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Home My WebLink AboutOctober 15, 2001 MEMORANDUM _._---_._..=.===--=..:,::.~.=--=---=--=-====--::=.-::.-=.-=.-.:::.':~..= TO: FROM: SUBJECT: DATE: CC: MAYOR MADER AND CITY COUN~I ERS FRANK BOYLES, CITY MANAGER OCTOBER 15, 2001 CITY COUNCIL W K SESSION 10/10/01 DEPARTMENT HEADS; SUESAN LEA PACE In light of the September 11, 2201 tragedies in New York, Washington D.C., and Pennsylvania, the City Council directed that the staff review and discuss our Emergency Management Plan. On Tuesday, October 9th, supervisors who will be part of the Emergency Operation Center met and spent about two hours on this subject. We agreed that in the coming weeks, we will reserve an appropriate portion of each staff meeting to discuss such issues. Since the City Council also has a role in our Emergency Operation Center, I have scheduled a work session at 5:30pm, Monday, October 15th at the Fire Station City Council Chambers. (Yes, there will be fooel). Police Sergeant Rob Boe, who is also our Emergency Management Coordinator, will be present together with a number of our department heads to discuss this important topic with the Council. In anticipation of the work session, Rob has asked me to copy and distribute the attached brochure which will provide you with useful background information regarding Emergency Management procedures. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER EMERGENCY MANAGEMENT HANDBOOI( FOR GOVERNMENT OFFICIALS Association of Minnesota Emergency Managers (AMEM) MESSAGE FROM THE ASSOCIATION OF MINNESOTA EMERGENCY MANAGERS The Emergency Management Handbook for Governnlent Officials has been published by the Association of Minnesota Emergency Managers (AMEM) to provide local government officials with a quick reference guide to better understand the emergency man- agement system. More importantly, it provides officials a ready resource for use during an actual emergency/disaster. While this handbook is, in essence, a condensed version of a juris- diction's more comprehensive Emergency Operations Plan (EOP), it does not replace it. Officials should fanliliarize themselves ,vith their plan and look to its proponent, the local emergency manage- ment office, for assistance in further understanding and partici- pating in their emergency management partnership. We hope this handbook will be useful to you, and that it will serve to foster the mutual mission we share in preparing for, responding to, and recovering from unforeseen events and circumstances. In so doing, we seek to optimize a principal function of government; that of providing the greatest protection possible to both life and property in the face of an emergency or disaster. Debris Clearance Utilities Restoration Radiological/Hazardous Materials Protection LOCAL RESOURCES N6 SECTI (Page 16) EMERGENCY MANAGEMENT DIRECTOR FUNCTIONS AND RESPONSIBILITIES SECTION3 (Page 17) THE INTEGRATED EMERGENCY MANAGEMENT SYSTEM (IEMS) Purpose Mitigation Preparedness Response Recovery TABLE OF CONTENTS SECTION 1 (Pages 7-8) CHIEF ELECTED OFFICIALS RESPONSIBILITIES I FUNCTIONS Be Informed Exercise Leadership Personal Requirements Establish Legal Contacts Maintain Political Awareness Keep the Public Informed CEO CHECKLIST SECTION 8 (Pages 18-20) RECOGNIZED HAZARDS IN MINNESOTA SECTION 2 (Page 9) THE MINNESOTA INCIDENT MANAGEMENT SYSTEM (MIMS) Purpose Incident Command Operations Plmming Logistics Finance / Administration SECTION 3 (Pages 10-11) Facilities, CONTINUITY OF GOVERNMENT Succession Pre-Delegation of Emergency Authorities Emergency Action Steps Emergency Operating Centers Alternate Emergency Operating Centers Safeguarding Essential Records Protection of Government Resources, and Personnel SECTION 9 (Pages 21-22) EMERGENCY OPERATIONS CENTER (EOC) Purpose Functions Activation Staffing SECTION 4 (Pages 12-13) REQUESTING STATE ASSISTANCE State Duty Officer, Division of Emergency Management Minnesota National Guard Minnesota Voluntary Organizations Active in Disaster (MNVOAD) Reassessment of Homestead Property 3 ECTION 10 (Pages 23-25) EMERGENCY MANAGEMENT FUNCTIONS / RESPONSIBILITIES Notification and Warning Direction and Control Elnergency Public Infonnation Search and Rescue Health / Medical Evacuation, Traffic Control. and Security Fire Protection Damage Assessment Congregate Care SECTION 5 (Pages 14-15) 2 Calatnity Act Disaster Assistance for Repair of State-Aid Roads and Streets Minnesota Housing Finance Agency EMERGENCY MANAGEMENT HANDBOOK FOR GOVERNMENT OFFICIALS 5 REQUESTING FEDERAL ASSISTANCE Federal Emergency Declaration Temporary Housing Program Small Business Administration Disaster Loan Program Individual and Family Grant Program Other Assistance Programs and Services Additional Federal Emergency Declarations Fire Supression Assistance Snow Emergency Declaration Small Business Administration Declaration Agricultural Disaster Declaration SECTION 11 (Pages 26-28) EMERGENCY DECLARATIONS AND POWERS SECTION 12 (Pages 29-30) LOCAL EMERGENCY DECLARATION (Example) SECTION 13 (Page 31) ADDITIONAL REFERENCES 4 14 SECTION (Page 32) SECTION 1 THE INTEGRATED EMERGENCY MANAGEMENT SYSTEM (IEMS) The IEMS is a comprehensive system, that integrates and coordinates vital agencies and resources into a progrmll of disaster mitigation, pre- paredness, response