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HomeMy WebLinkAboutExhibit 9Emergency Function (EF) # 23 EMPLOYEES ASSISTANCE & DEPLOYMENT Purpose To provide care for the City's essential and non -essential workers during emergencies and to provide for the coordination of emergency assistance to City of Miami employees following a disaster. This function will also manage information from employees on their personal status and to employees on their expected duties. Responsible Department /Agency Primary Employee Relations Department EF#23 Employees Assistance & Deployment City of Miami Emergency Operations Center 1,g AGENCIES TASKS, SEE PAGE: PRIMARY • Employee Relations Department 3 SUPPORT • American Red Cross • Church Groups • Departments, All Miami • Finance (Purchasing) • FirefRescue • GSA • NET • Police • Public Works • Salvation Army 5 5 5 6 6 6 6 6 6 6 4044,1 .1th,„! €ai€*ERMth;itd fi zi jE3 '�df:fa fi? iI3G` sd�s.ii�aB�€D Federal Reference: NRP ESE #6 - Mass Care, Housing, and Human Services Annex AGENCIES PRIMARY • Department of Homeland Secu- rity/Emergency Preparedness and Response/Federal Emer- gency Management Agency • American Red Cross SUPPORT • Department of Agriculture • Department of Defense • Department of Health and Hu- man Services • Department of Homeland Secu- rity • Department of Housing and Ur- ban Development • Department of the Interior • Department of Justice • Dcpartmcnt of Labor • Department of Transportation • Department of Treasury • Department of Veterans Affairs • General Services Administra- tion • Office of Personnel Manage- ment • Small Business Administration • Social Security Administration • U.S. Postal Service • Corporation for National and Community Service • National Voluntary Organiza- tions Active in Disaster Miami -Dade County ACTIONS • Promotes the delivery of ser- vices and the implementation of programs to assist individuals, households and families im- pacted by potential or actual Incidents of National Signifi- cance. This includes economic assistance and other services for individuals impacted by the in- cident. • Mass Care: the coordination of nonmedical mass care services to include sheltering of victims, organizing feeding operations, providing emergency first aid at designated sites, collecting and providing information on vic- tims to family members, and coordinating bulk distribution of emergency relief items. • Housing: the provision of assis- tance for short- and long-terniftraidr housing needs of victims. • Human Services: the provision of victim related recovery ef- forts such as counseling, iden- tifying support for persons with special needs, expediting pro- cessing ofnew Federal benefits claims, assisting in collecting crime victim compensation for acts of terrorism, and expedit- ing mail services in affected areas. ALTHOUGH NO SPECIFIC COUNTY EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH THE COUNTY EOC- State AGENCIES PRIMARY • Department of Business & Pro- fessional Regulation • American Red Cross SUPPORT Florida: • Department of Agriculture & Consumer Services • Department of Children & Fami- lies • Department of Education • Department of Elder Affairs • Department of Health & Reha- bilitative Services • Department of Labor & Employ- ment Security • Department of Military Affairs • Voluntary Organizations Active in Disaster (VOAD) Agencies: - Florida Interfaith/Agency Network in Disasters - Salvation Army ACTIONS • Coordinate with local govern- ment in providing: - Bulk distribution of relief supplies. - Emergency mass feeding. - Temporary shelter. City of Miami Employees Assistance & Deployment Emergency Function (EF) # 23 Employees Assistance & Deployment 1. City employees should maintain a current family preparedness plan so that they can better respond to their personal needs and the City's needs and requirements during and following disasters. N 2. Employees and families must bring their own supplies of food, water, bedding, toiletries, medi- V cines, etc., to shelters. J 0. 3. City employees are expected to ensure that their homes and families are secure before they return to work. The City will assist employees in their personal welfare in order that they return as rapidly as feasible. DEPARTMENT RESPONSIBILITIES/TASKS PRIMARY Pre -Emergency: Work with Office of Emergency Management to: • Maintain this Emergency Function (EF). • Coordinate with City departments to estimate the number of essential and non -essential employees the City will use dur- ing an emergency. • Identify alternate work sites; Coordinate with Asset Man- agement. Employee Relations • Identify equipment and supplies needed to provide employee Department emergency care. • Identify employees having special needs. • Establish and maintain a City "hotline" to receive calls from City employees. • Establish location(s) for mass care and shelter services for employees and their families. • Identify City locations for daycare. • Distribute personal and family emergency preparedness and disaster planning information to employees. • Participate in drills, exercises. • Develop emergency action checklists. Emergency: • When notified, report to the City EOC. CEMP March, 2005 EF#23-3 Employees Assistance & Deployment City of Miami Department (Continued) Employee Relations Department a ResponsibilitieslTasks (Continued) Emergency Operations Center (EOC): • Staff EF #23 within the City "EOC Logistics Section." - Identify