FINANCE SECTION - AIRS



EMERGENCY MANAGEMENT PLAYBOOK

for the

2-1-1

Finance Section

WORKSTATION

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EOC WORKSTATION SET UP

1. Determine Mode of Activation (see below).

2. All workstations are located in the closet.

3. Gather necessary resources, supplies, and equipment.

4. Notify EOC staff of resource or supply needs.

MODES OF ACTIVATION

MODE 1: INFORMATION – situation monitoring only

MODE 2: LIMITED – not all workstations activated

MODE 3: FULL – all workstations staffed

MODE 4: FULL - with assistance from outside agencies

MODE 5: DEMOBILIZATION

ACTIVATION CHECKLIST:

← Check in

Check in / Sign in with the Security Officer at the EOC for accountability tracking. Check in with the Personnel Unit (in Logistics).

← Review your position

Review your position responsibilities as stated within this workstation playbook.

← Determine workstation needs

Ensure that the FINANCE / ADMINISTRATION workstation is set up properly and that appropriate staffing, equipment, and supplies needs are addressed.

← Notify when ready

Notify the 2-1-1 EMERGENCY MANAGER when the FINANCE / ADMINISTRATION SECTION workstation is operational.

← Report for assignment

Report to the OPERATIONS SECTION CHIEF or the 2-1-1 EMERGENCY MANAGER for assignments to support the incident action plan (IAP).

← Determine resource / reference needs

Determine resource needs, such as plan copies, and other reference documents.

← Establish a log

Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.

← Begin assigned tasks.

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FINANCE / ADMINISTRATION SECTION DESCRIPTION

The FINANCE / ADMINISTRATION SECTION CHIEF:

▪ Works directly for the 2-1-1 EMERGENCY MANAGER.

▪ The FINANCE / ADMINISTRATION SECTION CHIEF shall be staffed by the Finance Director or designee.

▪ Is responsible for the management of all financial aspects of the emergency.

▪ Works in tandem with the LOGISTICS SECTION for purchasing materials or equipment vital to coping with emergency conditions.

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INCIDENT COMMAND STRUCTURE

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FINANCE / ADMINISTRATION SECTION RESPONSIBILITIES:

The FINANCE / ADMINISTRATION SECTION CHIEF is responsible for:

▪ Activating functional units

Activating Units as needed and designating Unit Leaders for each of the following functional areas:

o Time Keeping Unit

□ maintains all financial records throughout the event or disaster

□ processes all time-sheets and travel expense claims

o Compensation & Claims Unit

□ processes Claims for Compensation against the City

□ processes all Workers Compensation claims resulting from the emergency

o Procurement Unit

□ tracks and records all external agency staff time

□ development of cost-based contracts

□ assists Logistics Section with supplies procurement

▪ Expense data

Collecting, correlating, recording, and disseminating information pertaining to actual expenses incurred by the City during all phases of an emergency that are necessary to support or perpetuate the continuity of City government and essential services.

▪ Gather preliminary cost estimates, preliminary damage estimates, budgetary impact when possible and brief CEO/President.

▪ Forward all reports to the Planning Section for archiving processes

▪ Develop a cost recovery plan to be activated in the event of an emergency. The plan will include formulae for computing emergency-related expenses and forms to be used to capture accurate cost figures.

▪ Briefings

Informing the CEO/President regarding the financial impact of an emergency.

▪ Coordination of assistance

Providing overall coordination in the compilation and presentation of requests for emergency/disaster relief assistance when required to recover from the financial impact of the event(s).

▪ Disbursement

Disbursement of funds to support the needs of the Incident.

▪ Contracts

Working with personnel from LOGISTICS SECTION in the development of cost-based contracts for equipment rental agreements.

▪ Funding authority

Establish special funding authorities, preparing emergency purchase orders, and pre-approved purchase requisitions.

• Contact United Way of America for information on Cost Recovery Guidelines.

• Evaluate possibility of reimbursement for operational expenses.

• If a federal or state disaster is declared, attend the Applicant’s briefing to seek information about the public assistance or grant programs being made available.

▪ Comp claims

Managing the receipt of claims for compensation against the City and processing Workman’s Compensation claims.

• Document loss or damages thoroughly, including narrative and photos, before any clean-up is done.

• Detail all overtime worked (exact hours) where and what service was provided during these hours.

• Detail all payroll, transportation and per diem information for any loaned staff received through mutual aid.

← Finance / Administration Organization

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OPERATIONAL CHECKLIST:

← Planning meetings

Participate in Incident Action Planning meetings.

← Reporting

Keep the CEO/President, 2-1-1 EMERGENCY MANAGER, OPERATIONS SECTION CHIEF, and the GENERAL STAFF aware of the fiscal situation and related matters at an on-going basis.

← Briefings

Brief all Unit Leaders and ensure they are aware of the objectives as defined in the Incident Action Plan and ensure that responsibilities are clearly understood.

← Staffing

Ensure that sufficient FINANCE / ADMIN SECTION staff is available for a 24-hour schedule, or as required.

← Determine authority

Meet with the LOGISTICS SECTION CHIEF and review financial and administrative support requirements and procedures; determine the level of purchasing authority to be delegated to LOGISTICS SECTION.

← Shared administrative support

Provide administrative support to other EOC Sections as required.

← Planning

Adopt a proactive approach by planning ahead and anticipating problems and situations before they occur

ITEMS FOR CONSIDERATION:

▪ Record hours worked

Ensure that all on-duty time / hours worked by personnel staffing the emergency response personnel is recorded.

▪ Time sheets

Ensure that all on-duty time sheets are collected from Field Level Supervisors or Emergency Managers and their staff.