and recovery. The establishlnent of an IEMS requires a systematic process that will: vulnerabilities. risks and potential Identify . resources Outline roles and responsibilities depal1ments community Inventory . of municipal and county Ensure strict coordination and cotrununication alllong state, federal and local government, as well as businesses and volunteer organizations . ELEMENTS OF THE IEMS MITIGATION: Activities that eliminate or reduce the probability of the OCCUlTence of an emergency/disaster. This includes long tenn activities such as establishment of building codes, flood plain managel11ent, insurance and public education programs PREPAREDNESS Activities that serve to develop and/or enhance the response capabili- ties needed in the event of an emergency/disaster. This includes plan- ning, exercising, training and developing public infonnation progran1s and warning systems. RESPONSE: Activities which help to reduce casualties and damage, and which expedite recovery. Response activities include warning, evacuation, rescue and other similar operations contained in the local Emergency Operations Plan. RECOVERY: Recovery includes both short-tern1 and long-term activities. Short- term operations seek to restore critical services to the comlllunity and provide for the basic needs of the public. Long-term recovery focuses 7 6 SECTION 2 RECOGNIZED HAZARDS IN THE STATE OF MINNESOTA The following is a list of recognized potential hazards in the state of Minnesota. These hazards are used for planning purposes, to develop vulnerability analyses, and to develop plans and guidelines at the state, county, and local levels of government. on restoring the cOlnmunity to its normal or ilnproved state of affairs. The recovery period is an opportune time to institute mitigation mea- sures, particularly those related to the recent emergency/disaster. Recovery actions include, but are not linlited to, temporary housing and food, restoration of vital and non-vital services, and reconstruc- tion of damaged areas CIVIL DISORDER DAM FAILURE FIRE . . . . . . - Urban - Forest / Wildfire HAZARDOUS MATERIALS INCIDENTS - Fixed Facility - Transportation - Rail - Highway - Air . . NATIONAL SECURITY EVENT NATURAL DISASTER - Flood Weather / Thunderstorm . . . . - Severe - Tornado - Winter Storm / Blizzard PUBLIC UTILITIES FAILURE - Gas - Electric - Telephone RADIOLOGICAL INCIDENT - Fixed Facility - Transportation TRANSPORTATION ACCIDENT - Ground - Air - Water 9 . . . . . . 8 SECTION 3 MINNESOTA INCIDENT MANAGEMENT SYSTEM (MIMS) j i '-' ! -lI :t f I ~o I ~ ~ :J 3 ~ !J U r a i i ~ @ t~1 ~~g i 1 J 4)-~1 c c c ~~ E~ . · c E 8- 8 : [ It 1 1 1 1 1 I 1 1 1 I 1- - - -- 1 1 1 1 1 I I I I 0l~-':. o . w - QJ ~ o ~ 8 QJ ..., fJ'} ~ rJ'J ..., = QJ 8 QJ bl) ~ = ~ ~ ..., = QJ "C ... ~ = l-C ~ ..., o fJ'} QJ = = ~ The MiImesota Incident Management SysteIn is designed to provide on-scene incident management during an emergency/disaster. It pro- vides an organizational shucture and operating policies for on-scene responders to an incident, and can be established, modified, or expanded depending upon the changing conditions of the incident. Its PUlvose is to nliniIllize casualty and property loss through use of COln- nlon teITIlinology, shared goals and tactical objectives, and an under- standing of the roles of others. It also allows for the conlbining of resources during an incident. FUNCTIONS Comluand Includes an Incident C0111111ander and, as needed, a Special Staff c0111prised of a Safety Officer, Liaison Officer, and Public Infonllation Officer. Functions include: / ORGANIZATION Assess incident priorities Detennine strategic goals and tactical objectives. Identify Staging Area, as needed. Develop and implement incident action plan. Develop appropriate incident management structure. Assess resource needs. Coordinate overall on-scene emergency activities. Authorize information release to media. . . Operations: Responsible for InanageInent of all tactical operations at the incident. hnplemented when Incident Commander is faced with a cOlnplex incident having Inajor demands on planning, execution, and resources Responsible for the collection, evaluation, dissemination, infonllation about the development of the incident and sta- Assesses current situation and plans for the projected Planning: and use of tus of resources situation. Logistics: Responsible for providing facilities, services, and materials for the incident. 11 Finance / Adnlinistration: Responsible for tracking all incident costs and evaluating the financial considerations of the incident. o SECTION 4 EOC STAFFING Needs of the incident will always dictate the level of staffing in the EOC. The following personnel and departtnents/agencies should be considered (this list is by no means inclusive, and could change depending on the emergency): Assessor Auditor Chief Elected Official City Manager / County Administrator Emergency Manager Emergency Medical Services Engineer / Public Works Environmental Management Fire Law Enforcement Legal Advisor Medical Examiner / Coroner Red Cross Public Health and Human Services Public Information Officer Utility Representatives assist those and help the process as PURPOSE To facilitate management of an emergency or who need help, reduce the devastating consequences, conununity