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Name County Emergency Operations Plan

Damage Assessment Standard Operating

Guidelines

Replace with your Logo Here

Name County Address City, MN zip EM – Name Phone Email

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Table of Contents 1.0 Introduction......................................................................................................................................................... 3

1.1 Purpose............................................................................................................................................................. 3 1.2 Goal..................................................................................................................................................................... 3

2.0 Assumptions and Considerations............................................................................................................... 4 2.1 Assumptions ………………............................................................................................................................... 4

3.0 Concept of Operations ……............................................................................................................................... 4 3.1 Phases of Assessment.................................................................................................................................. 4 3.2 Damage Assessment Planning Team (Pre-Planning....................................................................... 5

4.0 Organization and Responsibilities.............................................................................................................. 6 4.1 Organization…………...……………................................................................................................................ 6 4.2 Roles and Responsibilities………………………………………………………………………………………………6 4.3 Public Information Officer………………………………………………………………………………………………9

5.0 Key Debris Management Areas...................................................................................................................... 10 5.1 Mutual Aid Agreements…………................................................................................................................. 10

Appendix A: Acronyms........................................................................................................................................ 11 Appendix B: Resolution Declaration a State of Emergency................................................................. 12 Appendix C: Mutual Aid Agreements ………………………………..………………………… in county plan

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1.0 Introduction

1.1 Purpose

The purpose of these standard operating guidelines is to provide pre-disaster planning, preparation, coordination and guidance for the handling of damage assessment within Name County in the event of a disaster.

This annex provides guidance for the assessment and reporting of physical damage resulting from disasters. Damage assessment will help establish priorities for allocation of resources and identify requirements for conducting recovery operations and will assist in the determination of whether the event is significant enough to request assistance from State and/or Federal.

The standard operating guidelines are used to facilitate and coordinate the assessment of damage following a disaster, to expedite recovery efforts in the impacted area, and to address any threat of significant damage to improved public or private property.

The Name County officials recognize that a damage generating event occurring in the geographical area covered by the local jurisdiction might well affect several jurisdictions and the recovery would be handled quicker and easier using the combined assets of many jurisdictions and coordinating the assessment.

1.2 Goal Provide guidance to the agencies tasked with the removal and disposition of debris caused by an event and/or a major disaster in Name County. This guidance unifies the efforts of public and private organizations for a comprehensive and effective approach to:

Provide organizational structure, guidance, and standardization guidelines for assessment of damage during a damage-generating event.

Establish the most efficient and cost effective methods to resolve disaster damage assessment issues.

Expedite damage assessment teams to conduct assessments on a timely manner to report to the State of Minnesota for possible declaration.

Coordinate partnering relationships through communications and pre-planning with local, State, and Federal agencies that have damage assessment responsibilities.

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2.0 Assumptions and Considerations

2.1 Assumptions

Based on lessons learned from previous local, regional, national, and international incidents, the following are a series of planning assumptions to consider:

Name County may experience events which result in large amounts of damage requiring

local emergency declarations and requests for state or federal disaster assistance.

Local jurisdictions must be organized and prepared to conduct their own damage

assessments.

Accurate damage information is critical to effective emergency response, public safety, and

community recovery. Priority inspections include structures involved in response

operations, critical transportation routes, infrastructure, and essential county facilities.

Cities and townships within the county share responsibility for damage assessment and

provide information regarding damages and cost within their jurisdictions and service

areas to the County Emergency Operations Center.

The possibility exists that only a portion of the area may be affected. In this situation, and

under provisions of this plan, the affected jurisdictions would be able to request mutual aid

assistance from the other jurisdictions that were unaffected by the event.

Public information will be provided by local jurisdiction and County officials in the form of

radio and television announcements, social media, information bulletins and hot line

responses. The public must be informed of how to report damage.

3.0 Concept of Operations

3.1 Phases of Assessment The concept of operations describes how damage assessment activities should be conducted in response to a damage generating events. Damage assessment is basically a three phase approach:

Rapid Damage Assessment (Windshield Survey) The RDA process, also known as a windshield survey, is conducted immediately after an event. This assessment focuses on immediate life-threatening situations. Rapid assessment provides the incident commander and the EOC director with information to assess the size of the event and the extent of the damage, in addition to prioritizing facilities critical to government response and recovery activities.

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Initial Damage Assessment The IDA process will provide additional, more detailed, information to determine if an

emergency declaration is required and if assistance from other jurisdictions will be required. This assessment is more detailed than the rapid assessment, and begins to determine the severity and magnitude of the event, quantifies homes and businesses impacted, and determines whether local resources will be sufficient in recovery. The IDA should be completed and reported to Minnesota HSEM within 36 hours of an event.

Preliminary Damage Assessment The PDA process is generally performed by teams consisting of Local, State agency representatives, and sometimes volunteer organizations who offer services. Teams consist of technical staff who can evaluate emergency and recovery project costs.

