HomeMy WebLinkAboutAgenda - 06-03-2003 - 8jORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 3, 2003
Action Agen~d~a
Item No. _~
SUBJECT: Acceptance of Grant for Emergency Planning
DEPARTMENT: Emergency Management PUBLIC HEARING: (YIN) No
ATTACHMENT(S): INFORMATION CONTACT:
2/13/03 Grant Proposal from Emergency Nick Waters, ext 3030
Management Director
5/07/03 Memorandum of Agreement TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider accepting a federal grant to reimburse the County up to $47,147 to
update the Domestic Preparedness, Multi-Hazard Plan by developing continuity of operations
protocols.
BACKGROUND: Consequences of disasters, either natural or manmade, may have long term
impacts upon County facilities that could render them unusable. Plans need to address how
County departments will continue to operate if their normal workplaces are inaccessible.
After staff level meetings about updating the Multi-hazard Plan, it was decided that the
Department of Emergency Management would apply for a grant to develop continuity of
operations plans. The planning process will prioritize County services and look at the
consequences of not providing some services under disaster situations.
The plan will attempt to highlight the risks and vulnerabilities that may cause County facilities to
become inoperable. Additionally, it will, building by building, explore alternative locations that
affected departments could transfer to in times of disaster. The plan will layout additional
infrastructure needs such as:
- Wiring for computer networks
- Increased telephone bank capacities
- Logistics of moving an office from one place to another
- Parking and citizen access to relocation sites
An example would be if the Government Services building were damaged by fire, and clean-up
and restoration were to take a month, then this project would have developed a plan for where,
when, and how the departments would be relocated. The key to the success is that all of these
elements would be identified in advance of a disaster.
The plan would help us provide government services with the least disruption to the citizens.
The planning process would involve participation of county departments in determining what
their emergent relocation needs would be in case of disaster.
The funds will be used to pay administrative costs and supplies, use of temporary staff and
outsourcing of some duties related to the technical aspects of the plan.
The remainder of the grant will be used to update the Emergency Operations Center plan. This
will entail creating new resource tracking measures, creating new forms, and modifying existing
standard operating guidelines.
It is projected that this project will take approximately six months to complete.
FINANCIAL IMPACT: There is no County match required for the receipt of this reimbursable
State-administered Federal grant. There may be some limited additional staff time, however no
additional county costs should be expected.
RECOMMENDATION(S): The Manager recommends that the Board accept the Grant Award,
and authorize the Manager to sign the Memorandum of Understanding.
Background
Orange County is a progressive county encompassing 400 square miles within the central region of North
Carolina. The county is bordered by the counties of Alamance to the west, Durham to the east, Person to the
north, and Chatham to the south. An eclectic mixture of rural and urban areas provide interesting challenges to
emergency planning.
Orange County's 119,894 residents, a 1.4% increase over one year, inhabit two cities, and four townships, as
well as the unincorporated areas. (2001 U.S. Census est.) From 1990 to 2000, the county has experienced an
explosive population growth of 26.2%, compared with 21.4% for the rest of the state. (2000 U.S. Census). This
creates a population density of 295.7 persons per square mile.
Special events within the county continually attract visitors. The county is home to the University of North
Carolina at Chapel Hill, which draws over 60,000 citizens and visitors during sporting and entertainment events.
Street fairs such as Hog Day in Hillsborough and Apple Chill in Chapel Hill average 20,000 or more attendees.
The largest and most hazardous event occurs during the annual Chapel Hill Halloween bash which brought over
70,000 revelers on Franklin Street last year.
Purpose
The purpose of this grant is to update the county Multi-hazard Plan.
Goals
• Ensure essential county services are provided during and after a disaster.
• Ensure that the Emergency Operations Center operates at peak effectiveness.
Objectives
• Identify critical services provided by the county.
• Identify impediments to the provision of those services through vulnerability and risk assessments.
• Identify critical positions with knowledge, skills, and abilities responsible for providing the essential
services.
• Create Continuity of Government provisions for the departments that provide those services within the
Multi-hazard Plan.
• Conduct field research to update emergency responder staging areas and alternate operating locations
• Revise the Emergency Operations Center section.