get back to normal by starting the recovery soon as possible. EMERGENCY OPERATIONS CENTER (EOC) disaster, FUNCTIONS Operations and Policy-Making: Emergency declarations, establish- ing response priorities, coordinating overall response actions. Planning: Tracking of situation and resources, documentation, demo- bilization, technical assistance, damage assessment, strategy develop- ment. Anticipate and facilitate future operations. I EOC services. incident support. Administrative issues, future pay- calculation of dam- documentation of An Emergency Operations Center (EOC) is a central location which enables government to coordinate policy decisions, manage resources, and respond to disasters and emergencies beyond the scope of an on- scene incident commander. (Note: Emergency planning should also include the designation of an Alternate EOC should the primary facili- ty becol1'le unavailable). Logistics Finance and Administration ments, paynlent of personnel costs, cost recovery, ages, procurelnent, compensation and claims, resources expended and costs. WHEN TO ACTIVATE EOC · Outside resources are needed to accomplish the work being done at the incident. 13 that loca- · Incident requires multiple agencies to be invQlved beyond those usually work together. covers multiple invo I ves large geographic area and/or 12 · Incident tions DAMAGE ASSESSMENT - Monitoring and analyzing a disaster and assessing physical dalnage; collecting infonnation essential to recovery efforts and future Initigation. Responsibility: Assessor's Office; Red Cross Disaster Tealns SECTION 5 EMERGENCY MANAGEMENT FUNCTIONS AND RESPONSIBILITIES Assesslnen t CONGREGATE CARE - Providing shelter, lodging, food, clothing and sanitation to the disrupted population. Responsibility: Department of Health and HUlnan Services Red Cross; Salvation Anny NOTIFICATION AND \VARNING - Notifying the public of proba- ble ilnpending disaster in tinle to take protective action. Includes oper- ation of all cOlnlnunications services for control centers and opera- tional forces. Responsibility DEBRIS CLEARANCE - Relnoval of debris resulting froln a disas- ter from public roads, highways, and facilities. Renloval of debris from private property is generally the responsibility of the property owner. Responsibility Department of a community's Direc- Police DIRECTION AND CONTROL - Managenlent survival recovery efforts, and the operation itself. Responsibility: Chief Elected Official; County/City Manager; tor of Enlergency Managelnent Municipal County Sheriff or Inside City Lilnits - City Engineer/Public Works; Outside City Limits - County Engineer/Highway Department E1VIERGENCY PUBLIC INFORMATION - Providing infonnation and directions to the public about appropriate protective actions. Govermnent spokesperson to the Inedia. Responsibility: Public Information Officer and works UTILITIES RESTORATION - Restoration of publIc utilities damaged by an emergency/disaster. Responsibility: County/City Engineer; Utility Conlpanies trapped, SEARCH AND RESCUE :- Searching for injured, or Inissing people. Responsibility: Fire; Law RADIOLOGICAL / HAZARDOUS MATERIALS PROTECTION Response to, containment of, and recovery from hazardous material accidents. Responsibility Fire Department and Law Enforcement, with help frOln MN Division of Emergency Managelnent and MN Pollution Control Agency reSCUIng HEALTH / MEDICAL - Providing appropriate health and medical care or services to the stricken population. Responsibility: Depatilnent of Health and genCY Medical Services Emer- and Human Services Enforcelnent EVACUATION, TRAFFIC CONTROL, AND SECURITY - Managing Inovelnent of people from the path of the threat or a disaster to an area of relative safety; protecting life and property; controlling Inovelnent of persons and elnergency equipment necessary to protect persons and counteract the emergency situation. Responsibility: Law Enforcement 5 to prevent FIRE PROTECTION - Deploying fire fighting resources or contain fires and rescue trapped or injured people. Responsibility Fire Departtnents 14 SECTION 7 DIRECTOR OF EMERGENCY MANAGEMENT FUNCTIONS AND RESPONSIBILITIES SECTION 6 The following is a list of resources which may be considered for use during an elnergency or disaster. This list is non-inclusive; local resource manuals should be consulted for locally available resources. Minnesota State Statute (Chapter 12) requires counties to appoint a Di- rector of Emergency Management. The following are exanlples of this position's functions and responsibilities Develops and maintains the jurisdiction's Elllergency Operations Plan and tests this plan through exercises. Develops and establishes a warning system. . Coordinates emergency services and communications facilities. Assists other govenllnental units within the jurisdiction in developing organizational plans and training programs. Develops standards and procedures for the Enlergency Operations Center (~OC) and supervises EOC operations. . Maintains inventory and utilization record of emergency equipment secured through emergency management sources . Prepares and presents a departtnent budget to the appointing authority. liaison with jurisdiction and state regional offices Directs training of staff and volunteers and assists local jurisdictions with its training programs. Evaluates staff performance and recommends personnel adjustments . the public Meets with interested groups to explain the elnergency Inanagelnent program and enlist their support and cooperation. 