during the year of the
disaster or for previous years
and obtain a tax refund in a
matter of weeks,
Disaster Unemployment
Assistance -
Funded by FEMA: adminis-
tered by the State Employ-
ment Security Agency.
Ca11 local/state employment
or job services office.
Weekly benefits available to
individuals out of work
because of the disaster.
Available to all individuals out
of work because of the
disaster, including self-
employed persons, farm
owners, and others not covered
under regular unemployment
insurance,
Program assistance ends 26
weeks after disaster
declaration.
Proof of income required,
IV - 18
CEMP
April, 2005
City of Miami
Recovery
1�rogramiAgeni y
Ass stance
El gibility
peaiiic Criteria
Farm Assistance -
Farm Service Agency
Call county extension office.
Emergency loans for physical
or production losses.
Available to farmers who were
operating and managing a farm
at the time of the disaster.
Loans limited to the amount
necessary to compensate for
actual losses to essential
property and/or production
capaMOA.
Insurance Information -
State Insurance Commis-
sioner, American Insurance
Assn,, FEMA, and National
Flood Insurance Program.
State Dept. of Insurance.
Assistance and/or counseling
regarding ways to obtain
copies of lost policies, file
claims, expedite settlements,
etc.
Individuals and families
with disaster -related losses.
Legal Assistance -
Coordinated by FEMA:
Young Lawyers Division of
the American Bar Associa-
tion.
Free legal services for low-
income disaster victims.
Individuals and families with
disaster -related legal issues.
For such matters as replacing
legal documents, transferring
titles„ contracting problems,
will probates, insurance
problems and certain
landlord related problems.
Social Security Benefits -
Social Security Administra-
tion.
Assistance expediting delivery
of checks delayed by the
disaster,
Assistance in applying for
Social Security disability and
survivor benefits.
Individuals eligible for
Social Security.
Veterans Benefits -
Dept. of Veterans Affairs.
Assistance with information
about benefits, pensions,
insurance settlements and VA
mortgages,
Help in applying for VA death
benefits, pensions, and
adjustments to VA insured
home mortgages.
Consumer Services - State
Dept. Consumer Affairs,
Counseling on consumer
problems such as product
shortages, price gouging, and
disreputable business
practices.
Aging Services -
State Agency responsible for
services.
Services to the elderly such as
meals, home care, and
transportation.
Individuals age 60 and older.
CEMP
April, 2005
IV - 19
Recovery
City of Miami
Source: Attachment 1: Federal Emergency Management Agency, Office of Public Affairs, 202-646- 4600
IV-20
Note: The current maximum amounts of grants and loans must be inserted into this chart. See
current FEMA guidelines for current dollar figures.
CEMP
April, 2005
CEMP
ANNEX V
Continuity of Operations Plan (COOP)
CITY OF MIAMI OFFICE OF EMERGENCY MANAGEMENT
CITY OF MIAMI OFFICE OF EMERGENCY MANAGEMENT
ANNEX V
Continuity of Operations (COOP)
A. CONTINUITY OF OPERATIONS PLANS (COOP) OVERVIEW.
The City of Miami requires each department to develop a COOP to ensure the continued performance of
minimum essential functions during a wide range of potential emergencies or a situation that might disrupt
normal operations. This is accomplished through the development of plans, comprehensive procedures,
and provisions for alternate facilities, personnel, resources, inoperable communications, and vital records/
databases. Each Department will make an independent determination of their mission -essential functions
and will prepare the documents and procedures applicable to their COOP based on their unique organiza-
tion operations and functions.
B. COOP OBJECTIVES.
The objectives COOP are to mitigate risks; reduce disruption of operations; protect essential equipment,
records, and other assets; minimize damage and loss; provide organizational and operational stability;
facilitate decision making during an emergency; and achieve an orderly recovery.
C. DEVELOPMENT OF DEPARTMENT COOP.
1. City of Miami Departments (including Agencies, Commissions, Trusts, Boards, etc.) are directed to de-
velop and maintain a department COOP and program that:
• Is compatible with this CEMP.
• Ensures the department is prepared to respond to emergencies, recover from them, and mitigate against
their impacts.
Assures that the department is prepared to provide its critical services in an environment that is threat-
ened, diminished, or incapacitated.
• Ensures the safety and welfare of all employees both during and after an emergency situation.
• Provides a means of information coordination to ensure uninterrupted communications to and from
elected officials, department management, critical customers, employees and citizens.
Provides timely direction, control and coordination of department critical functions before, during
and after an event.
Provides a mechanism for the prompt notification of all department personnel during an emergency
situation.