what work sites are viable, what employees re- quire special assistance, what emergency activities the City is to engage in, and provide assistance and staffing as appropriate. Determine present and future need for employee and family mass care resources. • Coordinate with EF #14 to inform City employees of the "Employee Hotline number" for all employees to call in after disaster. - Advise of City's official radio station(s) for disaster in- formation and reporting to work (WIOD-6 10 and oth- ers). • Activate the telephone "HOTLINE" to receive calls from City employees. - Staff the Employee Hotline. • Coordinate efforts to provide temporary shelter for City Employees and their families (if and when the employee would be unavailable for duty without assistance by the City). - Determine requirement for shelters for employees and their families. - Establish shelter sites and ensure communications to each site. • Coordinate sources of assistance for City employees hav- ing special needs. - Refer special employee needs identified to appropriate assistance source. • Determine daycare availability at pre -identified City loca- tions. Coordinate extended daycare facilities for employees' chil- dren (of all ages) if schools are not open. • Distribute information to employees regarding Red Cross and FEMA individual assistance programs. - Contact sources for employee assistance to determine if they are operational. • Coordinate relocating City employees to alternate worksites as a result of damaged worksites. Assist with notifying employee families as to employee status, emergency work location. Check on status of employees families and report same to employees. Compile list of missing and unaccounted for employees. EF#23.4 CEMP March, 2005 City of Miami Employees Assistance & Deployment Department (Continued) Responsibilities/Tasks (Continued Employee Relations Department - Coordinate with Fire -Rescue and Police to send search teams. • Coordinate the reassignment and scheduling of City employ- ees to work assignments, as required. - Confirm Personnel reporting site and advise employees of appropriate attire. - Ensure appropriate employee attendance forms. • Identify personnel needs of logistics staff for distribution of food, water, and ice. Assign employees accordingly. • Document all costs related to employee mass care: food, lodging, travel, supplies. - Coordinate cost recovery with Finance. Recovery Tasks • Coordinate the provision of water and food for employees, working in the post disaster stage. • Coordinate the provision of Post -Traumatic Stress Syndrome (PTSS) seminars to help employees understand and deal with the problems occurring as a result of PTSS. Miami -Dade County See Box On Tab Page This Section. American Red Cross • Provide food and mass care support. • Provide support for extended sheltering. Church Groups • Provide food and mass care support. Departments, All Miami • Maintain a current list of their employees' names, addresses, and phone numbers, as well as the supplies at hand for pre- paring their offices, • Provide employees to meet the staffing needs identified by the Employee Relations Department and EOC. 1NOddf1S CEMP March, 2005 EF#23-5 Employees Assistance & Deployment City of Miami SUPPORT Department (Continued) -Responsibilities/Tasks (Continued) Finance (Purchasing) • • Initiate emergency purchase order procedure. Establish purchase orders for feeding of EOC staff and emergency workers. Fire/Rescue • Provide fire stations as contact points for City employees. GSA • Provide transportation for food and mass care support. NET • Assist City employees as needed. Police • • • Assist in notification to employees about available services. Assist in transportation or coordination of transportation. Provide security at shelters. Public Works • Provide transportation for food and mass care support. Salvation Army • Provide food and mobile kitchen. EF#23-6 CEMP March, 2005 Emergency Function (EF) # 24 PUBLIC PROTECTION (WARNING, EVACUATION, SHELTER) Purpose Warning: To provide rapid alert and warnings to key City and other officials, and to the public, of an impending or occurring natural disaster, technological disaster, hostile ac- tion, or impending conditions that could be hostile or unfriendly to public welfare or safety. Evacuation: To provide for the evacuation/in place shelter (for non -hurricane events) of part or all of the population from any threatened or stricken disaster area within the City to locations providing safety and shelter and to provide guidance for in -place sheltering when evacuation is not feasible. Shelter: In coordination with Miami -Dade County Emergency Management, identify shelters and "refuges of last resort." Responsible Department /Agency Primary Emergency Management EF#24 Public Protection (Warning, Evacuation, Shelter) City of Miami Emergency Operations Center AGENCIES TASKS, SEE ,"AGE: PRIMARY • Emergency Management SUPPORT • Amateur Radio (RACES) • City Attorney • City Manager • Commercial Print Media and Commercial Radio & Television Stations • GSA • Information Technology (GIS) • Mayor/City Commission • Police • Public Works • Risk Management ATTACHMENTS ,,..te 8fl896i8ienh ana2%tsa?, a.. .2ne4neinn,, °.:`;dn$*3aY'#.