▪ Payroll process

Ensure there is a continuum of the payroll process for all responding to or directly supporting the efforts of the event or disaster.

▪ Purchasing limits

Pre-determine purchase order limits for the procurement function in LOGISTICS.

▪ Activation of supporting units

Activate units within the FINANCE SECTION as required; monitor section activities continuously and modify the organizational structure as needed.

▪ Recovery documentation

Ensure that all recovery documentation is accurately maintained during the response and prepare to submit reports on applicable Federal and/or State forms.

BASIC QUESTIONS:

▪ Are you involved with decisions that have a financial impact?

▪ Have you been briefed on the current status of the incident?

▪ What is your current staffing need?

▪ Where is the incident headed?

▪ What additional resources do you need? Where are those resources?

▪ How long will this event last?

▪ Are the rehab needs of your staff being met?

▪ Have you communicated with the Logistics Section Chief?

▪ What are your PIO needs?

▪ Who will take over for you at the end of this operational period?

SUPPORTIVE REFERENCES

The following references are also located in this section of the playbook:

1. Employee Support Actions

2. Emergency Purchases And Competitive Bid Exemption

3. Insurance Informational Handout

EMPLOYEE SUPPORT ACTIONS

Since employees who will rely on you for support after an emergency are your most valuable asset, consider the range of services that you could provide or arrange for, including:

▪ Cash advances

▪ Salary continuation

▪ Flexible work hours

▪ Reduced work hours

▪ Crisis counseling

▪ Care packages

▪ Day care

After a site emergency, assess the impact of the event on business neighbors and the community and take appropriate action. How you handle this issue will have long-lasting consequences on moral.

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EMERGENCY PURCHASES AND COMPETITIVE BID EXEMPTION

There is one exemption to use for competitive bid or proposal for United Way of Larimer County purchases:

In the case of an apparent emergency requiring the immediate purchase of materials, professional services, services, or construction, the CEO/President shall have the power to authorize the FINANCE SECTION, the LOGISTICS SECTION, or an authorized Purchasing Agent to secure necessary items in the open market regardless of the amount of the expenditure. However; in no event shall the contract price exceed commercially reasonable prices.

A full written report of the circumstances of all emergency purchases over one hundred thousand dollars ($100,000) shall be made by the CEO/President to the United Way of Larimer County Board of Directors. The report shall be received as an open meeting, and such report shall be open to public inspection.

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INSURANCE INFORMATIONAL HANDOUT

Most companies discover that they are not properly insured only after they have suffered a loss. Lack of appropriate insurance can be financially devastating. Discuss the following topics with your insurance advisor to determine your individual needs.

▪ How will my property be valued?

▪ Does my policy cover the cost of required upgrades to code?

▪ How much insurance am I required to carry to avoid becoming a co-insurer?

▪ What perils or causes of loss does my policy cover?

▪ What are my deductibles?

▪ What does my policy require me to do in the event of a loss?

▪ What types of records and documentation will my insurance company want to see? Are records in a safe place where they can be obtained after an emergency?

▪ To what extent am I covered for loss due to interruption of power? Is coverage provided for both on- and off-premises power interruption?

▪ Am I covered for lost income in the event of business interruption because of a loss? Do I have enough coverage? For how long is coverage provided? How long is my coverage for lost income if my business is closed by order of a civil authority?

▪ To what extent am I covered for reduced income due to customers' not all immediately coming back once the business reopens?

▪ How will my emergency management program affect my rates?

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TIME KEEPING UNIT LEADER

RESPONSIBILITIES:

▪ Track, record, and report all on-duty time and expenses for personnel working during the event or disaster.

▪ Track, record, and report all equipment usage for equipment assigned to the incident.

▪ Track, record, and report commissary operations and security.

▪ Supervise the PERSONNEL TIME RECORDER UNIT LEADER, EQUIPMENT TIME RECORDER UNIT LEADER, and the COMMISSARY MANAGER.

ACTIVATION CHECKLIST:

← Check in with the Security Officer upon arrival at the EOC.

← Report to the FINANCE / ADMINISTRATION SECTION CHIEF to obtain briefing and assignments.

← Set up work area and assure that appropriate personnel, equipment, and supplies are in place.

← Review your position responsibilities.

← Establish and maintain a position log which chronologically describes your actions taken during your shift.

← Determine your resource needs, such as plan copies, and other reference documents.

← Begin assigned tasks.

OPERATIONAL CHECKLIST:

← Initiate, gather, or update time reports from all personnel, to include volunteers assigned to each shift; ensure that time records are accurate and prepared in compliance with policy.

← Obtain complete personnel rosters from the PERSONNEL UNIT. Rosters must include all EOC Personnel as well as personnel assigned to the field level.

← Provide instructions for all supervisors to ensure that time sheets and travel expense claims are completed properly and signed by each employee prior to submitting them.

← Establish a file for each employee or volunteer within the first operational period; to maintain a fiscal record for as long as the employee is assigned to the response.

← Keep the FINANCE / ADMIN SECTION CHIEF informed of significant issues affecting the TIME-KEEPING UNIT.

← Establish a log

Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.

DEMOBILIZATION CHECKLIST:

← Workstation deactivation

Deactivate your assigned position and close out activity logs.

← Documentation

All forms should be submitted to the Documentation Unit of the PLANNING SECTION.

← After Action Report

Provide a summary paper to your supervisor or to the 2-1-1 EMERGENCY MANAGER for the After Action Report.

← Relief staffing

If another person is relieving you, ensure they are thoroughly briefed before you leave your work station and provide a forwarding phone number where you can be reached.

← Clean up your work area.

PERSONNEL TIME UNIT

Under supervision of the TIME UNIT LEADER, the PERSONNEL TIME RECORDER is responsible for overseeing the recording of time for all personnel assigned to an incident.

