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From: President City Clerks and Municipal Finance Officers Association (Kansas)

To: Distribution List

Subject: City Clerks and Municipal Finance Officers Association (Kansas) (CCMFOA) Disaster

Plan – Continuity of Operations

Reference: Kansas CCMFOA Working Group “Development of City Clerks Disaster Plan”

Charter dated 13 April 2012.

Appendix: (1) Pre-Disaster (Mediation) Actions

(2) Disaster Recovery Actions

(3) Financial Issues and Considerations

(4) City Clerks Continuity of Operations Checklist

(5) Sample Work Office Forms

(6) Public Information News Release Templates

(7) Points of Contact and Reference Checklist

1. The purpose of this plan and checklist is to provide a “Disaster Plan” to maintain Continuity of Operations in which city clerk’s in Kansas, if responsible for these areas can prepare for; ensure continuous performance of a departments essential services, reduce or mitigate disruptions and achieve a timely and orderly recovery and resume full service to customers as quickly as possible from an emergency/disaster within their community. Essential functions enable the city clerk’s office to provide vital services, maintain the safety and well-being of the general populace, and sustain the industrial and economic base in an emergency.

2. The City Clerks and Municipal Finance Officers Association (CCMFOA) Kansas Executive Board have reviewed and approved this subject plan for use by the City Clerks of Kansas.

3. This plan and checklist was prepared in accordance with the City Clerks and Municipal Finance Officers Association (Kansas) Working Group “Development of City Clerks Disaster Plan” Charter dated 13 April 2012 (reference). Support was provided by the CCMFOA members, League of Kansas Municipalities and the Kansas Department of Commerce.

4. This plan is broken down into the following categories: Pre-Disaster Actions; Disaster Recovery Actions and Augmentation Requirements; Financial Issues and Considerations and Government Claim – Insurance Issues; Quick Reference Check list for Disaster Planning, Sample Blank Forms, and Public Information New Release Templates and State and Other Agency Points of Contact for Assistance and References. It is important to note that the responsibility of the city clerk functions in disaster preparedness or execution will be different in all cities. Some cities will have other departments or elected officials who are responsible for the function(s) outlined in this document and who are responsible to develop pre-disaster or response plans and this document is not intended to change those internal programs or procedures.

5. There are many elements that ensure a viable continuity program. These elements are referenced in this plan. They include: orders of succession, delegations of authority, continuity facilities, continuity communications, vital records management, tests, training, and exercises, devolution of control, notification to customers and stakeholders of continuity activation and status, information technology, human resources, facilities management, procurement and acquisition, public information, legal, security and direction and reconstitution (recovery) operations.

6. Planning for continuity operations greatly facilitates recovery from an emergency situation. Planning helps to:

• Ensure continued performance of essential functions.

• Minimize damage and loss to critical processes.

• Ensure succession if agency leadership is disrupted.

• Reduce or mitigate disruptions to operations.

• Ensure facilities for performance of essential functions.

• Protect essential facilities and resources.

• Achieve a timely and orderly recovery.

• Resume full service to customers.

• Maintain a test, training, and exercise program.

7. Essential functions enable the organization to:

• Provide vital services.

• Exercise civil authority.

• Maintain the safety and well-being of the general populace.

• Sustain the industrial and economic base in an emergency.

8. This document is a living document and recommended changes are encouraged and welcomed. This plan is not to assign, delegate, obligate, mandate or pass responsibilities or duties to the city clerk. An annual review will be completed and changes made to this document not later than 30 March of each year. The point of contact for making changes to this document is the CCMFOA President for the State of Kansas and can be submitted to the following address:

Brenda Davis

President

CCMFOA, Kansas

City of Scott City

221 W. 5th

Scott City, KS 67871

PRE-DISASTER (MEDIATION) ACTIONS BY CITY CLERK

a. City Emergency Plan. If the city has an adopted city emergency plan dealing with emergencies ensure that a copy is kept in the city clerk’s office and that it is a current version of the plan. Ensure you test to it as, a minimum, annually and that your office personnel understand the plan and what they are supposed to do. Responsibilities of the city clerk should be defined in this plan. Ensure that all city office personnel have one flashlight that is to be maintained at their office location. If there is no plan adopted establish a procedure on where office personnel go in the event of a tornado and when to go there. When going to your disaster area don’t forget your keys.