=�f3'V. 3 6 6 6 6 6 6 7 7 7 7 7 Federal ALTHOUGH NO SPECIFIC FEDERAL EF EXISTS, ADDITIONAL ASSISTANCE MAYBE AVAILABLE THROUGH FEMA. AiiNCIES Miami -Dade County YyAIiNING ACTIONS PRIMARY • Miami -Dade County Warning point • Miami -Dade Office of Emer- gency Management SUPPORT • Miami -Dade Fire Rescue Dis- patch • Miami -Dade Police Dispatch • Provide a 24-hour County warn- ing point to receive warnings via telephone and E-SATCOM. • Disseminate warnings to agencies, municipalities, organizations via telephone, radio, fax, and email. • Disseminate warning to general public via electronic and print media. 1 CIt1IIMARErE>Y.T.KY. PRIMARY • Miami -Dade Police Department SUPPORT • Florida Power and Light (FPL) • • Miami -Dade Building Depart- ment • Miami -Dade County Health De • - partment • • Miumi-Dude County Public Schools • Miami -Dade Department of En- vironmental Resource Manage- ment (DERM) • Miami -Dade Fire Rescue • Miami -Dade Office of Emer- gency Management MEL PRIMARY • American Red Cross SUPPORT • Miami -Dade County Public Schools • Miami -Dade Office of Emer- gency Management • Miami -Dade Public Works De- partment Miami -Dade Transit Agency Miami -Dade Water and Sewer Department Team Metro ACTIONS Develop and coordinate a pro- gram for evacuating people from hazardous areas, control traffic, restrict access to evacu- ated areas, establish routes and procedures for access authori- zation to evacuated and/or damaged areas and establish re- entry criteria. ACTIONS • Survey and designate hurricane evacution centers. • Inform public of locations through print media and broachures. State J AGENCIFs PRIMARY • Department of Community Affairs, Emergency Manage- ment Division ACTIONS Warntng • Utilization of equipment and per- sonnel essential to coordinate and disseminate information before and during an impending or actual disaster situation, • FI-EMD coordinates with all ap- propriate departments/agencies and organizations to ensure warn- ing readiness in time of a man- made or natural disaster or emer- gency. Surveillance of storms using NWS Weather Wire Service and informa- tion resource programs such as Hurrevac, Inland Winds, Emer- gency Managers Weather lnfomta- Lion Network (EMWIN), and otherre- lated software and systems. • Notification to other EOCs, FEMA Re. shin IV, other suites, major cities and county emergency management orga- nizations. Evacuation • Develop State and regional evacuation plans. • Monitor conditions that have the po- tential to require the evacuation of any area(s) of the state. • Coordinate with affected counties, ap- propriate state agencies, federal agen- cies, other states, and appropriate pri- vate sector sources in developing an evacuation recommendation for the governor. • Coordinate evacuation routing to shel- ters, provision of transportation, shel- ter and congregate care, and provide public information to deal effectively with the situation. City of Miami Public Protection (Warning, Evacuation, Shelter) Emergency Function (EF) # 24 Public Protection (Warning, Evacuation, Shelter) 1. It is the policy of the City of Miami to coordinate, receive, and disseminate warnings to the affected populace. N LLI 2. Citizens and City employees have the responsibility to monitor for severe weather alerts via televi- 0 sion, radio, and weather alert radios. M d3. It is the policy of the City of Miami to support any general evacuation orders as issued by Miami - Dade County government or the State of Florida. 4. It is the policy of the City of Miami to support the opening of shelters in Miami -Dade County as so ordered and supported by Miami -Dade County government and the American Red Cross. DEPARTMENT RESPONSIBILITIES/TASKS` PRIMARY Pre -Emergency: • Maintain this Emergency Function (EF). • Participate in drills, exercises. • Develop emergency action checklists. Warning • Maintain a 24-hour primary warning point for the receipt of warning information. • Work with Miami -Dade County to develop and maintain a system to disseminate emergency alerts and warnings to the Emergency Management public. In conjunction with Miami -Dade County develop public edu- cation programs outlining the proper use of the warning sys- tems and the meanings of the warnings issued through those systems. Systems include: City cable, mass media, emer- gency alert AM radio system. Evac ,tjon • Coordinate with the County to identify hurricane evacua- tion routes. • Identify and sign evacuation routes within the City. • Conduct public education about evacuation procedures. CEMP March, 2005 EF#24-3 Public Protection (Warning, Evacuation, Shelter) City of Miami Department (Continued) Responsibilities/Tasks (Continued) PRIMARY Comfort Stations • Determine locations for comfort stations. • Train personnel to assist disaster victims. ,Shelters • Identify locations of County shelters. Emergency: • When notified, report to the City EOC. • Advise City staff of changes in National Alert status and of any announcements of credible threats from the Joint Ter- rorism Task Force (ITT). Fire -Rescue Department • Provide siren -equipped and/or public address mobile units. • Provide manpower for door-to-door warning. • Assist with evacuation/notification, when necessary. • Direct on -scene evacuations as a result of fire, hazardous Emergency Management materials spill, transportation accidents, etc., as necessary, whenever there is immediate threat to life and safety. Police Department • Provide siren -equipped and/or public address mobile units. • Provide manpower for door-to-door warning. • Assist with evacuation/notification, when necessary. • Order evacuations when necessary