The major responsibilities of the PERSONNEL TIME RECORDER are:

▪ Establish and maintain data for employee time reports within the first operational period.

▪ Initiate, gather, or update a time report from all applicable personnel assigned to the incident for each operational period.

▪ Ensure that all employee identification information is verified to be correct on the time report.

▪ Post personnel travel, work hours, transfers, promotions, specific pay provisions, and terminations to personnel time documents. 

▪ Post all commissary issues to personnel time documents.

▪ Ensure that time reports are signed.

▪ Close-out time documents prior to personnel leaving the incident.

▪ Distribute all time documents according to agency policy.

▪ Maintain a log of excessive hours worked and give to the TIME UNIT LEADER daily.

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EQUIPMENT TIME UNIT

Under supervision of the TIME UNIT LEADER, the EQUIPMENT TIME RECORDER is responsible for overseeing the recording of time for all equipment assigned to an incident.

The major responsibilities of the EQUIPMENT TIME RECORDER are:

▪ Set up the Equipment Time Recorder function in location designated by the TIME UNIT LEADER.

▪ Advise GROUND SUPPORT UNIT, FACILITIES UNIT of the requirement to establish and maintain a file for maintaining a daily record of equipment time.

▪ Assist Units in establishing a system for collecting equipment time reports.

▪ Post all equipment time tickets within four hours after the end of each operational period.

▪ Prepare a use and summary invoice for equipment (as required) within 12 hours after equipment arrival at the incident.

▪ Submit data to the TIME UNIT LEADER for cost effectiveness analysis.

▪ Maintain current posting on all charges or credits for fuel, parts, services, and commissary.

▪ Verify all time data and deductions with owner/operator of equipment.

▪ Complete all forms according to agency specifications.

▪ Close out forms prior to demobilization.

▪ Distribute copies per agency and incident policy.

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COMMISSARY MANAGER

Under the supervision of the TIME UNIT LEADER, the COMMISSARY MANAGER is responsible for commissary operations and security.

The major responsibilities of the COMMISSARY MANAGER are:

▪ Maintain Unit/Activity Log (ICS Form 214)

▪ Set up and provide commissary operations to meet incident needs.

▪ Establish and maintain adequate security for commissary.

▪ Request commissary stock through the SUPPLY UNIT LEADER.

▪ Maintain a complete record of commissary stock including invoices for received materials, issuance records, transfer records, and closing inventories.

▪ Maintain the commissary issue record by crews and submit records to the TIME RECORDER during or at the end of each operational period. 

▪ Complete forms according to agency specification.

▪ Ensure that all records are closed out and commissary stock is inventoried and returned to the SUPPLY UNIT prior to demobilization.

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COMPENSATION AND CLAIMS UNIT LEADER

RESPONSIBILITIES:

▪ Oversee the investigation of injuries and property / equipment damage claims involving United Way of Larimer County, arising out of the event or disaster.

▪ Complete all forms required by worker's compensation program.

▪ Maintain a file of injuries and illnesses associated with the event or disaster which includes results of investigations.

▪ Supervise the COMPENSATION AND CLAIMS UNITS.

ACTIVATION CHECKLIST:

← Check in with the Security Officer upon arrival at the EOC.

← Report to the FINANCE / ADMINISTRATION SECTION CHIEF to obtain briefing and assignments.

← Set up work area and assure that appropriate personnel, equipment, and supplies are in place.

← Review your position responsibilities.

← Establish and maintain a position log which chronologically describes your actions taken during your shift.

← Determine your resource needs, such as plan copies, and other reference documents.

← Begin assigned tasks.

OPERATIONAL CHECKLIST:

← Establish a log

Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.

← Establish contact with the incident SAFETY OFFICER (SO) and LIAISON OFFICER (LO) (or AGENCY REPRESENTATIVES if no LO is assigned).

← Determine the need for COMPENSATION FOR INJURY and CLAIMS SPECIALISTS and order personnel as needed.

← Maintain a chronological log of injuries and illnesses, and property damage reported during the event or disaster.

← Establish a Compensation for Injury work area within or as close as possible to the MEDICAL UNIT.

← Review and coordinate procedures for handling claims with the PROCUREMENT UNIT.

← Brief the COMPENSATION/CLAIMS SPECIALISTS on incident activity.

← Periodically review logs and forms produced by the COMPENSATION/CLAIMS SPECIALISTS to ensure that they are complete, entries are timely and accurate and that they are in compliance with agency requirements and policies.

← Ensure that all Compensation for Injury and Claims logs and forms are complete and routed to the appropriate agency for post-incident processing prior to demobilization.

← Keep the FINANCE/ADMINISTRATION SECTION CHIEF briefed on Unit status and activity.

← Investigate all injury and damage claims as soon as possible.

← Prepare appropriate forms for all verifiable injury claims and forward forms to Workmen's Compensations within the required time-frame consistent with Policy & Procedures.

← Coordinate with the SAFETY OFFICER regarding the mitigation of hazards.

← Keep the FINANCE SECTION CHIEF informed of significant issues affecting the Compensation and Claims Unit.

← Forward all equipment or property damage claims to the RECOVERY UNIT.

← Review Incident Medical Plan. (ICS Form 206)

DEMOBILIZATION CHECKLIST:

← Workstation deactivation

Deactivate your assigned position and close out activity logs.

← Documentation

Complete all required forms, reports, and other documentation. All forms should be submitted to the Documentation Unit of the PLANNING SECTION.

← After Action Report

Provide a summary paper to your supervisor or to the 2-1-1 EMERGENCY MANAGER for the After Action Report.

← Relief staffing

If another person is relieving you, ensure they are thoroughly briefed before you leave your work station and provide a forwarding phone number where you can be reached.