The City does not possess the resources in equipment, material, or funds to facilitate the response or recovery operations of a natural disaster. All external support of this nature will be coordinated by the City with or through the county emergency management coordinator. The City will have external sources and agreements for external support – just inform county emergency management coordinator when obtaining that support.

b. Phone Number Listing. A phone number listing needs to be maintained in order to contact personnel of city workforce, elected officials, planning commission members, board of zoning appeals members, county emergency management, state representatives, etc. It is needed prior to an emergency event in order to be able to find the phone number for someone or agency, particularly for cell phone or email addresses.

c. County Emergency Manager. Who is your county emergency manager? You can find our by looking at this web site: (.) You may need to know who it is and how to get in contact. If you are responsible for this coordination you need to have a meeting prior to any emergency event.

d. County Emergency Plan. Does the county have a county wide emergency plan? You do need to obtain and review the plan prior to a disaster. This is a way that the city can request assets (personnel/equipment) to support the clerk’s office / city during the response phase. It is important to know how to request support and should exercise this prior to an actual event. Obtain phone numbers from the city representative or county emergency manager on who to call to coordinate this support.

e. Flood Plain Management. Is the City in a floodplain? If yes, obtain and keep on hand the Flood Map (FIRM) that identifies the flood zones in your city. This is specifically true for cities that participate in the National Flood Insurance Program (NFIP). This can be obtained from the county emergency management or floodplain manager if not on hand or through contact with the NFIP State Coordinators’ office at (785) 296-4622 KDA, DWR. Critical facilities are required to be built to the 500 year flood zone. Critical facilities include all public buildings, schools, wells; wastewater treatment facilities, lift stations, etc.

Appendix 1

f. Office Machines. Copiers and computers should have surge protectors installed to ensure they can be used after a storm. In case a unit is damaged or destroyed, have an alternate source from which to obtain these critical pieces of equipment. This could be another city or company. This should be reviewed annually.

g. City Communications. If you have internal hand held radios ensure they are distributed to different departments and maintained and charged. Cell phones are a backup to hand held radios. A listing of who has and what their call sign is should be on the POC listing.

h. City Code/City Documents. The city clerk in concert with the administration/mayor or other city official(s) should ensure that updates and validation of city code (law), zoning and sub-division regulations, zoning map, building codes, contractual and licensing process and fee structures are in place prior to an event, not after. The city department or individual may be required to obtain assistance from the CCMFOA, LKM or other agency to support the governing body in this effort. It is recommended to have and maintain at least 20 maps showing the streets of the maps for use by city workers.

i. Insurance Proceeds Fund. Kansas cities and counties have the authority to create liens

on insurance proceeds received for damage or loss caused by fire, explosion or wind to

buildings and other structures. (K.S.A. 40-3901, et seq.) The insurance proceeds fund

helps to ensure that a city will ultimately be compensated if it must demolish an insured

structure if the owner fails to repair or remove the structure.

The city must adopt an ordinance to establish the insurance proceeds fund. The maximum amount of the lien is 15% of the proceeds from the insurance policy for the wind, fire or explosion damage, provided that the covered claim payment must be in excess of 75% of the face value of the policy. There are statutory requirements that the city must follow regarding establishing and using the fund.

The insurance proceeds fund must be established before the emergency occurs. It is not retroactive. The insurance proceeds ordinance must be filed with the Kansas Insurance Commissioner at 420 SW 9th, Topeka, KS 66612, before it becomes effective.

If your city has an insurance proceeds fund in place, review it to be sure that it is current with amendments made to state law in 1997 to include coverage for wind damage and increase the lien amount to 15%. A model ordinance is available from the League of Kansas Municipalities

j. City Ordinance on Rebuilding on Existing Lots. The size of existing lots may be smaller than authorized under new regulations. Older cities original plats were 50 feet or less and in most cases are not allowed for new construction under new city sub-division regulations. To ensure that construction can be done on previous platted lots you can prepare an ordinance to grandfather these older lots for construction if a disaster occurs. Example: LOTS OF RECORD: A lot or group of lots, which were platted and recorded in the office of the register of deeds prior to the effective date of this Ordinance, may be

Appendix 1

used for any purpose permitted in the district in which it is located; provided, however, that no residential building permit shall be issued for construction of a residential structure that does not conform with the minimum yard and height requirements unless specifically authorized by the planning commission and governing body.