17 . . Maintains . material for dissemination to informational Prepares MEDIA Newspapers Radio Stations Television Stations News Services INDIVIDUALS Clergy Local Officials Doctors Dentists Nurses Pilots Amateur Radio Operators Building Contractors EQUIPMENT Farm Tractors Construction Equipmen Excavation Equipment Chain Saws Portable Power Plants Oxygen Tanks SERVICE AGENCIES Red Cross Salvation Army COMMUNITY GROUPS PTA Chamber of Commerce Boy Scouts Girl Scouts Kiwanis Lions Club Cub Scouts Mnerican Legion VFW Moose Churches Women's Clubs Senior Citizen Groups 16 EMERGENCY SERVICES Fire Police Emergency Medical Services Emergency Management Public Works Public Utilities MEDICAL Hospitals Clinics Doctors Dentists Nursing Homes Veterinarians Medical Associations Morticians ASSEMBLY AREAS Parks Shopping Centers Schools Churches Govenunent Buildings Warehouses Community Centers TRANSPORTATION Buses Trucks Vans 4-wheel Drive Vehicles Tractor Trailers Taxicabs Power Boats Airplanes Snowmobiles Swamp Buggies Helicopters SUPPLIES Food Clothing Sand COMMUNICATIONS Cellular Phones Pagers SECTION 8 CHIEF ELECTED OFFICIALS FUNCTIONS AND RESPONSIBILITIES .9 >. ~ " '" ,~ ~ "0 0 ..Q a. .c rJl tI '" " u .:!l u j.; C 'J:: (\l u 1: u <1l ] i: "Oca 0 ..0 C 0 '" c U ~ 3 U u ,g '" 0 '" u ro .9 :l :.:: u E ai o (\l a. u .S rJl >'''' '" C '" ro ~ ~ y; ,9 0 oS 0 ro 8- .c co rJl " ;: (5 c U '- 0 ~ ~ ~ 0 o C ~ 'E tI v y; ..0 . :s E rJl E ~ 0 ~ (\l u ;::: &) a. '" ~~ ~ .~ u ,_ v v =i: E~ ~ -5 v 0 ~u (\l" o (\l (\l f- (J f- co ~ E f- 0 0 0 0 0 0 0 C...!.. rJl o 8- 'ell '- t: ai rJl 0 rJl co - rJl 0 0- ~"E co u 0.- ~ u ~~ u 0 'u e '" '=IJ .9 P..ij ~ 0'" " 0 .S ~ rJl E ... 0 c ~~ U ~ 0 0- ... -5 v '" U ,~ u i:l en ~ v :l .~ E E U -0 a.U .c 1il ~ ~ v v ~ ~ 0 'ell u~ ~ -0 U ..2 >. e ~ c -5 co ~ ~ ~ 5 go v u a. 0<<= .~ s~ o rJl" E c ..." c ::;e~ rJl u 'ell ~ ~ c 0 rJl 'ell C ~ u >. v ... 0 .c u co :Ii rJl 1) 0 '" rJl rJl rJl V (/) c 7ilE" 1) E 0 " g ~ a. 3~ tI..!:! tl co 0" a. ,5 '" o v u C .- C C\l (J 0.0 C 'C; :l" '" 'E ~ '9l 'ell y; E 6e~ gj :3 ~ u .c. u'- v 0:) tUtU a. ,_ U _ c ~ 0 o::J 0 0 0 0 0 0 0 0 [l ~ " e ~ u ..." c: ~ a. CIl ~,~ ~ 8.C\l ~ 2E:l5~ c: o.~ ~ ~ ~ 0 ~ ~ '0 o:.,;c t uCll(J (\lo '::l .5:l f/J _ ... -0 [l ~ g c -8.E.. e u ::l~~~-:n .3 E c: ~_CIl 'ell ~ ".~ 'Oll0 U cu~.c C\l!lUE:l;:l~... ,Ej(J:g U ~ Eulll:E~~ J:: t:'- U ... v C\l (\l v V :Il 0 0~rJ)! ~~ ~~"a. 8~~2-5 >. ~ a. - ;:l~ rJ). >.5 ..............~;:l vvu ..... 1Ilt:.- C~>< co .0 6 '" 5 :: 'S " .V - '" u W tU rJl '" ".... 0 ij ~"?l''''' ~ cu 8.v """"'u v u o~ w" ~ ,.,."vo-5 '0.....;0-5 i]~~ u~i ~~ B~to BBEwo Zr-r-W 0 000 0000 00000 - S2 C > .~ :J (/) .... Q) 1;; C CI) o ~CI) o w U A local elnergency or disaster is a stern test of a political jurisdiction's leadership. Chief elected officials, whether they be governor, county supervisor, county adnlinistrator, city mayor, or city manager, bear direct and ultilnate responsibility for how well their jurisdiction responds to and recovers frOln an emergency or disaster. Emergency Managenlent is the essence of that part of government's charter "to maintain law and order and provide for the protection of lives and property." The Integrated Elnergency Managelnent System and local emergt:;ncy managenlent offices and resources provide chief elected officials with the basis for undertaking their responsibilities in this area. The degree to which officials participate in and efforts will in large Ineasure reflect the outcome of a response support these jurisdiction's to elllergencies - ~ j . j " ci) - CI) C en o ~en o w U magnl- and BE INFORMED Be fanliliar with local Enlergency Operations Plan and procedures Receive initial assessment and updates on the incident tude, injuries/deaths, property damage, environmental type, damage, [ I I ! I I I ~ i I 1 I -1 j i I I i I ! I I ! I t l I econOlnic ilnpact. Receive on-going status briefings frOln the incident command site, intenlal/extelnal resources cOll1mitted, intenlal/external resources required, and coordination with other officials and jurisdictions and the Inedia. Iii '1 i' '1 1 . ! - S2 C > .~ :J (/) Q; - en C ca , EXERCISE LEADERSHIP During an enlergency/disaster, exercise leadership and policy decision-lnaking over the elnergency response organization. Maintain a personal log of all key information, factors weighed, and decisions reached. ) Direct staff to assess and report on problelns, resource shortfalls, policy needs and options. 