← Clean up your work area.

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CLAIMS SPECIALIST

Under the supervision of the COMPENSATION/CLAIMS UNIT LEADER, the CLAIMS SPECIALIST is responsible for managing all claims-related activities (other than injury) for an incident.

The major responsibilities of the CLAIMS SPECIALIST are:

▪ Maintain Unit/Activity Log (ICS Form 214).

▪ Develop and maintain a log of potential claims.

▪ Coordinate a claims prevention plan with applicable incident functions.

▪ Initiate an investigation on all claims other than personnel injury.

▪ Ensure that site and property involved in an investigation are protected.

▪ Coordinate with the investigation team as necessary.

▪ Obtain witness statements pertaining to claims other than personnel injury.

▪ Document any incomplete investigations.

▪ Document follow-up action needs by the local agency.

▪ Keep the COMPENSATION/CLAIMS UNIT LEADER advised on the nature and status of all existing and potential claims.

▪ Ensure the use of correct agency forms.

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COMPENSATION FOR INJURY SPECIALIST

Under the supervision of the COMPENSATION/CLAIMS UNIT LEADER, the COMPENSATION FOR INJURY SPECIALIST is responsible for administering financial matters resulting from serious injuries and fatalities occurring on an incident. Close coordination is required with the MEDICAL UNIT.

The major responsibilities of the COMPENSATION FOR INJURY SPECIALIST are:

▪ Maintain Unit/Activity Log (ICS Form 214).

▪ Co-locate Compensation for Injury operations with the MEDICAL UNIT when possible.

▪ Establish procedure with MEDICAL UNIT LEADER on prompt notification of injuries or fatalities.

▪ Obtain a copy of Incident Medical Plan (ICS Form 206, 5 KB PDF).

▪ Provide written authority for persons requiring medical treatment.

▪ Ensure that correct agency forms are being used.

▪ Provide correct billing forms for transmittal to doctor and/or hospital.

▪ Keep informed and report on status of hospitalized personnel.

▪ Obtain all witness statements from SAFETY OFFICER (SO) and/or MEDICAL UNIT and review for completeness.

▪ Maintain a log of all injuries occurring at the incident.

▪ Coordinate/handle all administrative paperwork on serious injuries or fatalities.

▪ Coordinate with appropriate agency(s) to assume responsibility for injured personnel in local hospitals after demobilization.

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PROCUREMENT UNIT LEADER

RESPONSIBILITIES:

▪ Coordinate with the FINANCE / ADMIN SECTION CHIEF and the SUPPLY UNIT of the LOGISTICS SECTION on all matters involving the need to exceed established purchase order limits.

▪ Coordinate vendor contracts not previously addressed by existing approved vendor lists.

ACTIVATION CHECKLIST:

← Check in with the SECURITY OFFICER upon arrival at the EOC.

← Report to the FINANCE / ADMINISTRATION SECTION CHIEF to obtain briefing and assignments.

← Set up work area and assure that appropriate personnel, equipment, and supplies are in place.

← Review your position responsibilities.

← Establish and maintain a position log which chronologically describes your actions taken during your shift.

← Determine your resource needs, such as plan copies, and other reference documents.

← Begin assigned tasks.

OPERATIONAL CHECKLIST:

← Establish a log

Document all activity on Unit Log (ICS Form 214) which chronologically describes all actions taken during the management of the emergency incident.

← Establish and maintain position logs and other necessary files.

← Review United Way of Larimer County’s emergency purchasing procedures.

← Prepare and sign contracts as needed; obtain concurrence from the FINANCE SECTION CHIEF. Ensure that all contracts identify the scope of work and specific site locations.

← Collect and record all cost data. Develop incident cost summaries.

← Prepare resources-use cost estimates for the PLANNING SECTION.

← Make cost-saving recommendations to the FINANCE/ADMINISTRATION SECTION CHIEF.

← Maintain cumulative incident cost records.

← Negotiate rental rates not already established, or purchase price with vendors as required.

← Monitor vendor practices as necessary regarding inflating prices or irregular rental rates for their merchandise or equipment during disasters.

← Finalize all agreements and contracts, as required. Complete final processing and send documents to Budget and Payroll for payment.

← Verify costs in the pre-established vendor contracts and/or agreements.

← In coordination with the LOGISTICS SECTION, ensure that the PROCUREMENT UNIT processes purchase orders and develops contracts in a timely manner.

← Keep the FINANCE SECTION CHIEF informed of all significant issues involving the PROCUREMENT UNIT.

DEMOBILIZATION CHECKLIST:

← Workstation deactivation

Deactivate your assigned position and close out activity logs.

← Documentation

Complete all required forms, reports, and other documentation. All forms should be submitted to the Documentation Unit of the PLANNING SECTION.

← After Action Report

Provide a summary paper to your supervisor or to the 2-1-1 EMERGENCY MANAGER for the After Action Report.

← Relief staffing

If another person is relieving you, ensure they are thoroughly briefed before you leave your work station and provide a forwarding phone number where you can be reached.

← Clean up your work area.

GLOSSARY OF TERMS, ACRONYMS & ABBREVIATIONS

Agency Representative(s)

An individual or group of individuals assigned to an incident from an assisting or cooperating agency. The Agency Representative reports to the Incident Liaison Officer.

Amateur Radio Emergency Service (ARES)

A regional network of amateur radio operators, licensed by the Federal Communications Commission. Similar to the Federal Radio Amateur Civil Emergency Services (RACES).

American Red Cross

A quasi-governmental agency dedicated and directly responsible for relief of suffering and welfare activities during war and disaster. The ARC operates under a congressional charter and is supported by the people.