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Discussion
Multi-hazard plans are the roadmap of emergency response. Without an effective plan, the likelihood of
uncoordinated response and duplication of efforts increase. The proposed updates to the Orange County Multi-
hazardplan will attempt to address its identified deficiencies.
The Orange County Multi-hazard plan currently has few formal provisions for Continuity of
Government/Continuity ofOperations. The effect of this inadequacy was apparent during the recent ice storm in
December 2002. While the county departments performed admirably in maintaining essential services to
citizens, a formal policy would provide many benefits to citizens and employees alike.
Additionally, the Emergency Operations Center section of the Multi-hazard plan is out of date, as new positions
and liaisons have been appointed and established that are not reflected in the current plan. The grant proposal
includes provisions to update the necessary sections.
The plan for the grant will be divided into five phases. Phases one through three will be to develop continuity of
operations provisions to the Multi-hazard plan to identify and plan for the continued operation of critical
government services: This will involve field research to determine the best locations to provide services, which
services are critical, and what procedures to follow to establish these alternative sites. Necessary infrastructure
needs to be implemented pending availability of funding will be identified within these phases.
Phase 4 will revise the Emergency Operations Center section to ensure effective operations during critical
incidents.
Labor costs will include the time of one Project Administrator, one designated position or contractor to perform
the research and development of the EOP updates, and one temporary time-limited assistant to perform data
entry and typing duties.
Other expenses will be in the form of leasing computer hardware, leasing a Geographic Positioning System
(GPS) receiver, leasing a plotter, purchasing general office supplies, printing costs, vehicle mileage and upkeep,
and other miscellaneous consumables. The researcher will utilize a laptop computer in the field to collect
information on suitable alternative governmental operations sites and appropriate emergency responder staging
areas. The GPS receiver will facilitate the gathering of latitude and longitude coordinates for each site, and will
be especially applicable to pre-designating helicopter landing zones. The plotter will be used to print maps
utilizing the data collected to be maintained in the EOP.
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Proposed Phased Schedule of Project Tasks
Emergency Operation Planning and updates will be achieved during the period covered by this grant- May 1,
2003 through and inclusive of December 31, 2003.
Phase 1 Tasks (July 10- July 31, 2003) $13,051.50
• Finance a Project Administrator to oversee the project.
• Fund a designated position or hire a contractor to complete the project.
• Fund a temporary time-limited assistant to perform administrative tasks for the project.
• Complete identification of critical services.
• Lease necessary hardware for the completion of field research.
• Procure necessary office supplies.
• Develop task list, timeline, and meeting schedule for project.
• Develop glossary of terms to ensure consistent terminology in plan.
Phase 1 Deliverables:
• Contact information of Project Administrator.
• Contact information of designated staff member or contractor.
• Important task list, timeline, and meeting schedule.
• List of critical services and departments.
• Glossary of terms and acronyms.
• Expenditure Report, copies of receipts, and mileage records.
Phase 2 Tasks (August 1- September 30, 2003) $11,365.00
• Conduct risk assessment of critical services.
• Conduct vulnerability analysis of critical services.
• Meet with heads of critical departments:
o Determine. succession of authority
^ Identify employees to be delegated authority.
^ Ensure appropriate training is provided to those employees.
^ Involve the purchasing director in developing this list to ensure its maintenance.
o Ensure that accurate contact information in maintained within the department and copies are
forwarded to the purchasing director.
o Determine space and logistics needs for alternate operating sites.,
o Examine preservation of records policies and procedures.
• Field research of suitable alternative government operations sites.
• Field research of suitable emergency responder staging areas and helicopter landing zones.
• Mapping of identified continuity of operation sites and landing zones.
Phase 2 Deliverables:
• Risk assessment of critical services.
• Vulnerability analysis of critical services.
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• Succession of authority for critical departments.
• Space needs for alternative operations.
• Agenda and attendance sheet of department head meetings.
• Copies of research of suitable alternative government operations sites including
latitudinal and longitudinal coordinates.
• Copies of research of suitable emergency responder staging areas and helicopter landing
zones, including latitudinal and longitudinal coordinates.
• Maps of continuity of operation sites and landing zones.
• Gap analysis of records preservation policies and practices.
• Expenditure report, copies of receipts, and mileage records.