Establishes time -phased implementation procedures to ensure operational capability within 12 hours
of activation, and continued performance of mission essential functions for up to 30 days.
• Identifies alternate facilities and outlines procedures for relocation.
• Identifies vital records and outlines procedures for protection and reconstitution.
• Facilitates the return of department critical functions to normal operating conditions as soon as prac-
tical based on circumstances and the threat environment.
• Coordinates with the City's Information Technology Department to reconstitute, as rapidly as pos-
sible, IT systems that are adversely affected due to an emergency or disaster.
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April, 2005
V-3
Continuity of Operations (COOP)
City of Miami
• Integrates COOP training into existing training programs.
• Coordinates mitigation and prevention strategies that will enhance the survival of the department's
critical IT infrastructure.
2. Sensitive information (such as special City/Department vulnerabilities, personal information, etc.) will be
available only to the applicable Division/Department Head, the COOP Coordinator, and Emergency Man-
ager. Such information will not be otherwise disseminated without approval of the Emergency Manage-
ment Board or other office having responsibility for the collection and protection of this information.
3. A department COOP is activated anytime an emergency event impacts the department and/or a department's
facility is declared unusable for normal operation.
D. DELINEATION OF MISSION -ESSENTIAL FUNCTIONS.
Mission -essential functions are those actions required by law or statute that must be provided regardless of
the mission -limiting event. For purposes of this COOP, mission -essential functions are those critical ac-
tivities of the City that cannot withstand a 30-day hiatus. Neither all departments nor all functions within
a department are necessarily mission -essential under this definition; however each department will create
their list of prioritized, mission -essential functions that will be provided to the City Manager for review and
incorporation into this plan.
E. ROLES OF CAT, EOC AND EMB.
1. Members of the Crisis Action Team (CAT) are responsible for monitoring and analyzing any situation that
may threaten public safety, City property or the City's reputation. As emergency situations threaten or
occur, the Emergency Manager may convene the CAT to facilitate the process of incident evaluation and
planning, and possible activation and implementation of emergency functions and resources.
2. Any event significant enough to require COOP implementation will result in EOC activation. If additional
support from the EOC is required, activation will be considered in accordance with the methodology pro-
vided for in this CEMP.
3. Flexibility in planning and recovery is necessary in the event of a disaster so widespread that it involves
multiple City buildings that have been planned as the alternate sites for each other. The EOC will be
activated and inter-agency/inter-City mutual aid assistance will be requested. The EOC will:
• Monitor and assess the situation requiring COOP activation.
• Monitor the status of personnel and resources.
• Plan and prepare for the restoration of operations in primary facilities or permanent alternate facilities
as necessary.
4. Fully -functional and immediately available alternate facilities do not exist to support all defined mission
essential functions. It is Iikely that in the event of a local emergency requiring activation of this COOP that
a commercial facility may be required to support operations. The decision for relocation and authorization
for occupancy of available commercial facilities will be made by the Emergency Management Board (FMB).
F. CITY PERSONNEL.
1. Personnel in affected buildings will report to pre -designated off -site locations for personnel accountability.
V-4
CEMP
April, 2005
City of Miami
Continuity of Operations (COOP)
2. Essential staff personnel report to appropriate pre -determined location(s) to recover mission -essential func-
tions in accordance with their Department COOP.
During COOP contingencies the City Manager will determine the hours of work for essential staff.
3. Personnel not directly involved in response, recovery, and mission essential functions fall under two broad
categories:
(1)
Standby Personnel. Personnel who will be directed to remain at home in standby status (at current
rate of pay and benefits) until provisions are made for their return to work.
(2) Disaster Assistance Personnel: Those who are identified as having special skills that can be used in
support of response, recovery, and other functions in accordance with their skills.
G. COOP ACTIVATIONS.
1. Emergencies or specific threats of emergencies may affect the ability of City of Miami Government to
perform mission -essential function from any or all City facilities. Such emergencies fall into two general
categories:
Single City government facility closed to normal business activities as a result of an event or credible
threat of an event that precludes access to or use of that facility, or;
A geographical area closed to normal activities as a result of a widespread utility failure, natural
disaster, hazardous material event, civil disturbance, or terrorist attack. If one or more facilities are
located within this affected geographic area, activation of the COOP may be required.
2. The decision to activate the COOP will be made based on the nature and severity of the incident or threat.
Short duration events such as building evacuations may not require activation of the COOP.
3. In an event so severe that normal City government operations are interrupted or, if such an event appears
imminent which requires evacuation and reconstitution at an alternate facility or facilities, the COOP will
be activated at the discretion of the City Manager who will immediately inform the Mayor and City Com-
missioners.
