Emergency Planning Essentials Continuity of Operations First Responder Safety FEMA Public Assistance Operations TJP Solutions ~ Jane O’Connor www.tjpsolutions.net [email_address]

Topics Part 1: Continuity of Operations Continuity of Government Planning Part 2: First Responder Safety Part 3: FEMA Documentation - Maximizing Public Assistance Reimbursement

Part 1: Continuity of Operations

Continuity of Government Planning

Part 2: First Responder Safety

Part 3: FEMA Documentation - Maximizing

Public Assistance Reimbursement

Part 1 Continuity of Operations Continuity of Government Emergency Planning TJP Solutions ~ Jane O’Connor www.tjpsolutions.net [email_address]

Preparing the Agency Personal and Family Preparation and Planning

Personal and Family

Preparation and Planning

Preparing the Public Agency Not just a “ Hurricane Plan”…..

Not just a

“ Hurricane Plan”…..

Scope - Situations Covered: Hurricanes Tornadoes Floods Civil Disturbances Explosions Fires Hazardous Materials Incidents Other events? Many events can require the mobilization of city resources

Scope - Situations Covered:

Hurricanes Tornadoes

Floods Civil Disturbances

Explosions Fires

Hazardous Materials Incidents

Other events?

Many events can require the mobilization of city resources

Preparing the Public Agency Must be a C omprehensive E mergency M anagement P lan

Must be a

C omprehensive

E mergency

M anagement

P lan

Preparing the Public Agency Imperative to PLAN AHEAD: Continuity of Operations & Continuity of Government

Imperative to PLAN AHEAD:

Continuity of Operations

&

Continuity of Government

Continuity of Operations Prepares the Entity Prepares the Department Prepares the Employees

Prepares the Entity

Prepares the Department

Prepares the Employees

Take it from veteran– use checklists!

Take it from veteran– use checklists!

Continuity of Government How will you continue running your Government?

How will you continue

running your

Government?

Continuity of Operations Government Entities Continuity of Government

Continuity of Operations

Government Entities

Continuity of Government

Continuity of Operations and Continuity of Government Schedule for updating plans Minimum: Annual

Schedule for updating plans

Minimum: Annual

Continuity of Operations and Continuity of Government ALL employees aware Essential duties

ALL employees aware

Essential duties

Continuity of Operations and Continuity of Government Any Questions?

Any Questions?

Part 2 First Responder Safety TJP Solutions ~ Jane O’Connor www.tjpsolutions.net [email_address]

OSHA Identifies and Classified Recovery Ops Debris reduction, recycling, and disposal Tree trimming Restoring electrical/water/utilities, etc. Erecting temporary housing facilities Building demolition Sand/sludge removal Roof inspection, “tarp-ing”, and repair Assessment, cleanup, and repair of structures Roadway and bridge inspection and repair

OSHA Identifies and Classified Recovery Ops

Debris reduction, recycling, and disposal

Tree trimming

Restoring electrical/water/utilities, etc.

Erecting temporary housing facilities

Building demolition

Sand/sludge removal

Roof inspection, “tarp-ing”, and repair

Assessment, cleanup, and repair of structures

Roadway and bridge inspection and repair

Which do we actually do? __ Debris reduction, recycling, and disposal __ Tree trimming __ Restoring electrical/water/utilities, etc. __ Erecting temporary housing facilities __ Building demolition __ Sand/sludge removal __ Roof inspection, “tarp-ing”, and repair __ Assessment, cleanup, and repair of structures __ Roadway and bridge inspection and repair

Which do we actually do?

__ Debris reduction, recycling, and disposal

__ Tree trimming

__ Restoring electrical/water/utilities, etc.

__ Erecting temporary housing facilities

__ Building demolition

__ Sand/sludge removal

__ Roof inspection, “tarp-ing”, and repair

__ Assessment, cleanup, and repair of structures

__ Roadway and bridge inspection and repair

Training: Training about the general hazards , conditions, and work expected to be performed. Training should be conducted before employees are deployed. Discuss common stressors for response and recovery workers, such as extended work shifts, acclimatization issues, less than ideal sleeping and eating conditions, and critical incident stress concerns. Site-specific training that covers the hazardous conditions and exposures that employees may encounter at a particular location. Identify specific controls such as specialized equipment, work practices, and additional PPE necessary for the particular job site. These controls may be identified in a Job Hazard Analysis (JHA) developed for the task or operation. Daily job briefings covering the day's work plan, anticipated hazards, and required exposure controls.

Training:

Training about the general hazards , conditions, and work expected to be performed.

Training should be conducted before employees are deployed.

Discuss common stressors for response and recovery workers, such as extended work shifts, acclimatization issues, less than ideal sleeping and eating conditions, and critical incident stress concerns.

Site-specific training that covers the hazardous conditions and exposures that employees may encounter at a particular location.

Identify specific controls such as specialized equipment, work practices, and additional PPE necessary for the particular job site. These controls may be identified in a Job Hazard Analysis (JHA) developed for the task or operation.

Daily job briefings covering the day's work plan, anticipated hazards, and required exposure controls.

Does your entity have a Debris Management Plan? (COOP)

Does your entity have a Debris Management Plan?

(COOP)

First Responder Safety Any Questions?

Any Questions?

Part 3 FEMA Documentation Maximizing Public Assistance Reimbursement TJP Solutions ~ Jane O’Connor www.tjpsolutions.net [email_address]

FEMA Documentation The Process – How To Apply Eligible Expenses Tracking and Documenting Expenses Items Often Overlooked

The Process – How To Apply

Eligible Expenses

Tracking and Documenting Expenses

Items Often Overlooked

FEMA Documentation Emergency Management Staff Documentation Coordinator

Emergency Management Staff

Documentation Coordinator

FEMA Public Assistance Purpose Cost Share

Purpose

Cost Share

Application Process Step One - Preliminary Damage Assessment Step Two – Presidential Disaster Declaration

Step One - Preliminary Damage Assessment

Step Two – Presidential Disaster Declaration

Application Process Step Three – Applicant’s Briefing Step Four – Submit Request for Public Assistance

Step Three – Applicant’s Briefing

Step Four – Submit Request for Public Assistance

Application Process Step Five – Kick-off Meeting with PAC Step Six – Project Formulation & Cost Estimating

Step Five – Kick-off Meeting with PAC

Step Six – Project Formulation & Cost Estimating

Application Process Step Seven – Project Review and Validation Step Eight – Obligation of Federal Funds and Disbursement to Sub-grantees

Step Seven – Project Review and Validation

Step Eight – Obligation of Federal Funds and Disbursement to Sub-grantees

Application Process Step Nine – Appeals and Closeout Documents Available for Audits

Step Nine – Appeals and Closeout

Documents Available for Audits

Pre Event Planning Items Items Often Overlooked

Any Questions? TJP Solutions Jane O’Connor www.tjpsolutions.net

Emergency Planning Essentials Continuity of Operations First Responder Safety FEMA Public Assistance Operations TJP Solutions ~ Jane O’Connor www.tjpsolutions.net [email_address]