Phase 3 Tasks (October 1-November 30, 2003) $11,365.00
• Identify timeline and priority list of governmental services re-establishment.
• Identify needs for training, infrastructure, supplies, and personnel to ensure continuation of
services.
• Identify records preservation policy and practice improvements.
• Meet with applicable department heads to review necessary updates.
• Update Multi-hazard plan with continuity of operations information including new operating and
staging areas, records preservation practices, and prioritization of county services re-
establishment.
Phase 3 Deliverables:
• Timeline and priority list of governmental services re-establishment
• ~ List of needs for training, infrastructure, supplies, and personnel.
• Improvement list for records preservation policies for county departments.
• Agenda and sign-in sheet for final department head meeting.
• Copy of updated Multi-hazard plan with continuity of operations information.
• Expenditure Report, copies of receipts, and mileage records.
Phase 4 Tasks (December 1-December 31, 2003) $11,365.00
• Update the minimum positions to effectively staff the EOC.
• Review EOC layout for station and traffic flow improvements.
• Identify EOC facility and equipment needs for use in allocating future funding allocations.
• Review and update message flow procedures.
• Review and update briefing materials and modify Incident Command System forms for EOC
use.
• Review and update policies and procedures.
• Update County multi-hazard plan to reflect changes.
Phase 4 Deliverables:
• List of positions to effectively staff EOC.
• Recommendations for station and traffic flow improvements.
• List of EOC facility and equipment needs.
• Updated forms and briefing materials.
• Copy of updated EOC section.
• Expenditure Report, copies of receipts, and mileage records.
Estimated Expenses
Included within the phases are costs set forth below:
Phase 1
Labor cost
In-house planner $4,000.00
Data entry assistant $1,300.00
Supplies $100.00
Mileage (500 miles @ $0.365/mile) $182.50
Printing $100.00
Equipment lease
Laptop computer, printer, travel case $2,376.00
GPS receiver $199.00
Plotter $4,794.00
Equipment Lease Total $ 7,369
Phase 1 Total $13,051.50
Phase 2
Labor cost
In-house planner $8,000.00
Data entry assistant $2,600.00
Supplies $200.00
Mileage (1000 miles @ $0.365/mile) $365.00
Printing $200.00
Phase 2 Total $11,365.00
Phase 3
Labor cost
In-house planner $8,000.00
Data entry assistant $2,600.00
Supplies $200.00
Mileage (1000 miles @ $0.365/mile) $365.00
printing $200.00
v
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Phase 3 Total $11,365.00
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Phase 4
Labor cost
In-house planner
Data entry assistant
Supplies
Mileage (1000 miles @ $0.365/mile)
Printing
Phase 4 Total
$8,000.00
$2,600.00
$200.00
$365.00
$200.00
$11,365.00
TOTAL GRANT REQUEST $ 47,146.50
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Tax ID # 56-6000327
CFDA # 83-562
Cost Center 1510546
Grant #
Grant Amount _$47,147.00
MEMORANDUM OF AGREEMENT
EMERGENCY PLANNING FUNDING
Between the
Department of Crime Control and Public Safety,
Division of Emergency Management
And
Orange County Emergency Management
I. SUBJECT
Provide assistance to State and local governments in updating their Emergency
Operations Plan (EOP) for all hazards with special emphasis on WMD Terrorism
Preparedness.
II. PURPOSE
The Department of Crime Control and Public Safety, Division of Emergency
Management (Division of EM) and Orange County Department of Emergency Management
(Grantee) will enter into an agreement to provide funding for updating their Emergency
Operation Plan (EOP) for all hazards with special emphasis on WMD Terrorism
Preparedness.
III. PARTIES
The parties of this Memorandum of Agreement (MOA) are: North Carolina
Department of Crime Control & Public Safety, Division of Emergency Management and
Orange County Department of Emergency Management hereinafter referred to as the
Subgrantee.
IV. BACKGROUND
The Federal Emergency Management Agency (FEMA), through the Department of Crime
Control ~ Public Safety, Division of Emergency Management has made funds available to
provide the funds to assist State and local governments in improving their Emergency
Operation Plans for all hazards with emphasis on WMD Terrorism Preparedness.
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V. AUTHORITY
The parties enter into this MOA under the authority of the Departments of Commerce,
Justice, and State, the Judiciary, and Related Agencies Appropriations Act, 1999 (Div. A.