8 meetings Chair assessment Key questions to ask: Who is in charge? Where? Of what? Has there been proper vesting of authority? Is the continuity of government assured? What is the status of intergovenllnen- tal coordination? Availability of support frOIn utilities, state agencies, private organizations? What options are open to deal with shortfalls? What financial issues are surfacing? What conditions/parameters should be followed in contacting out- side public officials? Is there a need to place other personnel on alert? What is the status of EOC - should it be opened! closed/relocated? Issue emergency declarations as needed. . Ensure stafT maintains logs of actions taken and financial commit- ments made liaison with other elected officials Maintain TAKE CARE OF PERSONAL REQUIREMENTS initial numbers warranted by for advice to contact of peers list Take operational your role is policY-lnaking, not Remember that ESTABLISH LEGAL CONTACTS Contact legal advisors and establish communications links Review legal responsibilities and authorities (emergency declara- tions, chain of succession, inter-goverrunental aid, social controls, price controls, and other restrictions). risks. with suppliers of emergency goods or 19 family of destination and contact Take medications, toiletries, and clothes as notification. . . Monitor equity of service based on needs and Review status of contracts services, as necessary. Tell . . . 1 , , 1 1 I I I I I 1 , 1 , 1 I I I I I '. I , , , " I . '.' I I , 'I I 1 :. ,I '. I ;1 'I 1 ,I " '. 1 . I . I 1 1 , . . . I I I . I I I I 1 I I I I I I I I I I I I 1 I n m o fIt- e en. c fit - C'D ... en c: S. < Q. ~ =+ () m o fltW o Vi. a ell ~ en c: :: <. Q. ~ () m Q ell o en a ell - C'D ... en c: < <" Q. ~ ::;: a a a f . ~ !: . . . . . . II :c f1 ~ ~ ~ ~, 0 'tl ~ 5' 9- ~ ~ g. ~ ~' :I CII ~ -, CII ~ Q i e!. n g. ~ i &i ~ :I ~ ~ e!. ::l oa D. ., a ai E ~ 0...8 n 8 0 g { ig- CII ::l .... CII ;], c:: 5: ~ :I ., en .Q .. e!. 0 ~q a ::l c:: .... O. 5r' Po tii' 3 ~. 0- a DI a CII 9., 5' tii' g R 0- ~:I "8 S. ::l ~ ~ ~ ::l [ ~ ~ ~ ~ CII ::l ~ ~ 3, ~ !!l. iJ I'l n' DI c: g r; ~~ ~ a:. 0 l ::l E. g. [ III r; ::l ~ ~ 'tl ~ C Q. 2: 0 ii' ::l a 0 0 ::l ~ ~ ~ :e () :!!, 1-1 . . . n .... ::rO o VI ~'tl CII VI 'tl CII ::r n ~ _, n n ::l ~ ~ 0' ., n S 9. 11 n a 1,/; C'l ::l n' n ~' S 0 ~ 0 ~ .... ;tI'" 1:1 'tl ., :rir .-g~; 8- ~ 'tl ::l :J n ~~ ~' g-g[ a ::r ~~~"8- n ~ a n::r ~~ c: S. Ol ~=i'o . - - III r'l III n ~ :3 3 0 ::ro.. o ~ ~ "8- 0 0' n tD :r g ~ ~c:ll n 0 n ~, : ~ ~ g III ~ E 'tl Qj ~ III a s c - :rc 0' C"CII ~ !!. n ell ~ CII 'tl ., ~ ~o n 5' n ~~~ "C n C DI ., n D. "8 n ::r::: 2: q :J n n DI n 0..-2 0- 0. _ -tDe!. n- o ~~' a ='<" 'tl C'l :3 2- :J.~ n 0- .-: n 0.. 2 III :;) CJ &i' n n n u; q. 'tl :J c;- ,0. !if 0 . . . . . 3 n III r:l nn n ~ 0- ~ if n CII r'l::r CII n n ~ O~ OJ III CII III n n DI ~ ~ ~~ CII cr 2: t1'tl tIl = S'~ Iii 3 5r' -g~ n DI r'l; ::r n l') :J :::'::l 0= 3 3 CII O-VI ~. ~ n., B. B. S' i'0' n CII tIl n- Di Di i7:l. ;- 3 III n n- O' ~ n DI :g 2- n "0 ~ III ::l DI 0 Qj' =' n tr 'tl c: ii1 ., c "&. ... t: 2: :r n n III tIl ~ a ~ rl ~ C i7:l. Co Co ::r SECTION 9 CONTINUITY OF GOVERNMENT IN AN EMERGENCY I DISASTER MAINTAIN POLITICAL AWARENESS Recognize personal accountability for actions and decisions during an emergency. It is the function of government to provide law enforcement, elected representation of the public, leadership, public selvices, and by exten- sion, to provide for the protection of life and property. Government provides such vital programs and services as social services, public health, school systems, and public works. To can)' out these responsi- bilities, it has extensive resources, to include people, equipment, facil- ities and supplies. These resources may be vulnerable to a number of hazards or threats that could impair its ability to carry out its responsi- bilities. Check provisions for other public officials (periodic updates; staff updates on politically sensitive issues such as life and property losses, service interruptions, etc.). incident. . . Issues anse Use elected officials to request assistance from public and private organizations if normal channels are not "responsive" throughout when difficult Establish and evaluate policy decisions Confer with other elected officials Continuity of Government is the preservation, maintenance, or reconstruction of government's ability to carry out its executive, legislative, and judicial processes under the threat or occurrence of any emergency condition that could disrupt such governmental processes and services. Its purpose is to preserve lawful leadership and authority, prevent unlawful assulnption of authority, assure gov- ernment direction and control mechanisms, and assure delivery of govermnent services. KEEP THE PUBLIC INFORMED infOlm Ensure designation of a single Public Information Officer (avoids conflicts in official statements). Ensure establishment of a lnedia center, if needed. to ensure staff coordination ELEMENTS OF CONTINUITY OF GOVERNMENT Ensure establishment of news media update and access policy as needed. Succession The process established to list the order or line of those entitled to suc- ceed one another under emergency conditions. Identifies who's in charge; ensures continued leadership. -1 , ! I I I r I I I f I f media. through the the public to Check plans Channel all releases first through EOC and approval by CEO. the Pre-delegation of Emergency Authority: Allows specific emergency legal authorities to be exercised by elected or appointed leadership or their designated successors. personnel to Ensures that specific Emergensy Action Steps: Those actions that facilitate the ability of government respond quickly and efficiently to emergencies. 