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Base

A geographical site designated as the primary distribution point for coordination and administration of incident logistics.

Base Manager

The individual responsible for control and coordination of activities at the base. Reports to the Logistics Section Chief.

Blizzard

A winter storm combining cold air, heavy snows, and strong winds that blow the snow about and may reduce visibility to only a few yards.

Blizzard Warning

An advisory issued by the National Weather Service when considerable snow and winds of 35 miles per hour or more are expected.

Branch Director

The individual responsible for a major segment of geographical/functional operations. The branch level is between a Section and a Division/Group.

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Casualty

A person injured and needing treatment or killed because of man-made or natural disaster.

Catastrophic Incident

Any natural or manmade incident that results in an extraordinary level of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale and/or government functions. A catastrophic event could result in sustained national impacts over a prolonged period of time; almost immediately exceeds resources normally available to state, local, tribal and private sector authorities; and significantly interrupts governmental operations and emergency services to such an extent that national security could be threatened. All catastrophic incidents are incidents of national significance.

City Attorney

The Chief Legal Officer of the City of Loveland who serves as a member of the Command Support Staff and advises the Incident Commander and the EMT on all legal matters pertaining to an emergency incident for which the EOC has been activated.

City Council

The legislative body of the City of Loveland composed of nine members including a Mayor and Mayor Pro-Tem. The City Council is responsible for enacting City ordinances, appropriating funds to conduct City business, and providing policy direction to the City Staff.

City Manager

The Chief Executive Officer of the City of Loveland who serves as the Incident Command during city disasters.

Civil Air Patrol (CAP)

An auxiliary of the U.S. Air Force that has volunteered its services to conduct various emergency services missions. These missions are mainly the use of light aircraft in search and rescue, civil defense and disaster relief operations.

Civil Defense (CD)

All activities and measures taken by government (local, state and federal) before, during, and after natural or man-made disasters to deal with the emergency conditions.

Colorado Crime Information Center (CCIC)

A computer system with terminals in most law enforcement and communication agencies in Colorado as well as the State Emergency Operations Center. It is used primarily for law enforcement functions, but one of its secondary uses is as a part of the warning and communications system for disaster emergencies. It is connected to the National Crime Information Center (NCIC).

Colorado Division of Emergency Management (CDEM)

The branch of state government under the Department of Local Affairs, which is responsible for the Comprehensive Emergency Management Program for the State of Colorado. CDEM is formerly known as the Colorado Division of Disaster Emergency Services.

Colorado Law Enforcement Emergency Radio (CLEER)

The common radio frequency used in Colorado for coordination of law enforcement and other emergencies.

Command Post

A generic term given to the area or vehicle that provides field personnel a physical location from which to give on-site direction, information, coordination and communication.

Command Staff

The Incident Commander (City Manager) and his/her Support and Policy Staff. Command Support Staff includes: Legal, Liaison and Information Officers. The Command Policy Staff includes: Mayor, Deputy City Manager, Fire Chief, Police Chief, Director of Community Services and the Department with primary control responsibilities.

Comprehensive Emergency Management (CEM)

An integrated approach to the management of emergency programs and activities for all four emergency phases (mitigation, preparedness, response, and recovery), for all types of emergencies and disasters (natural and man-made), and for all levels of government (local, state, and federal) and the private sector.

Contamination, Radiological

The deposit of radioactive material on the surfaces of structures, areas, objects or personnel following a nuclear explosion or accident.

Continuity of Government or Line of Succession

A pre-designated assignment of qualified individuals to fill for key officials in their absence.

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Damage Assessment

The appraisal or determination of the actual effects resulting from man-made or natural disasters.

Damage Assessment Group / Team

A group designated with the primary responsibility of assessing the scope and effect of physical damages to the City infrastructure and the local community and providing SITSTAT reports to the Plans Section.

Damage Survey Report (DSR)

A comprehensive engineering report prepared by a federal-state-local team that outlines the scope of work and estimated cost of repairs at each site of damage that has occurred as a result of disaster.

Decontamination, Radiological

The reduction or removal of the health hazard resulting from contaminated materials. This may be accomplished by:

1. Treating the surface to remove the contaminating agent, or reducing it to a safe level.

2. Letting the radioactive material stand long enough for a reduction of the concentration of radiation through natural decay.

3. Covering the substance with a sealing material.

4. Removing radioactive material and burying it, on land or at sea or entombing it.

Department of Homeland Security (DHS)

The United States Department of Homeland Security (DHS) is a cabinet-level Department of the Federal Government with the responsibility of protecting the territory of the United States from terrorist attacks and responding to natural disasters. Its goal is to prepare for, prevent, and respond to domestic emergencies, particularly terrorism.

Disaster

The occurrence or imminent threat of widespread or severe damage, injury, or loss of life or property resulting from any natural cause or cause of human origin, requiring emergency action to avert danger or damage, including but not limited to volcanic activity, epidemic, air pollution, blight, drought, infestation, explosion, civil disturbance, or hostile military or paramilitary action.

Disaster Council

An epithet for the Emergency Management Team, this is a group of City administrators responsible for the direction and control of City operations during a disaster or emergency.

Disaster Service Workers

Volunteers signed up by Employee Relations Department protected under Worker's Compensation in disaster operations.

Division of Local Affairs - Office of Emergency Management

The branch of State Government in the Department of Public Safety responsible for the comprehensive Emergency Management Program for the State of Colorado.

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Earthquake

The shaking or trembling of the crust of the earth, caused by underground volcanic forces or by breaking and shifting of rock beneath the surface.

Emergency

As defined by the Stafford Act, an emergency is “any other occasion or instance for which the President determines that Federal assistance is needed to supplement State, local, and tribal efforts to save lives and to protect property and public health and safety or to lessen or avert the threat of a catastrophe in any part of the United States.”