to protect lives and prop- erty and maintain law and order. • Assist in the identification of evacuation routes. • Coordinate door-to-door evacuations with Fire/Rescue Ser- vices. • Provide security in evacuated areas, as safety requirements allow. • Provide traffic control support to evacuation operations. • Keep evacuation routes clear of stalled vehicles and equip- ment. Emergency Operations Center (EOC): • StaffEF #24 within the City "EOC Operations Section." Warning • Disseminate emergency warning information from state and federal agencies. • Disseminate warnings initiated at local government level. • Warning disseminate methods can include: - Mobile public address (PA) systems. EF#24-4 CEMP March, 2005 City of Miami Public Protection (Warning, Evacuation, Shelter) Department (Continued) Responsibilities/Tasks (Continued Emergency Management "Runners" e.g. door to door notifications. Use of media. - Emergency Alert System (EAS). - City communication systems. • Coordinate manpower for door-to-door warning if feasible, Evacuation • Serve as the City of Miami point of contact for county and state ordered evacuation efforts. • Initiate evacuation orders when necessary. • Coordinate the implementation of locally ordered evacuations, actions include: Identify areas potentially in need of evacuation (i.e. flood plains, areas near hazardous materials, etc.). Identify required transportation resources. Establish traffic and perimeter control as needed. - Ensure public information activities. Ensure security for evacuated areas. Designate reception areas if necessary. Plan for recovery to include: Initiate return, when possible. Control traffic. Conduct public information activities, Establish Disaster Recovery Center sites, if appropriate. • In coordination with the Fire/Rescue and Police Departments, develop evacuation plans for incidents at hazardous materi- als sites, as well as other specialized facilities/events. (See Attachment "Evacuation Planning Factors.") Shelter • Shelter In -Place (Hazardous Material Incidents). Safe and quick evacuations may not be possible due to time, weather, and other factors. An option to evacuation is "shelter in place," e.g. notifying occupants of build- ings, facilities, homes, to seek protection indoors and stay inside until notified that it is safe to exit. When people cannot evacuate before a toxic cloud arrives, then public officials must advise them to stay indoors and reduce the ventilation from outside air as much as pos- sible. For in -place sheltering to be effective, the decision -mak- ing authority must be clearly defined, warning to the pub- lic must be timely, and shelterees must know how to re- duce shelter ventilation rates. • Hurricane Event: Identify and publicize shelter locations; Coordinate with EF *14. 3 CEMP March, 2005 EF#24-5 Public Protection (Warning, Evacuation, Shelter) City of Miami Department (Continued) Responsibilities/Tasks (Continued) SUPPORT Miami -Dade County See Box On Tab Page This Section. Amateur Radio (RACES) • Assist with warning and emergency information dissemina- tion. City Attorney • Develop for review evacuation orders to be used in conjunc- tion with emergency declarations. City Manager • • Initiate evacuation/curfews as needed. Make declarations as warranted. Commercial Print Media & • Disseminate warning messages provided by authorized Commercial Radio & sources to the general public as rapidly as possible in the Television Stations event of an impending or actual disaster. • Activate the Emergency Alert System (EAS). • Provide traffic control signs and barricades, and operational control of traffic signals and flashers. GSA • Coordinate with Emergency Management and Police to es- tablish and sign evacuation routes, traffic control points, blockages, etc. • Assist with the identification of evacuation routes. • Assist when possible to keep evacuation routes clear of stalled vehicles and equipment. • Assist with mapping shelter locations for consideration (last Information resort). Technology EF#24-6 CEMP March, 2005 City of Miami Public Protection (Warning, Evacuation, Shelter) Department (Continued) Responsibilities/Tasks (Continued) Mayor/City Commission • Issue local emergency declarations. • Support county, state, federal emergency declarations as applicable. Police • Assist in evacuation of persons in danger to safe areas or shelter. • Assist in informing the public. • Identify special needs persons needing evacuation assistance. • Secure evacuated areas. Public Works • Provide traffic control signs and barricades, and operational control of traffic signals and flashers. • Coordinate with Emergency Management and Police to es- tablish and sign evacuation routes, traffic control points, blockages, etc. • Assist with the identification of evacuation routes. • Assist when possible to keep evacuation routes clear of stalled vehicles and equipment. Risk Management • Advise City Manager. ATTACHMENTS 1. Evacuation Planning Factors. 