Sec. 101 (B) at 112 Stat. 2681-50), Department of Justice Appropriations Act, 1999 (Div. A.
Sec. 101(6), Title 1 at 112 Stat. 2681-50); the U.S. Department of Justice, Office of Justice
Programs, Office of Domestic Preparedness, Fiscal Year 2001 and 2002 State Domestic
Preparedness Program, Program Guidelines and Application Kit available at
http://www.oip.usdoi.4oy/odp/docs/02odpkit.pdf; the Robert T. Stafford Disaster Relief
and Emergency Assistance Act, 42 U.S.C. §5121 et.seq; Title 44 of the Code of Federal
Regulations; and the N.C. Emergency Management Act, Chapter 166A of the North Carolina
General Statues.
VI. DUTIES 8~ RESPONSIBILITIES OF THE DEPARTMENT OF CRIME CONTROL AND
.PUBLIC SAFETY, DIVISION OF EMERGENCY MANAGEMENT
The Department of Crime Control and Public Safety, Division of Emergency Management
agrees to:
Provide funding to Orange County Department of Emergency Management to update
and enhance existing Emergency Operations plans for all hazards with special
emphasis on WMD Terrorism Preparedness.
VII. DUTIES 8i RESPONSIBILITIES OF ORANGE COUNTY, DEPARTMENT OF EMERGENCY
MANGEMENT(SUBGRANTEE)
The Subgrantee agrees to:
A. Perform all tasks and objectives set forth in the Grant Proposal attached and
incorporated by reference herein.
B. Subgrantee will acknowledge, in all printed material and promotions, the
grant from the North Carolina Division of Emergency Management.
C. Subgrantee will provide to the NCEM Grants Manager and to the designated
NCEM Area Coordinator within 90 calendar days of execution of this MOA and
every 90 days thereafter, a progress report detailing expenditures, completion
of deliverables, and accomplished project milestones.
D. Subgrantee will submit to the NCEM Grants Manager and to designated NCEM
Area Coordinator a final report detailing all expenditures, and project
accomplishments at the completion of the project, or upon expiration of this
MOA.
E. Subgrantee must submit any request for an agreement extension at least 60
days prior to the expiration of this MOA with complete justification for the
extension.
F. Subgrantee funds will be disbursed on a reimbursement basis as phases -and
deliverables are reviewed.
G. Subgrantee funds may not be used for the following: (a) for weapons training
or other law enforcement training that is routinely conducted by state and
local law enforcement agencies; (b) for the purchase of equipment as
identified in 44CFR; and (c) to supplant federal, state, or local government
funding of existing planning programs.
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H. Failure to comply with the specified conditions will result in the return of the
grant funds to North Carolina Division of Emergency Management
I. All original records pertinent to this MOA shall be retained by Subgrantee for
three years following the date of termination of this MOA, with the following
exception: if any litigation, claim, or audit is started before the expiration of
the three year period and extends beyond the three year period, the records
will be maintained until all litigation, claims or audit findings involving the
records have been resolved.
VIII. FUNDING 8~ COMPENSATION
The Department of Crime Control and Public Safety, Division of Emergency
Management will provide funding to the Subgrantee, for the actual costs incurred, not to
exceed $47,147.00
to update and enhance Emergency Operations Plans as described in this MOA. The State
of North Carolina, Department of Crime Control and Public Safety, Division of Emergency
Management, Cost Center 1510-546, will provide funds. The allocation of funds will be from
the FEMA FY 2002 Supplemental Grant. All terms and conditions of this Agreement are
dependent upon and subject to the allocation of funds from FEMA and the Department of
Crime Control and Public Safety, Division of Emergency Management for the purposes set
forth and the MOA shall automatically terminate if funds cease to be available. Allowable
costs shall be determined in accordance with the N.C. Division of Emergency Management
guidelines and policy, FEMA guidelines, and the Office of the Assistant Attorney General,
OJP regulations under the State Domestic Preparedness Program for Federal fiscal year
2001 and 2002 and the U.S. Department of Justice, Office of Justice .Programs, Office of
Domestic Preparedness, Fiscal Year 2001 or 2002 State Domestic Preparedness Program,
Program Guidelines and Application Kit available at
http•//www.oip.usdoi.gov/odp/dots/02odpkit.pdf .