Emergency Alert System (EAS)

Consists of broadcast stations and interconnecting facilities which have been authorized by the Federal Communications Commission to operate in a controlled manner during a war, state of public peril or disaster or other national emergency as provided by the state-wide comprehensive Emergency Alert System Plan.

Emergency Management

An integrated approach to the management of emergency programs and activities for all four emergency phases (mitigation, preparedness, response and recovery), for all types of emergencies and disasters (natural and man-made) and for all levels of government (Federal/State/Local) and the private sector.

Emergency Management Operations Plan

A brief, clear and concise documented description of actions to be taken or instructions to all individuals and local government services stating what will be done in the event of an anticipated emergency. The Plan will state the method or scheme for taking coordinated actions to meet the needs of the situation. It will state the actions to be taken by whom, what, when and where based on predetermined assumptions, objectives, and capabilities, direction and control in a civil disaster or emergency.

Emergency Management Team (EMT)

The EMT is responsible for the direction and control of City operations implemented via the Emergency Operations Center (EOC) during a disaster or emergency as outlined:

▪ The City Manager / Assistant City Manager will serve as the Incident Commander

▪ The Mayor or Mayor Pro-Tem

▪ The Assistant City Manager or designee will serve as the Public Information Officer

▪ The City Attorney will serve as the Legal Officer

▪ The Public Works Manager will serve as the Logistics Section Chief

▪ The Director of Community Services

▪ The Fire Chief

▪ The Chief of Police

▪ The Emergency Manager

▪ The Risk Manager

▪ The Director of Water and Power

▪ The Budget Officer or designee will serve as the Finance Section Chief

Emergency Operations Center (EOC)

The protected site from which civil government officials (Municipal, County, State and Federal) exercise direction and control in an emergency.

Emergency Public Information (EPI)

Information which is disseminated primarily, but not unconditionally, at the actual time of an emergency which is released by authority of the Incident Commander and through the Public Information Officer.

Emergency Relocation Center

A temporary geographical area or facility designed to serve as a safe haven for persons in the process of evacuating a dangerous area or environment. Persons usually stay at the Emergency Relocation Center until the establishment of an evacuation shelter.

Evacuation

Organized, timed, and supervised dispersal of civilians from dangerous and potentially dangerous areas, their reception and care in safety areas and their return to their own home communities.

Evacuation / Emergency Shelter

A form of lodging provided for the communal care of individuals or families made homeless by a major disaster or an emergency. Typically, the evacuation shelter provides care, emergency medical assistance, and feeding and sleeping resources.

Exercise

A maneuver or simulated disaster operation involving planning, preparation and execution. It is carried out for the purpose of training and evaluation. It may be a combined unified, joint or single service exercise, depending on participating organizations.

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Fallout, Radioactive

The process or phenomenon of the fall back to the earth's surface of particles contaminated with radioactive material from a cloud of this matter formed by a nuclear detonation. The term is also applied in a collective sense to the contaminated particulate matter itself. The early (or local) fallout is defined as those particles which reach the earth with 24 hours after a nuclear explosion. The delayed (or worldwide) fallout consists of the smaller particles which ascent into the upper troposphere and into the stratosphere and are carried by winds to all parts of the earth.

Fallout Shelter

A specially built structure for protecting people, records, or equipment from the effects of a nuclear detonation.

Family Safety and Welfare Requests

An information gathering and communication process designed to keep emergency response personnel advised of their own families' condition. An integral component of sustained operations during a significant incident where an emergency worker is unable to make family contact to personally check his/her family's safety.

Federal Departments and Agencies

Those executive departments enumerated in 5 U.S.C. 101, together with the Department of Homeland Security (DHS); independent establishments as defined by 5 U.S.C. § 104(1); government corporations as defined by 5 U.S.C. § 103(1); and the U.S. Postal Service.

Federal Emergency Management Agency (FEMA)

The Federal agency responsible for the government's portion of the Comprehensive Emergency Management Program. It consists of a National Office in Washington, D.C. and ten regional offices, one of which is in the Denver Federal Center.

Financial Assistance

Any form of loan, grant, guaranty, insurance, payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance, other than general or special revenue sharing or formula grants made to the States.

Fire Emergency Radio Network (FERN)

Established radio network for Fire & Rescue Dept. mutual aid operations.

Fire Resource Officer

The individual assigned to the emergency communications center to assist with resource requests, radio traffic, and information processing. Typically, a Fire Officer trained in incident management staffs this position.

Five-Hundred (500) Year Floodplain

Refers to that area which is subject to inundation from a flood having a 0.2 percent (two-tenths of 1%) chance of being equaled or exceeded in any given year.

Flash Flood Warning

An advisory issued by the National Weather Service indicating that flash flooding is occurring or imminent on certain streams or designated areas and those threatened should take immediate action.

Flash Flood Watch

An advisory issued by the National Weather Service indicating that heavy rains occurring or expected to occur may soon result in flash flooding in certain areas.

Flood/Flooding

A general and temporary condition of partial or complete inundation of normally dry land areas from the overflow of inland and/or tidal waters, and/or unusual and rapid accumulation of runoff of surface waters from any source.

Floodplain

Generally the lowland and relatively flat areas adjoining inland and coastal waters that is subject to a one percent (1%) or greater chance of flooding in any given year.

Flood Warning

A forecast of impending flooding, given by radio, television and local government emergency forces. A flood warning message tells the expected severity of flooding, the affected river, and the location and time when the flooding will begin.