21 20 SECTION 10 take in response to be prepared actions exist that senior leaders lnust to elnergency conditions. REQUESTING STATE ASSISTANCE When a jurisdiction is confronted with an emergency/disaster situa- tion, it is recognized that it will respond with resources under its con- trol and through any lnutual aid agreelnents with surrounding jurisdic- tions. In addition, certain state and federal agencies, along with private relief agencies, are available to provide disaster recovery assistance Enlergency Opel"ating Center (EOC) The central facility from which all elnergency efforts can be coordi- nated and directed. MINNESOTA DUTY OFFICER: Local governlnent officials should notify the Minnesota Duty Officer in the case of hazardous nlaterials accidents, radiological incidents, requests for National Guard or Civil Air Patrol assistance, natural dis- asters, or other Inajor eInergencies or disasters within their jurisdic- tion. The primary purpose of the Duty Officer systeln is to ensure the proper receipt and dissemination of eInergency notifications to state and local govermnent agencies by providing a single nunlber for both private and public institutions to call. Additionally, the Duty Officer serves as a source of infonnation and/or as a facilitator for obtaining many state resources. The Duty Officer may be C01ltacted 24 hours a day, seve" days a week, by calling 1-800-422-0798 (greater Minnesota) or 649-5451 (Minneapolis / St. Paul metro area Oll!.V). available during Alternate Emergency Operating Center (AEOC): A facility that can be used if the pritnary EOC is not emergencIes. Safe-guarding Essential Records The nleasures taken by govenunent to protect those documents that it must have to continue functioning during enlergency conditions and to protect the rights and interests of citizens after the emergency is over. Protection of Government Resources, Facilities, and Personnel: The Ineasures that are taken to disperse resources, facilities, and per- sonnel in a Inanner that will facilitate sufficient redundancy so that government can continue to function during emergencies. MINNESOTA NATIONAL GUARD Military assistance from the Minnesota National Guard (Departll1ent of Military Affairs) may be requested when an elnergency/disaster occurs which is beyond the capability of local govermnent. The prima- ry purpose of activating the Guard is to ensure the preservation of life and property and to support civil law enforcelnent agencies. Nonnally, Inilitary personnel are requested to fUlnish support for a specific task, such as supplemental law enforcenlent or use of a specific piece of military equiplnent. Only the gover1lor, as Commallder-in-Chief of the Mi1lnesota National Guard, has the authority to activate the Guard following a disaster. All requests ,,,ust be made by the C01111t)' sheriff, except for cities of the first class (population 100,000 or more), in which 'case the ,,,ayor may submit the request. Requests will be made by contacting the Minnesota Duty Officer, who will in turn contact the appropriate state officials in order to expedite any such requests. All requests lnust be followed up in writing. 23 22 DISASTER ASSISTANCE FOR THE REPAIR OF STATE-AID ROADS AND STREETS: As provided by Minnesota Statutes Chapters 161 and 162, a disaster aid program has been developed by the Departolent of Transportation to provide assistance to local government for making repairs to state- aid roads and streets. The assistance would come in the form of addi- tional funding for disaster damaged state-aid roads and streets. The only firm criteria for qualifying for this assistance is that the estin1ated damage must exceed 10 percent of the current annual state-aid allot- ment to the county/city. MINNESOTA HOUSING FINANCE AGENCY: The Minnesota Housing Finance Agency (MHF A) was established to help reduce the cost of financing the purchase, construction, and improvement of housing for Minnesota residents with low to moderate incomes. The Agency's programs, while not designed for disaster vic- tims, could be used to restore a disaster damaged home if the criteria for qualifying for such a loan are met. MINNESOTA VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER (MNVOAD): There are many volunteer organizations in Minnesota who are avail- able to provide disaster response and recovery. MNVOAD was formed in order to ensure an effective and efficient response by these organi- zations to any disaster situation. Organizations include the American Red Cross, Civil Air Patrol, R.E.A.C.T., Salvation Anny, U.S. Anned Forces MARS, Minnesota Search and Rescue Dog Association, and various church-affiliated organizations. MNVOAD services, beyond those available at the local level, are activated through the Minnesota Duty Officer. ADDITIONAL STATE ASSISTANCE PROGRAMS Although state govenunent is not a major provider of disaster recovery assistance, it does offer a few specialized programs for local govern- Inents and individuals. Specific requirements and procedures for uti- lizing these programs can be determined through the local office of emergency manageInent. STATEWIDE MUTUAL AID Minnesota Statute (Chapter 12, section 12.331, Local Assistance between Political Subdivisions, effective March 29, 1998), provides that a political subdivision may request the assistance of another sub- division when the public interest requires it because of an emergency. The main points of this section of Chapter 12 are · Unless there is a written agreement between the political sub- divisions establishing