IX. GENERAL TERMS & CONDITIONS
A. Compliance: Failure to comply with the specified conditions will result in the return
of this grant award to the North Carolina Division of Emergency Management.
B. Taxes: The subgrantee shall be considered to be an independent Grantee and
shall be responsible for all taxes.
C. Warran As an independent Grantee, the subgrantee will hold the Department of
Crime Control, Division of Emergency Management harmless for any liability and
personal injury that may occur from or in conjunction with the performance of this
agreement to the extent permitted by the North Carolina Tort Claims Act.
D. State Property: The subgrantee shall be responsible for the custody and care of
any properly furnished for use in connection with this MOA.
E. Situs: This MOA shall be governed by the laws of North Carolina and any claim for
breach of enforcement shall be filed in the State Courtin Wake County, North
Carolina.
F. Antitrust Laws: This MOA entered into in compliance with all State and Federal
antitrust laws.
G. Entire Agreement: This MOA and any exhibits and amendments annexed hereto .
and any documents incorporated specifically by reference represents the entire
agreement between the parties and supercede all prior oral and written statements
or agreements.
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X. MODIFICATION OF THE AGREEMENT
Modification of this Agreement must be in writing and upon approval of both parties.
XI. STATE PROPERTY
All confidential information of either party disclosed to the other party in connection
with the services provided here under will be treated by the receiving party as confidential
and restricted in its use to only those uses contemplated by the terms of this Agreement.
Any information that is to be treated as confidential must be clearly marked as confidential
prior to transmittal to the other party. Neither party shall disclose to third parties, the other
party's confidential information without written authorization to do so from the other party.
Specifically excluded from such confidential treatment shall be information which: (i) as of
the date of disclosure and/or delivery, is already known the party receiving such
information; (ii) is or becomes part of the public domain, through no fault of the receiving
party; (iii) is lawfully disclosed to the receiving party by a third party who is not obligated to
retain such information in confidence; or (iv) is independently developed at the receiving
party by someone not privy to the confidential information.
XII. TERMINATION
This MOA shall be in effect from the date of execution to December 31, 2003. This
MOA may be terminated upon submission of a 30-day advance written notice of
termination.
XIII. COMMUNICATIONS
To provide consistent and effective communication between Orange County
Department of Emergency Services and the Department of Crime Control and Public Safety,
Division of Emergency Management, each party shall appoint a Principal Representative(s)
to serve as its central point of contact responsible for coordinating and implementing this
MOA. The Department of Crime Control and Public Safety, Division of Emergency
Management contacts shall be Dr. Kenneth B. Taylor, Director, and Mr. Jack Midyette,
Grants Manager. Orange County Department of Emergency Management Services contact
shall be Nick Waters, Director and Eric Griffin, EM Planner.
XIV. EXECUTION
This MOA will become effective upon execution of all parties to the MOA. The date
of execution shall be the date of the last signature.
EXECUTED THIS THE DAY OF , 2003.
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WITNESS:
WITNESS:
WITNESS:
BY:
BY:
BY:
CONTRACTING AGENCY
DIVISION OF EMERGENCY MANAGEMENT
DEPARTMENT OF CRIME CONTROL AND
PUBLIC SAFETY
DR. KENNETH B. TAYLOR, DIRECTOR
DIVISION OF EMERGENCY MANAGEMENT
DATE:
WILLIAM DUDLEY, CHIEF DEPUTY SECRETARY
DEPARTMENT OF CRIME CONTROL 8~ PUBLIC
SAFETY
DATE:
John Link, Manager
ORANGE COUNTY
DATE:
APPROVED AS TO PROCEDURES:
BY:
FRED J. TUCKER, CONTROLLER
DEPARTMENT OF CRIME CONTROL 8
PUBLIC SAFETY
DATE:
APPROVED AS TO FORM SUBJECT TO EXECUTION BY WILLIAM DUDLEY, CHIEF DEPUTY SECRETARY OF
THE DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY.
ROY COOPER
ATTORNEY GENERAL OF NORTH CAROLINA
BY:
ASSISTANT ATTORNEY GENERAL