2. Public Protection Decision Tree. 1NOddfIS CEMP March, 2005 EF#24-7 Public Protection (Warning, Evacuation, Shelter) EF#24-8 Blank Intentionally City of Mlaml CEMP March, 2005 City of Miami Public Protection (Warning, Evacuation, Shelter) Attachment 1 Evacuation Planning Factors Evacuation Planning Pfictoro A. City -Wide Evacuatioug. Should it be necessary to evacuate the City of Mianai for City/county:-wide: events (i.e. hurri- cane or hazardous materials accident), the EOC will coordinate its efforts with Miami -Dade County EOC as per the Miami -Dade' County Emergency Management Plan. City of Miami Neighborhood or Area Evacuation. Certain events can occur with little or no warning (i.e, hazardous materials event, large fire, hostage/terrorism event) requiring immediate public protection efforts. A "time and circum- stances" evacuation plan will be implemented by the Incident Commander at the scene, with support by the Miami EOC as requested and time allows. The following planning factors should be considered in preparing an evacuation plan: • Consider the characteristics of the hazard/ threat: magnitude, intensity, speed of onset, duration, ixn- • pact • Determine area to be evacuated. • Establish a perimeter. Consider special equipment: - Barricades with flashing lights. Barricade tape - Evacuation route signs. • Determine the number of people to be evacuated, time available in which to effect the evacuation, and the time and distance necessary to insure safety. Establish entry and exit control points. • Identify special populations: - Schools. Day care centers. Nursing homes. Handicapped persons (hearing, sight, mentally, mobility impaired). Non -English speaking persons. Hospitals, health care facilities. Jails, juvenile: facilities, Transient populations (streetpeople, motel/ hotel guests). People without transportation. Animals: Kennels, veterinary hospitals, zoos, pet stores, animal shelters. • Identify assembly areas for people without transpor- tation. • Estimate numbers of people requiring transportation, - Remember special' populations. • Identify evacuation routes. Consider: traffic capac- ity, risk areas, • Identify mass care facilities, safe areas. • Consider need for animal control,, care, evacuation: Plan for "what ifs," i.e. vehicle breakdowns, bridge/ road damages, secondary hazards along evacuation routes, etc, Plan for security: Perimeter control, property pro- tection, etc, • Minimize family separation. Consider how to reunite families. • Is an "evacuation order" from the Mayor needed? Determine reentry procedures: Issue specific evacuation instructions to include: - Situation: Emphasize hazard/threat/risk. The life/death consequences for not evacuating. Services that will be discontinued or interrupted within the evacuation urea. Legal consequences for re-entering the area. Identification of the specific area(s) to be evacu- ated. List of items that evacuees should take with them (such as food, water, medicines, portable radio; fresh batteries, clothing, sleeping bags). - Departure times. Pickup points for people requiring transporta- tion assistance. Evacuation routes (give easy to understand in- structions using major roads, streets, highways, rivers, etc.) Location of mass care facilities outside of the evacuation area. Where family members go to be united. How special populations are being assisted. What to do with animals. - Keep animals secured, on leash, etc. Remember to keep evacuees and the general public informed on evacuation activities and the specific ac- tions they should take.. CEMP March, 2005 EF#24-9 Public Protection (Warning, Evacuation, Shelter) EF#24-10 Blank Intentionally City of Miami CEMP March, 2005 City of Miami Public Protection (Warning, Evacuation, Shelter) Attachment 2 PUBUC PROTECTION DECISION TREE Initiate Warning Process Major ncident Is Public Threatened? Chief Elected Official Incident Commander ❑ Public Information O Media Select Public Protective Action Incident Commander: Collect Information Record a Post Q Analyze NO Handle & Report Document Decision and File In -Place Sheltering IMPLEMENT • Direct Indoors U Provide for Transient Population O Monitor Radio/TV Instructions Evacuation Emergency Precautionary IC IMPLEMENT 0 Designate Assembly Area U Provide Transportation (those without) ❑ Designate Evacuation Routes ❑ Provide Traffic Control ❑ Secure Area ❑ Provide for Transient Population ❑ Monitor Radio/TV Instructions Issue "All Clear" CEO IMPLEMENT 0 Designate Assembly Area G Provide Transportation (those without) ❑ Designate Evacuation Routes G Provide Traffic Control G Secure Area ❑ Provide for Transient Population ❑ Close Schools/Businesses (if daytime) 0 Coordinate Multi -Jurisdictions ❑ Monitor TV/Radio Instructions Monitor & Assess Expedient Shelters IMPLEMENT ❑ Tent Cities ❑ Sanitation ❑ Security ❑ Monitor Radio/ TV Instructions Is Area Safe? NO Continue Monitoring In -Place Sheltering Evacuation 1 Expedient Sheltering IMPLEMENT IMPLEMENT ❑ Exit and "Air Out' Home/Building 0 Close Shelters ❑ Special Instructions (Health, etc.) 0 Provide Return Transportation 0 Provide Traffic Control IMPLEMENT G Close Areas G Clean-up 10, IMPLEMENT U Contamination U Debris Removal ❑ Health Inspections Return to Normalcy CEMP March, 2005 EF#24-11 Public Protection (Warning, Evacuation, Shelter) EF#24.12 Blank Intentionally City of Miami CEMP March, 2005 Emergency Function (EF) # 25 ADMINISTRATIVE & FINANCE Purpose The purpose of this function is to provide fiscal and administrative procedures and inter- nal controls to support emergency measures at all levels of government during disaster events, and to preserve vital community records. Responsible Department /Agency Primary Finance EF#25 Administrative & Finance City of Miami Emergency Operations Center AGENCIES PRIMARY • Finance SUPPORT • City Attorney • City Clerk • City Commission • City Manager • Departments, All