3.2 Damage Assessment Planning Team (Pre-Disaster)

The local jurisdiction will also appoint a Local Damage Assessment Leader that will be responsible to coordinate and oversee damage assessment operations in the event of a disaster. The following personnel from the local jurisdiction(s) will coordinate disaster-related damage assessment planning and activities and will constitute the damage assessment planning team. Add or delete below as necessary

Mayor Administrator/Clerk for City/Township Administrators

Finance Officers

Street Supervisor/Public Works Director

Chief, Fire Department Law Enforcement

City/County Emergency Manager

The Local Damage Assessment Planning Team will develop and coordinate standard operating guidelines for the local jurisdiction(s) response to a damage generating event. This will include assignment of responsibilities, assessment of possible problem areas should an event occur, preparing fact sheets and guidance documents for distribution to the residents.

___________________ shall serve as the Local Damage Assessment Leader and will have the following pre-disaster responsibilities:

1. Develop the Damage Assessment Standard Operating Guidelines in accordance with guidance provided by the Local Damage Assessment Planning Team and the Name County EOP. 2. Become familiar with Name County Emergency Operations Plan (EOP), especially the Recovery Operations section of the Annex which includes damage assessment.

3. Guidance can be received from the name County Emergency Management Director and Minnesota Department of Homeland Security and Emergency Management.

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4.0 Organization and Responsibilities 4.1 Organization When a disaster strikes, a survey of the devastated area is done to determine the number of

families affected, homes destroyed or damaged, number of buildings destroyed or damaged,

boundary of the disaster area, what kind of relief is needed where, and any physical problems

regarding transportation and communication systems. The Unit Leader will work with the

Emergency Management Director, and/or Sheriff in obtaining this information to ensure

county, state, and federal resources are provided for a quick and thorough recovery by the

community.

Personnel from City and County Government as well as private sector agencies may be

involved with the damage assessment team. Some of these people may be County Assessors,

Emergency Manager, County highway Engineers, City Engineer, City Building Inspections,

Public Works Director, City Assessor, Township Assessor, Realtors, voluntary agencies

(specializing in detailed damage assessment for long term recovery operations).

4.2 Roles and Responsibilities

Name County Emergency Management Director

The Name County Emergency Management Director (or designee) is responsible for carrying

out the emergency management program for Name County. The Emergency Management

Director (or designee) will activate the Emergency Operations Center as required or requested

to coordinate/support the activities of all departments/organizations assisting with response

and recovery efforts. The Emergency Management Director (or designee) will establish

response and recovery priorities through the Emergency Operations Center and will

coordinate the resources needed to support emergency operations.

Arrange for training of personnel in disaster assessment and maintain a list of qualified

local individuals.

Alerts Damage Assessment Teams to perform an initial (windshield) survey of damages

to buildings, streets, roads, bridges, and other critical facilities.

Manage the EOC; advise the administration and support field operations.

Ensure that damage assessment and major events are being recorded.

Hold periodic briefings when necessary for the EOC staff to exchange information.

Notifies appropriate government agencies and private sector organizations when

damage assessment procedures are to be initiated.

Coordinates information requests from cities, county, regional, State and Federal

Authorities.

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Damage Assessment Unit Leader

The Damage Assessment Unit Leader is part of the planning section and therefore reports directly to the Planning Section Chief. The Damage Assessment Unit Leader is responsible for ensuring that an assessment is completed of the impacted areas to determine, the extent of damage, the types of structures impacted, the potential economic loss, and the overall area that has been affected. Teams will be formed to aid in the collection of the assessment information. Team members may come from City/County Assessing departments, City Building Officials, Public Works/Highway Departments, local contractors/realtors, appraisers, and other voluntary agencies specializing in damage assessment. Damage assessment reports are vital to the response and recovery activities and should be completed as quickly as possible to provide direction for emergency responders and to provide information to County, State and Federal officials for emergency declaration processes. Assessing Department

The assessing department from the impacted area will work to compile public information as it

relates to damage assessment. The assessing department will survey and evaluate damages to

the local areas including taxable and exempt property as well as pre-determined critical

infrastructure (i.e. Government Facilities, hospitals, utility companies, etc.). The assessing

department will provide public information and financial reports to the Damage Assessment

Unit Leader. Personnel from the assessing department may be involved in the rapid damage

assessment completed in the affected area/s. (The following is a quick checklist to remember.

Please add more to this list during planning team meetings).

Gather and compile information from damage assessment teams.

Estimate dollar loss for the county/city.

Assimilate information on damage to public, private structures and businesses.

Evaluate the effect of damage to tax base and economy.

Evaluate the effect of the tax base and economic damages on school districts, colleges

and Universities.

Public Works/Highway Department:

The Public Works Director or Highway Engineer will coordinate damage assessment activities

as it relates to streets, sewer systems, drainage systems, bridges, utility services,

transportation and communication systems throughout the City/County. Public

Works/Highway Department personnel will be involved in the four phases of damage

assessment; including rapid damage assessment, initial damage assessment, preliminary

damage assessment, and secondary damage assessment.

GIS Specialist:

The GIS department will create maps to help with showing the impacted area. A map will also

be created to help with the initial and preliminary damage assessment staff to find each

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address which is impacted. GIS personnel shall report to the EOC during activation or work

virtual as needed by EOC manager. Work must be done prior to an event to work with the

assessor’s office to determine what information is needed for making maps.