Freezing Rain or Freezing Drizzle

Terms used in National Weather Service forecasts when expected rain is likely to freeze as soon as it strikes the ground, putting a coating of ice on roads and walkways. If a substantial layer of ice is expected to accumulate from the freezing rain, a winter storm warning is issued.

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General Staff

The individuals assigned to specific functional areas (Planning, Operations, Logistics, and Finance Sections) within the Incident Command System (I.C.S.).

Group

The organizational level of the Incident Command System having operational responsibility for a specified tactical function. A Group is the same level as that of a Division.

Group Supervisor

The individual having responsibility to direct personnel assigned to a Group.

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Hazardous Materials (HazMat)

Any element, compound, or combination thereof which is flammable, corrosive, detonable, toxic, radioactive, an oxidizer, an etiologic agent, or highly reactive and which because of handling, storing, processing or packaging, may have detrimental effects upon operating and emergency personnel, the public, equipment and/or the environment.

Hazard Mitigation

Hazard mitigation includes any cost-effective measure, which will reduce the potential for damage to a facility from a disaster event. Measures may include zoning and building codes, floodplain property acquisitions, home elevations or relocations, and analysis of hazard-related data.

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Incident Action Plan (I.A.P.)

The strategic goals, tactical objectives and support requirements for the incident. Large or complex incidents require a written action plan. The I.A.P. is developed by the Plans Section Chief, for approval by the Incident Commander, and execution by the Operations Section Chief.

Incident Command System (I.C.S.)

A standardized method of managing emergency incidents based on a common organizational structure, common terminology, common operating procedures and known qualifications of agency operating personnel; used on-scene and/or in conjunction with activation of an Emergency Operations Center (EOC) operation where command and control coordination is centralized.

Incident Mitigation

Incident mitigation involves actions taken during an incident designed to minimize impacts or contain the damages to property or the environment.

Incident of National Significance

An actual or potential high-impact event that requires a coordinated and effective response by an appropriate combination of federal, state, local, tribal, nongovernmental and/or private sector entities in order to save lives and minimize damage.

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Liaison Officer

A command staff member who is the contact point for assisting or coordinating agencies.

Local Emergency

The actual or threatened existence of conditions of disaster or of extreme peril to the safety of persons and property within the City, including but not limited to: fire, flood, storm, earthquake, epidemic, infestation, explosion, aircraft crash, hazardous substance incident, oil spill or other contamination of air or water requiring immediate action to avert danger or damage; water or power shortage, civil disturbance, hostile military or paramilitary action; or any other declared disaster that requires the aid and assistance of outside, local, state or federal agencies.

Local Government

Comprised of the elected officials of each political subdivision (counties and municipalities) who have responsibility for reducing the vulnerability of people and property to the effects of emergencies and disasters. They should ensure that local governmental agencies are capable of efficient and responsive mobilization of resources in order to protect lives, minimize property loss, and expedite recovery efforts during an emergency or disaster. They should ensure that an Emergency Management Office serves the jurisdiction. The Local Emergency Operations Plan should be prepared based upon a valid hazards and risk analysis. (C.R.S. 24-32-2107)

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Major Damage

A structure which has received substantial damage but is technically and economically feasible to repair.

Major Disaster

A natural or man-made catastrophe in any part of the United States which, in the determination of the President, is or threatens to be of sufficient severity and magnitude to warrant disaster assistance by the Federal Government to supplement the efforts and available resources of State and Local Governments in alleviating the damage, hardship, or suffering caused by such event.

Mitigation

Activities designed to reduce or eliminate risks to persons or property or to lessen the actual or potential effects or consequences of an incident. Mitigation measures may be implemented prior to, during, or after an incident. Mitigation measures are often developed in accordance with lessons learned from prior incidents. The NRP distinguishes between hazard mitigation and incident mitigation. Hazard mitigation includes any cost-effective measure, which will reduce the potential for damage to a facility from a disaster event. Incident mitigation involves actions taken during an incident designed to minimize impacts or contain the damages to property or the environment.

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National Flood Insurance Program (NFIP)

A Federal program enabling property owners to purchase flood insurance. The NFIP is based on an agreement which states that if a community will implement measures to reduce future flood risks to new construction in Special Flood Hazard Areas, the Federal government will make flood insurance available within the community as a financial protection against flood losses which do occur.

National Incident Management System (NIMS)

A system to provide a consistent nationwide approach for Federal, State, local, and tribal governments to work effectively and efficiently together to prepare for, prevent, respond to, and recover from domestic incidents regardless of size, cause, or complexity.

National Law Enforcement Communications (NLEC)

An established radio network for law enforcement and EMS mutual aid communications.

National Response Plan (NRP)

A Federally-designed and organized Emergency Response Plan that establishes a comprehensive all-hazards approach to enhance the ability of the United States to manage domestic incidents.

National Warning System (NAWAS)

A Federal system, originating from NORAD, used to disseminate warnings and other emergency information from the warning centers to warning points at, and within, each State. For the Larimer County area, the receiving point is the Larimer County Communications Center. Information will be distributed via Teletype to other agencies, including the Loveland Communications Center.

National Weather Service

The branch of the National Oceanic and Atmospheric Administration (NOAA) which forecasts and issues weather watches and warnings.

NOAA Weather Radio

A broadcast system that furnishes continuous weather messages around the clock on dedicated very high frequencies. It is a part of the warning system managed by the National Ocean and Atmospheric Administration.

Non-governmental Organization

Include entities that associate based on the interests of their members, individuals, or institutions that are not created by a government, but may work cooperatively with government. Such organizations serve a public purpose, not a private benefit. Non-governmental organization may include the Private Sector.

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One-Hundred (100) Year Floodplain

Refers to areas that are subject to inundation from a flood having a 1 percent (1%) chance of being equaled or exceeded in any given year.