rules for conducting activities, the legislation shall apply. · Workers' Compensation coverage shall remain with the send- ing political subdivision. · Tort Liability shall remain with the receiving political subdi- VISIon. REASSESSMENT OF HOMESTEAD PROPERTY DAMAGED BY DISASTER: Following a declared disaster or emergency, a local government may request the state Executive Council (through the governor) to allow it to reduce propelty taxes on damaged homestead property, and to be rein1bursed for the loss in revenue. For a local government to be eligi- ble for this program, there must be a minimum of 25 homes having an average of $5,000 in damages. I t i ! I ! I 1 I ! ! I I ! I ! ~ I i I i I l I · The sending political damages to its equipment. · The receiving political subdivision shall reilnburse the send- ing political subdivision for the supplies used and the cOlnpensation paid to officers and members of forces furnished. A claim is not allowed unless filed within 90 days after loss. be responsible for any shall subdivision 25 CALAMITY ACT: The Calan1ity Act (M.S. Chapter 9.061) was enacted to provide limit- ed state financial assistance to local governments that have experi- enced a disaster. The Act defines a disaster as an event which repre- sents an on-going threat to life and property and which exceeds the financial resources of the local government. It should be noted that while the Calamity Act is still part of state statute, it has not been funded for several years and may not be able to be invoked for that reason. 24 SOlall Business Administration Disaster Loan Progranl: Provides low-interest, long-term loans to individuals and businesses for repair, rehabilitation, or replaceInent of damaged real and personal property not fully covered by insurance 11 REQUESTING FEDERAL ASSISTANCE SECTION Individual and Family Grant Program (IFGP) May provide grant assistance up to $12,900, per applicant, to 111eet disaster-related necessary expenses or serious needs not Inet by other disaster assistance programs. This grant is not automatic; it will only be considered if the applicant cannot qualify for a low interest loan Which May Be Offered Other Programs and Services Food Coupons Disaster unemployment assistance and job placeInent assis- tance for those unemployed as a result of the disaster. / . When Inajor, catastrophic disasters occur, the federal government serves as a provider of disaster recovery assistance to both public agencies and private citizens. The majority of this assistance is provid- ed through P.L. 93-288, "The Robert T. Stafford Disaster Relief and Emergency Assistance Act ", more cOInmonly referred to as "The Stafford Act". It is implemented by the Federal Emergency Managenlent Agency (FEMA), and only after the president of the United States declares a major disaster or an emergency for the affected area. This is only done when the disaster is of such magni- tude that it is clearly beyond the state and local governments' ability to recover. Such declarations are restricted to natural disasters of cata- strophic proportions that require substantial federal support of state and local recovery efforts. i I I -1 I , Advice on consumer, and tax issues Crisis counseling and referrals to appropriate Inental health agencies, to relieve disaster-caused mental health probleIns Social security assistance (such as death br disability benefits, pensions, insurance settleInents, and adjustnlents to honle mortgages held by the Veterans Administration) Insurance legal Three major disaster public assistance programs may be made available as the result of a presidential declaration of a major dis- ADDITIONAL FEDERAL EMERGENCY DECLARATIONS aster Public Assistance (financial assistance to state and local govern- ments to replace, rebuild or repair damages to public property). Hazard Mitigation (reduction or elimination of disaster- related risks). Individual Assistance (financial assistance and services to indi- vidual disaster victims to help them recover their losses). . . Emergency Declaration: An emergency declaration is requested when the following two condi- tions exist: (1) State and local govenUllents, along with private relief agencies have expended all their resources in response to the enler- gency situation; and (2) There is a specific or unique need that the fed- eral government can meet which is necessary to save lives, protect property, public health and safety, or to reduce the threat of a lllore severe disaster. INDIVIDUAL ASSISTANCE PROGRAMS Because of the wide diversity of needs brought on by a disaster, state and federal agencies have established various services, or forms of financial aid, to assist disaster victiIllS. . Fire Suppression Assistance: FEMA can provide financial assistance to state governlnent for the purpose of suppressing any major wildfire which is burning out of control on public or private forest or grassland. 27 Temporary Housing Program: Can provide up to 18 months of rental assistance to disaster victims whose h0111es are copsidered uninhabitable. Grants may be provided for nlinimal essential repairs to owner-occupied homeowners whose homes are damaged, but still considered habitable. 