Miami • Economic Development • Emergency Management • Employee Relations Department • Information Technology • Mayor • Police • Risk Management TASKS, SEE PAGE: 3 5 5 5 5 5 5 5 6 6 6 6 6 ##kiEi4if3Ei�3M 3a39i41flie:Ls46 xin, a=c .3947:r 3in= -1€-WI w Federal ALTHOUGH NO SPECIFIC FEDERAL EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH FEMA. Miami -Dade County ALTHOUGH NO SPECIFIC COUNTY EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH THE COUNTY EOC. State AGENCIES PRIMARY • Department of Community Af- fairs, Division of Emergency Management SUPPORT Florida: • None. ACTIONS • Receives and coordinates re- quests for state assistance. • Provide current regulations, ap- plications, forms, and program guidance conccming state and federal emergency response and recovery reimbursement pro- grams. City of Miami Administrative & Finance Emergency Function (EF) # 25 Administrative & Finance 1. All City of Miami departments will make every effort possible to assure the safety of cash, checks, accounts receivable, purchasing cards, and assist in the protection of other valuable documents/ N records. W_ V 2. Departments will designate personnel to be responsible for documentation of disaster operations and expenditures. Emergency expenditures will be incurred in accordance with existing emergency dpurchasing procedures. 3. During emergency operations, nonessential administrative activities may be suspended, and per- sonnel not assigned to essential duties may be assigned to other departments to provide emergency support. 4. Each department will keep an updated inventory of its personnel, facilities, and equipment resources as part of their Standard Operating Procedures (SOPs). 5. Emergency workers are advised to carry personal insurance on themselves, vehicles, and equip- ment. 6. The City of Miami may qualify for reimbursement of certain emergency costs from state, federal disaster recovery programs. The City may also collect damages from its insurance carriers. Docu- mentation of expenditures will maximize the reimbursements and assistance that Miami and its citizens will receive. All Departments are expected to include requirements for emergency fiscal record keeping in their SOPs and must use the specified forms. 7. City employees will not use their personal vehicles and equipment for City business during emer- gencies. Department Directors are encouraged not to allow employees to use their own personal vehicles and equipment unless it is a normal condition of employment. DEPARTMENT RESPONSIBILITIES/TASKS PRIMARY Pre -Emergency: Work with Office of Emergency Management to: • Maintain this Emergency Function (EF). Finance • Establish and maintain a system to identify and compile inci- dent costs for State and Federal reimbursements. • Participate in drills, exercises. • Develop emergency action checklists. CEMP March, 2005 EF#25-3 Administrative & Finance City of Miami Department (continued) Responsibilities/Tasks (Continued) Finance 0. Emergency: • When notified, report to the City EOC. Emergency Operations Center (EOC): • Staff EF #25 within the City "EOC Administration and Finance Section." • Facilitate the acquisition of supplies, equipment, and ser- vices necessary to support the emergency response ac- tions. (Purchasing) - Ensure that all obligation documents initiated in the incident are properly prepared and completed. - Purchasing cards should be utilized as much as pos- sible to facilitate purchases. • Establish and maintain a system whereby incident costs are identified and accumulated for state and federal re- imbursements. - Maintain accurate records of funds, materials, and man-hours expended as a direct result of the disas- ter. Direct Departments to keep accurate records sepa- rating disaster operational expenditures from day-to- day expenditures. Documentation will include: Logs, formal records and file copies of all expenditures, receipts, personnel time sheets. Ensure that Departments keep records of the name, arrival time, duration of utilization, departure time and other information relative to the service of emer- gency workers, as well as documentation of the inju- ries, lost or damaged equipment, and any extraordi- nary costs. • Determine which administrative procedures may have to be suspended, relaxed, or made optional in the inter- est of protecting life or property. - Normal procedures which do not interfere with timely accomplishment of emergency tasks, will continue to be used. Determine need to depart from "business -as -usual" and issue emergency administrative procedures as ap- propriate. • Ensure supply of vouchers, receipts, and other forms. • Brief Department administration personnel on all inci- dent related business management issues needing atten- tion and follow up. EF#25.4 CEMP March, 2005 City of Miami Administrative & Finance Department (Continued) Finance Responsibilities/Tasks (Continued • Ensure payroll system set up to pay employees. • Provide input in all EOC incident planning sessions on finan- cial and cost analysis matters. • Provide data and information to EF #E5. • Secure emergency cash. Miami -Dade County See Box On Tab Page This Section. City Attorney • Provide legal advice to departments concerning emergency administrative procedures, City Clerk • Preserve vital City records. City Commission • Appropriate funds to meet disaster expenditure needs. • Extend or terminate emergency/disaster declarations. City