4. The Emergency Manager will notify the CAT, the county and state Warning Points, the EOC staff, and all
allied City and county agencies.
5. Department Heads will notify their personnel.
6. Designated staff will gather at the Emergency Operations Center (EOC) or alternate, as provided for in this
CEMP. The City Manager will direct and ensure that mission -essential functions of the closed facility are
maintained and capable of being performed until normal operations are re-established.
7. The City's Crisis Action Team, supported by the Emergency Manager and the COOP Coordinator, will
ensure proper direction and support is provided to implement the COOP and other emergency actions
required to ensure degraded mission -essential functions are identified within 2 hours, restored within 12
hours, and continued, as necessary, for up to 30 days.
8. All staff necessary to perform mission -essential functions will need to be contacted and advised to report to
CEMP
April, 2005
V-5
Continuity of Operations (COOP)
City of Miami
the primary facility, an alternate facility, a predetermined secure location, or other location.
9. As incidents may occur with or without warning, during or outside of normal working hours, the City
Manager and Department Heads must be ready to implement the COOP under a full range of possibilities.
10. Should the City or individual building/Department receive a warning prior to the event then full execution
of the COOP with a complete and orderly alert, notification, and deployment of the assets should occur.
11. The ability to execute the COOP following an event without warning will depend on the nature and severity
of the event, the number of survivors, the effects on available personnel, equipment loss, and the infrastruc-
ture and resources remaining.
12. Accurate personnel accountability throughout a COOP event is paramount, especially if the incident occurs
without warning and during normal working hours. Individual building evacuation plans must provide for
complete accountability of staff and authorized visitors.
H. TIME -PHASED IMPLEMENTATION.
1. Time -phased implementation provides for an orderly approach and diminishes the inherent confusion and
loss of capability associated with trying to do everything at once. The extent to which re -constitution of
mission -essential functions is possible will depend on the nature and scope of the emergency, the amount of
warning time received, and whether personnel are on or off -site.
2 Departmental mission -essential functions will be recovered under a time -phased implementation proce-
dure consistent with legal and statutory requirements. Essentially, those items affecting emergency re-
sponse capability will be reconstituted first, with succeeding mission -essential functions re -activated as
soon as possible, but no Tess than as described below:
City of Miami COOP
Core Area Priority 1 Functions
Fire Rescue
• Fire Support Services
EMS
• 911 Communications (Fire -Rescue)
• Emergency Management: Emergency Opera-
tions Center
Police/Sheriffs
• Public Information
• Central Receiving for FCIC NCIC Inquiries
• CSI Miami
• Crime Scene and Death Investigation (Homi-
cide)
• Police FOD Full Department Mobilization
Alpha Bravo: Emergency Response
• 911 Communications (Police)
• Counterterrorism
Emergency Management
• See Fire Rescue Department Functions
911 Communications
• See Police
• See Fire -Rescue
EMS/Ambulance
See Fire -Rescue
Public Works/Engineering
Public Works
• Building/Inspection Services: Emer-
gency Disaster Assessment
Emergency Traffic Control Operations
Emergency Storm Water Pumping
Solid Waste
• Clearing Major Roadways of Debris
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CEMP
Aprl, 2005
City of Miami
I. TRANSITION TO ALTERNATE SITES.
Continuity of Operations (COOP)
1. When a non -emergency transition to alternate operations is possible, Department Heads will cease opera-
tions at the primary facility when operations are capable of being performed at the alternate location.
2. Readiness to conduct mission -essential functions at art alternate location will be transmitted to the EOC
who will, in turn, notify appropriate officials (Mayor, City Manager, City Commissioners, county and state
Warning Points, allied agencies, etc.) of the alternate location and contact information.
3. Media releases will be prepared for the EMB in order to notify City employees, the public, City customers
and vendors of the alternate location and extent of capability to conduct mission -essential functions and
which non -mission -essential functions have been curtailed for the immediate and foreseeable future.
4. Following notification that a relocation of any City government function has been ordered or is in progress,
the EOC staff, Director of Information Technology, and the Director of Public Works will take necessary
action to implement site -support at the alternate location.
J. COOP TERMINATION.
Department Heads will report their status to the EOC on a set schedule to allow development of a time line
for reconstitution and termination of the COOP. Appropriate plans and schedules will be developed by
each Department that will allow an orderly return to normal operations. The EMB will approve all plans
and schedules for implementation.
K. REFERENCES.
1. City of Miami Department COOPs.
2. State of Florida COOP Guidance.
CEMP
April, 2005
V-7
Continuity of Operations (COOP)
V-8
Blank Intentionally
City of Miami
CEMP
April, 2005