26 SECTION 12 EMERGENCY DECLARATIONS AND POWERS Snow Emergency Declaration: A snow enlergency declaration can be made if FEMA determines that a winter storm has left a Inajority of the state totally "paralyzed". If declared, FEMA will reitnburse state and local governments for the cost of snow removal from certain major roadways. Authority and powers relating to the local declaration of an emergency are provided by Minnesota Statute, Chapter 12 (Division of Elnergen- cy Managelnent), and by local (city and county) elnergency manage- ment ordinances and resolutions. Small Business Administration Declaration: The Small Business Administration offers low-interest loans to busi- nesses and homeowners sustaining damage or losses as a result of a natural disaster. STATE DECLARATION In the event of enemy attack or major disaster from enemy sabotage or other hostile action, the governor may declare a civil defense enler- gency for a period of 30 days with powers and duties conferred by sections 12.31 to 12.37, Minnesota Statute. Agricultural Disaster Declaration: The U.S. Departlnent of Agriculture can provide a variety of assis- tance to farmers adversely affected by natural disaster. The assistance most commonly provided is the low-interest loan program made avail- able through the Fanner's Home Administration (FmHA). In the event of a peacetime emergency, the governor may declare an emergency for a period of not more than five days, unless extended by resolution of the executive council up to 30 days, only when an act of nature, industrial accident or hazardous materials accident endangers life and property and local government resources are inadequate to handle the situation. LOCAL DECLARATION A local emergency may be declared only by the Inayor of a municipal- ity or the chair of a county board or their legal successors, and shall not be continued for a period in excess of three days except by or with the consent of the governing board of the political subdivision. POWERS AND DUTIES UNDER EMERGENCY DECLARATION Plan (EOP) Emergency Operations Activates the state or (Section 12.29) Authorizes aid and assistance local . 12.29) When necessary to. save life and property, may (1) require any person, except members of federal or state military 29 (Section 28 13 LOCAL EMERGENCY DECLARATION (Example) WHEREAS the (city) (county) of. Minnesota, has sustained severe losses of a major SECTION proportion, brought WHEREAS (name of city/county) is a public entity within the State of Minnesota. county) exist as a result (description of emergency) WHEREAS the following conditions exist in (natne of city/ as a result of the disaster. (Describe the conditions as they on by on the date of forces and officers of the state or a political subdivision, to perform services for civil defense purposes, and (2) comnlander, during a civil defense emergency, any motor vehicles, tools, appliances or any other personal property, with prompt, just compensation for the use thereof and all damages done to the property while so used for civil defense purposes. (Section 12.34). Empowers state/local government to enter into contracts and incur obligations necessary to cOlnbat the disaster/emergency by pro- tecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster/emergency (authorizes such powers without compliance with tilne-consuming procedures and fonnalities prescribed by law pertaining to the perfoffilance of public work, entering into contracts, incurring obligations, etnployment of temporary workers, rental of equipment, purchase of supplies and materials, limitations upon tax levies, and the appropriation and expenditure of public funds. (Section 12.37). . ~ of the disaster) NOW, THEREFORE, BE IT RESOLVED, that the (mayor/ council) (chairperson/board) of (name of city/county), acting on be- half of and for the people of (name of city/county), declare(s) that a state of emergency exists within (name of city/county), with all the powers and responsibilities attending thereto as provided by Chapter 12, Minnesota Statute, and (name of city/county) (resolution) (ordi- nance), titled , dated 31 30 33 NOTES SECTION 14 ADDITIONAL REFERENCES .. Local (City/County) Ordinance on Emergency Management .. Local (City/County) Emergency Operations Plan (EOP) .. Minnesota Emergency Management Director's Handbook .. Disaster Response and Recovery Handbook i .. Minnesota Statute 12, Division of Emergency Management I ! .. Minnesota Statute 299K, Hazardous Chemical Emergency, I I Planning and Response ! I ! I ! ! I I I I r 32 35 NOTES 34 NOTES I, This handbook has been prepared by the Professional Develop- ment Committee of the Association of Minnesota Emergency Managers (AMEM), and was compiled and edited by Jim Hal- strom, Chisago County. Comments or suggestions are welcomed, and should be directed toward committee members or your local office of emergency management. NOTES Jerry Brua, Committee Chairman Director of Emergency Management Benton County Suzanne Donnell Minnesota Division of Emergency Management Dave Gish Director, Emergency Services Dakota County Rose Griep Emergency Services City of Fridley Jim Halstrom Director of Emergency Management Chis ago County Dave Lundberg Minnesota Division of Emergency Management Pete Saccoman Emergency Management Nashwauk, MN Floyd Spence City of Crookston Tim Turnbull Director of Emergency Management Hennepin County Assistant i...i...:..,....... " ! J 36