Manager • Assist with implementing procedures and directives as needed. Departments, All Miami • Document emergency work performed. • Document costs. Documentation will include: Logs, formal records and file copies of all expenditures, receipts, person- nel time sheets. • Preserve essential records. Economic Development • Work with Finance to project future expenditures. Emergency Management • Provide advice on emergency administration policies and pro- cedures, • Provide state and federal reimbursement forms to Finance Department. N 0 CEMP March, 2005 EF#25-5 Administrative & Finance City of Miami Department (Continued) Responsibiliti'es/Tasks (Continued) SUPPORT Employee Relations • Provide information and assistance to City supervisors re - Department garding personnel policies during emergencies. Information Technology • Ensure computer, voice and data support. • Appropriate funds to meet disaster expenditure needs, if Mayor necessary. • Extend or terminate emergency/disaster declarations. • Provide security to City records facility. Police • Provide administrative oversight of law enforcement func- tions. • Ensure that all forms required by Workers Compensation are completed, maintain a file of injuries and illness associ- Risk Management ated with the incident and coordinate the investigation in all civil tort claims involving property associated with, or involved in, the incident. • Provide direct assistance in support of this EF. • File reports on City property losses. EF#25.6 CEMP March, 2005 Emergency Function (EF) # 26 FATALITY MANAGEMENT (MASS FATALITIES) Purpose This function addresses general policies and procedures for the collection, identification, and dispo- sition of deceased persons at mass fatality incidents and disasters. Responsible Department/Agency Primary Police EF#26 Fatality Management (Mass Fatalities) City of Miami Emergency Operations Center AGENCIES TASKS, SEE PAGE: PRIMARY • Police SUPPORT • County Health Department • Hospitals • Florida Funeral Director's Association REFERENCES ▪ RkoW.5Gt19SIMi892i G9tKtYe3%S@IMM..k{M771i€& €ni#F IFM83461=1i3. t5` Ki61 3 5 5 5 5 Federal Reference: NRP ESF #d - Public Health and Medical Services Annex AGENCIES PRIMARY • Department of Hearth and Human Services SuPPoRT • Department of Agriculture • Department of Defense • Department of Energy • Department of Homeland Security • Department of the Interior • Department of Justice • Department of Labor • Department of State • Department of Transporta- tion • Department of Veterans Af- fairs • U. S. Agency for Interna- tional Development • Environmental Protection Agency • General Services Adminis- tration • U.S. Postal Service • American Red Cross ACTIONS • Provides supplemental assis- tance in identifying and meet- ing the public health and medical needs to include; Assessment of public health/medical needs (in- cluding behavioral health). - Worker health/safety. Behavioral health care. Victim identification/mor- tuary services. Miami -Dade County ALTHOUGH NO SPECIFIC COUNTY EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH THE COUNTY EOC. J State ALTHOUGH NO SPECIFIC STATE EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH THE STATE EOC. J City of Miami Fatality Management (Mass Fatalities) Emergency. Function, (EF) # 26 Fatality Management (Mass Fatalities) It is the policy of the City of Miami that human remains should only be removed if authorized by the Cr)medical examiner or his/her designee. W C- J 0 a DEPARTMENT RESPONSIBILITIES/TASKS PRIMARY Pre -Emergency: Work with Miami Emergency Management to: • Maintain this Emergency Function (EF). • Maintain inventories of resources and equipment. • Participate in drills, exercises. • Develop emergency action checklists. • Maintain mutual aid agreements. Emergency: Police Medical Examiner emergency actions include: • Determine if there have been fatalities and the numbers in- volved. • Notify Medical Examiner's Office of situation. • Plan for collection sites and personnel to bring fatalities in from the field (litter bearers). • Make sure that locations are noted where each body was found and that all information is appropriately tagged or attached (i.e. date, time, approximate age, location and identification if known). • Protect the property and personal effects of the deceased. • Notify relatives. • Provide scene security and evidence identification. • Provide security for temporary morgues. CEMP April, 2005 EF#26-3 Fatality Management (Mass Fatalities) City of Miami Department (Continued) Responsibilities/Tasks (Continued) Police Emergency Operations Center (EOC): • Staff EF #25 within the Miami "EOC Operations Section." • Coordinate with Miami -Dade County Medical Examiner implementation of the Miami -Dade County Mass Fatality Plan. Medical Examiner function includes: Document location of bodies, body parts, property, and related evidence. Collect and transport remains and associated personal effects and evidence. Arrange for temporary storage when necessary. - Maintain custody of bodies, property, and personal ef- fects (a shared function with law enforcement if addi- tional facility security is required). Initiate and maintain communication with families and next -of -kin. Gather personal information from families, physicians, and other sources relevant to the identification of re- mains. Conduct examinations relevant to cause and manner of death, identification of remains, and