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Plan, the (LEOP)

The term "the Plan" as used herein refers to the City of Loveland’s Local Emergency Operations Plan.

Preparedness

Those activities, programs and systems that exist prior to an emergency that are used to support and enhance response to an emergency or disaster.

Prevention

Involves actions taken to avoid an incident or to intervene to stop an incident from occurring. This includes applying intelligence and other information to a range of activities that may include such countermeasures as deterrence operations; security operations; investigations to determine the full nature and source of the threat; public health and agricultural surveillance and testing; and law enforcement operations aimed at deterring, preempting, interdicting, or disrupting illegal activity and apprehending perpetrators.

Private sector

Organizations and entities that are not part of any governmental structure. It includes for-profit and not-for-profit organizations, formal and informal structures, commerce and industry, and private voluntary organizations.

Protection Factor (PF)

A number used to express the relationship between the amount of fallout gamma radiation that would be received by a person in a completely unprotected location and the amount that would be received by a person in a protected location.

Public Assistance

The Federal financial assistance provided to State and Local governments or to eligible private nonprofit organizations for disaster-related requirements.

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Radio Amateur Civil Emergency Services (RACES)

An emergency service, authorized by the Federal government, designed to make efficient use of radio amateurs, and in accordance with approved civil defense communication plans. SEE (ARES)

Recovery

Involves actions and the implementation of programs necessary to help individuals, communities, and the environment directly impacted by an incident to return to normal where feasible. These actions assist victims and their families, restore institutions to regain economic stability and confidence, rebuild or replace destroyed property, address environmental contamination, and reconstitute government operations and services. Recovery actions often extend long after the incident itself. Recovery programs may include hazard mitigation components designed to avoid damage from future incidents.

Response

Involves activities that address the short-term, direct effects of an incident. These activities include immediate actions to preserve life, property, and the environment; meet basic human needs; and maintain the social, economic, and political structure of the affected community. Response also includes the execution of emergency operations plans and incident mitigation activities designed to limit loss of life, personal injury, property damage, and other unfavorable outcomes.

RESTAT

Short version of the term “Resource Status”. The Plans Section is responsible for collecting information on RESTAT and providing the information to the Operations Section Chief or Incident Commander.

Riverine

Relating to, formed by, or resembling a river (including tributaries), stream, brook, etc.

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Search and Rescue (SAR)

SAR is the utilization and coordination of available resources for the preservation of life in the case of lost, trapped, stranded, or injured persons.

Severe Blizzard Warning

An advisory issued by the National Weather Service when very heavy snowfall is expected, with winds of at least 45 miles per hour and temperatures of 10 degrees or lower.

SITSTAT

Short version of the term “Situation Status”. The Plans Section is responsible for collecting information on SITSTAT and providing the information to the Operations Section Chief or Incident Commander.

Sleet

Small particles of ice usually mixed with rain.

Special Flood Hazard Area

The land in the floodplain within a community subject to a one percent or greater chance of flooding in any given year, which is mapped and regulated by the Federal Emergency Management Agency.

Staging Area

The location where incident personnel and resources are assigned for immediate response (available) status.

Staging Manager

The individual responsible for the tracking of response-available personnel and equipment. Usually reports to the Operations Section Chief.

State

For the purposes of this Plan, when “the State” is referenced, it refers to the State of Colorado. Federal definition: Any state of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, and any possession of the United States.

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Title III

Also known as the "Emergency Planning and Community Right-to-Know Act of 1986," this law establishes requirements for Federal, State, Local governments, and industry regarding emergency planning and "community right-to-know" reporting on hazardous and toxic chemicals.

Tornado Warning

An advisory issued by the National Weather Service when a tornado has been sighted or indicated by radar. Warnings describe the area that could be affected. If a warning is issued, take cover immediately.

Tornado Watch

An advisory issued by the National Weather Service indicating tornadoes may occur in certain areas. Watches specify a time period and an area where tornadoes are possible, and are disseminated to the public through radio, television and NOAA weather radio.

Travelers' Advisory

Issued by the National Weather Service when ice and snow are expected to hinder travel, but not seriously enough to require warnings.

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Unified Command

The shared responsibility of several agency representatives for overall incident management as a result of a multi-jurisdictional or multi-agency response effort. These representatives would typically co-locate and jointly manage the incident.

Urban Search and Rescue Team (USAR)

Specialized teams that respond through rapid mobilization to technical rescue situations involving collapse of large buildings and urban infrastructure. USAR teams are quasi-government organizations recognized by State government and FEMA.

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Volunteer

A person who, of his/her own free will, assumes responsibility for the performance of a task in the civil defense program for which he/she receives no salary.

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Winter Storm Warning

An advisory issued by the National Weather Service when heavy snow (expected snowfall of 4 inches or more in a 12 hour period, or 6 inches or more in a 24 hour period), is forecasted to occur.

Winter Storm Watch

An advisory issued by the National Weather Service indicating there is a threat of severe winter weather in a particular area.

Work Periods

A defined time period or shift where incident personnel are actively mitigating the incident. A work period is designed to minimize stress and provide for rest and rehabilitation of incident workers, (including Command Staff) during long, complex or sustained operations. The Incident Commander defines the work periods.

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Legal

Officer

Procurement Unit

Compensation & Claims Unit

Time Keeping Unit

Incident Commander

Commissary

Manager

Operations

Section Chief

Planning

Section Chief

Logistics

Section Chief

Information (PIO)

Safety

Officer

Finance / Administration

Liaison

Procurement Unit Leader

Compensation

Specialist

Claims

Specialist

Equipment Time

Unit

Personnel Time

Unit

Comp / Claims

Unit Leader

Time Unit

Leader

Finance / Admin

Section Chief

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