ADMINISTRATION AND SUPPORT

Chief Elected Officials

Execute a resolution for declaring a State of Emergency (Appendix B). Separate

declarations are required for each impacted jurisdiction. The resolution will be sent to

Minnesota HSEM to determine if the State of Minnesota meets the threshold for a

Presidential declaration.

Allow those officials of other county/city agencies whose assistance may be required to

assist in the damage assessment process.

Records:

Records will be maintained on the use of all equipment, whether owned, leased, rented or

borrowed. These records/contracts will be used as basis for possible recovery of emergency

operations expenses from a responsible party or for potential reimbursement from the State or

Federal Government. All records/contracts generated by the County/Damage Assessment Unit

Leader should be provided to the Finance and Administration Section Chief for cost recovery

and reimbursement documentation.

All Departments:

Each department, agency or service of government will provide for the maintenance of records

during an emergency. These records include work hours, equipment hours, supplies and

materials consumed, injuries to personnel, and damage to public facilities and equipment. All

records generated during an emergency will be collected and maintained in an orderly manner

so a record of actions taken is preserved for use in determining response costs, settling claims,

and updating emergency plans and procedures.

Post Incident Review:

Following activations of the Emergency Operations Center or use of the Emergency Operations

Plan, Emergency Management will coordinate a review of each annex of the Emergency

Operations Plan to identify needed improvements, procedure changes, personnel and facility

changes or resource needs.

Training and Exercises:

Personnel identified in the Emergency Operations Plan and those who staff the Emergency

Operations Center will receive National Incident Management System (NIMS) and Incident

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Command System (ICS) training. Although some personnel may receive more advanced

training, everyone will receive IS-100, IS-200, and IS-700. A full list of personnel and required

training can be found on file in the Emergency Management office. Personnel who staff the

Emergency Operations Center shall also receive appropriate training on their role in the

Emergency Operations Center and on the operations of the facility. This training should be

arranged by the Damage Assessment Unit Leader or the Emergency Management Department.

Emergency Management follows the Emergency Management Performance Grant (EMPG)

exercise requirements to exercise and evaluate the Emergency Operations Plan. A more

detailed explanation of the County/City exercise plan can be found as Attachment 2 of the Basic

Plan.

ANNEX DEVELOPMENT AND MAINTENANCE

The Name County/City of Name1 Emergency Operations Plan, including the Basic Plan and

Annexes, is updated on an annual basis. Each annex representative is responsible for

participating in the full review process every other year and for independently reviewing the

annex on an annual basis. The overall responsibility for maintaining the Emergency

Operations Plan is that of the Name County Emergency Management Department.

Any standard operating guidelines, personnel directories, maps or other tools needed to

support emergency operations should be developed and maintained by the responsible

department. It is the department’s responsibility to ensure access to this information during

times of large scale emergency or disaster, to coordinate training for personnel in regard to

these procedures and to inform Emergency Management of any changes that directly impact

the Emergency Operations Plan.

4.3 Public Information Officer The Public Information Officers (PIO) of the jurisdictions is responsible for providing

information and guidance to the public regarding debris management activities. The PIO’s

duties include development of informational bulletins, hotline responses, radio and television

announcements, handbills and door hangers, and newspaper notices.

Information that can help expedite the assessment process includes:

How to report damage.

See PIO guides for Debris Management and include Damage Assessment where

needed.

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5.0

5.1 Mutual Aid Agreements

Name County has established Mutual Aid Agreements with entities to provide assistance with damage assessments in the event of a disaster resulting in damage. These agreements include utilization of personnel, equipment, emergency services, and law enforcement. The agreements also address the reimbursement process for the providing and requesting entities. (Appendix C)

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Appendix A: Acronyms

EMPG Emergency Management Performance Grant EOC Emergency Operations Center EOP Emergency Operations Plan GIS Geographic Information System FEMA Federal Emergency Management Agency ICS Incident Command System

IDA Initial Damage Assessment NIMS National Incident Management System PDA Preliminary Damage Assessment PIO

Public Information Officer RDA Rapid Damage Assessment (Windshield Survey) SOG Standard Operating Guidelines

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Appendix B

Sample Resolution Declaration

Resolution Declaring a State of Emergency

WHEREAS the ___________ impacted the population of _________________ County and its cities; and

WHEREAS the _______________ event has caused a significant amount of public property damage; and

WHEREAS the ___________ County Department of Emergency Management requests the

_____________ County Board of Commissioners to declare ___________ County in a STATE OF

EMERGENCY for the ______________ event of 20__;

NOW, THEREFORE, BE IT RESOLVED, that the ____________ County Board of Commissioners

declares ___________ County in a State of Emergency for conditions resulting from the ______________

event of ________ (date).

Adopted by the ______________ County Board of Commissioners this _____ day of ___________. 20__.

ATTEST: I, ________________, County Administrator, hereby attest that the foregoing resolution was duly adopted

by the ____________ County Board of Commissioners on the ______ day of ________________, 20__.

County Administrator