identification of human factors responsible for incident. Coordinate release of remains and property following examination and identification, Determine present and future need for medical examiner/ fatality management resources. Determine if the situation may require temporary morgue facilities. Identify potential sites and/or storage facilities for the dead, (Le., refrigeration units, trucks, trailers, etc.) as well as processing sites. • Obtain, coordinate fatality management resources as re- quested by field incident commanders. • Sources for resources can include: - Miami -Dade County and/or State Emergency Opera- tions Center (EOC). • Establish and maintain a comprehensive record keeping system for continuous updating and recording of fatality numbers. • Establish, maintain contact with Miami -Dade County EOC: - Provide information on status and need for fatality man- agement resources. EF#26-4 CEMP April, 2005 City of Miami Fatality Management (Mass Fatalities) Department (Continued) n Responsibilities/Tasks (Continued) SUPPORT 4 __ Miami Dade County See Box On Tab Page This Section. County Health Department • Provide assistance to the Medical Examiner for the removal/ recovery of remains. Hospitals • Report to the Miami -Dade County Medical Examiner's Office disaster related victims who become deceased at their respec- tive healthcare facility. Florida Funeral Director's Association Assist in the mass facilities incidents by providing recovery, evacuation, mortuary operations, identification and notification. REFERENCES Miami -Dade County Medical Examiner's Mass Fatality Nan. CEMP April, 2005 EF#26.5 Fatality Management (Mass Fatalities) EF#26.6 Blank Intentionally City of Miami CEMP April, 2005 Emergency Function (EF) # 27 EVACUATION TRAFFIC MANAGEMENT Purpose To provide for coordinated plans, policies, and actions of state and local governments to ensure the safe and orderly evacuation of populations affected by all hazards. To further ensure that once the threat or hazard no longer exists that prompt and orderly re-entry into the evacuated area Is ac- complished. Responsible Department /Agency Primary Police EF#27 Evacuation Traffic Management City of Miami Emergency Operations Center AGENCIE$ TASKS. SEE PAGE: PRIMARY • Police SUPPORT • Fire -Rescue • GSA • Public Works 3 4 4 4 SI,N,a4MI s MR:ilL B ISAIRBi4s€sm%a%i�iE1$hS?i�� t-0.83. S3; `d0fis 1`MMi,'P€04... i# 9AIM Federal ALTHOUGH NO SPECIFIC FEDERAL EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH FEMA. 1 Miami -Dade County ALTHOUGH NO SPECIFIC COUNTY EF EXISTS, ADDITIONAL ASSISTANCE MAY BE AVAILABLE THROUGH THE COUNTYEOC. J State AGENCIES PRIMARY • Department of Community Af- fairs, Emergency Management Division ACTIONS • Develop regional evacuation traffic management plans. • Monitor conditions which have the potential to require evacua- tion of any area. • Implement evacuation traffic management plan to include in- terstate/primary highway rever- sal, including counter flows, and designate altemate routes where applicable. • Manage emergency traffic man- agement public information pro- gram. • Coordinate with local agencies to facilitate expedited re-entry operations. City of Miami Evacuation Traffic Management Emergency Function (EF) # 27 Evacuation Traffic Management 1. It is the policy of the City of Miami that an evacuation may be requested by the Mayor, Fire Chief, Police Chief, or City Manager depending on the circumstances. W 2. It is the policy of the City of Miami that "Shelter in Place" (in certain situations, i.e. hazardous C3 materials) is the preferred option whenever possible due to the limited road systems and probable J inclement weather conditions. 0 a DEPARTMENT RESPONSIBILITIES/TASKS PRIMARY Pre -Emergency: Work with Miami Emergency Management to: • Maintain this Emergency Function (EF). • Develop Miami evacuation traffic management plans and SOPs in coordination with the County and State. • Coordinate with Police Department in the development and implementation of the Miami Traffic Management Plan. Emergency: Police • Implement the City Traffic Management Plan. Emergency Operations Center (EOC): • Staff EF #20 within the Miami "EOC Operations Section, Evacuation Traffic Management Branch." • Coordinate with all appropriate agencies, departments and or- ganizations. • Evacuation traffic management coordinating actions include: - Issuing lane reversal/counter-flow procedures. - Surveillance of traffic flows via radio, video, traffic counters, and aircraft. - Continuous monitoring of critical roadway segments. - Ensuring comfort stations. CEMP April, 2005 EF#27-3 Evacuation Traffic Management City of Miami SUPPORT PRIMARY I Department (Continued) Responsibiliti® rrasks (Continued) Police - Public information via highway advisory radios. - Staffing of traffic control points. Miami Dade County See Box On Tab Page This Section. Fire -Rescue • • Provide support to evacuation planning and implementation. Support development of the City Evacuation Traffic Man- agement Plan. GSA • • • Provide support to evacuation planning and implementation. Support development of the City Evacuation Traffic Man- agement Plan. Provide traffic control support during evacuations. Public Works • • • Provide support to evacuation planning and implementation. Support development of the City Evacuation Traffic Man- agement Plan. Provide traffic control support during evacuations. EF#27-4 CEMP April, 2005