k. City Insurance Review on Governmental Structures and Equipment. It is necessary to make sure the city has the proper insurance on all structures and equipment owned and operated by the city. There is a sizeable difference in potential claims payment from the insurance company if the structure is insured under actual value (AV) instead of replacement costs (RC). Cities may want to utilize RC instead of AV as the amount received will more than likely be significantly more. Ensure pictures of all structures are maintained in a file with the correct address that matches the insurance records. This will show the structures are insured for later use if necessary. All structures include: wells, lagoons, wastewater treatment facilities, major playground equipment, traffic signals, etc. Make sure you audit the insurance documents and validate that you have all buildings and equipment insured. You need to validate if insurance will cover volunteers prior to an event, and if so what is the coverage provided? Ensure that you have a copy of your insurance policy on file at the city office. Equipment and material warranties: Retain a copy of all warranties (electronic or hard copy) in order to obtain replacement from the company if possible, instead of insurance.

l. State Associations. There are within Kansas a multitude of different agencies that can help prior, during and after a community disaster that the city may want to join and gain from the benefits of being a member. Most annual dues are not expensive and cities are strongly encouraged to review and join these agencies if possible:

CCMFOA – City Clerks and Municipal Finance Officers Association (Kansas)

LKM – League of Kansas Municipalities

KRWA – Kansas Rural Water Association

KAFM – Kansas Association for Floodplain Management

KMU – Kansas Municipal Utility

KMEA – Kansas Municipal Electrical Agency

KAPIO – Kansas Association of Public Information Officers

Appendix 1

KAA – Kansas Airport Association

KOR – Kansas Organization of Recyclers

KMEA – Kansas Emergency Management Association

m. Kansas Mutual Aid Program (KSMAP). This is a mutual aid program developed by the Kansas Municipal Utility (KMU) Association and the Kansas Rural Water Association (KRWA). As a member of either of these associations you can become a member of the KSMAP as well. There is no cost on being a member but it can provide invaluable assistance from other cities providing much needed emergency recovery capability when needed. (\)

n. KMEA Mutual Aid Program (KMEA MAP). Kansas Municipal Energy Agency and its member cities will offer assistance to each other in the event of an emergency that affects the operation of their electric utility. Membership in this program is open to all Kansas cities that have an electric utility. For those cities that are members of KMEA, there is a $100 charge for participation in MAP. If you are not a member of KMEA, there is a $150 yearly program fee. ()

o. Kansas Elective Cooperative Mutual Aid Agreement. This is a Kansas Electric Cooperatives, Inc agreement among its members. During an emergency in any cooperative, the other cooperatives will, if need be, operate their own systems with a reduced force of personnel and equipment, and release upon request all other personnel and equipment to the system in need. The primary objective during such an emergency shall be to restore service, not to rebuild the damaged system. Temporary service restoration may be accomplished through temporary repairs; unless it is quicker to rebuild the system to specification. The restored system must be left in a safe operating condition. ( )

p. Test Tornado Sirens. Tornado sirens should be tested at least monthly. If possible, the city should get sirens that are both AC and DC (battery or electrical) in the event the electrical power goes out. It is recommended the city have an emergency backup system that can activate the sirens if the primary system fails. Ensure that the community understands that “Storm Sirens” are for outside use only and there is no “All Clear Siren”. Citizens are encouraged to obtain and use NOAA weather to obtain information relative to storms in the area and prior to leaving storm shelters.

q. Public Notice Hazardous Weather Outlook. Procedures should be in place in order to provide to a hazardous weather outlook to both the community and workforce prior to a storm event. Information for hazardous conditions for a city can be obtained easily from the National Weather Service. () Go to the web site, put in the zip code and the city will instantly come up. This can be saved to “favorites” and then can

instantly access when needed. Additionally it is possible is a place to sign up to have

Appendix 1

weather alerts sent to directly from the National Weather Service. A city channel or web site could be updated and this would be great way to inform your community about the potential for adverse and hazardous weather conditions.

r. Drought Conditions. Drought information can be obtained through the Kansas Water Office web site. ( publications/Drought.htm) It is important to do so in order to know what the drought conditions are in the state and in a specific county. This site also provides weekly updated information on the status of the drought and what actions the state or other public entities are taking. The national weather service seasonal drought map is updated monthly. ( assessment/season_drought.gif) Based on weather conditions and other factors from the city water conservation plan (required to have) and emergency drought ordinance the governing body may take the appropriate action that is needed. The League of Kansas Municipalities has a model water conservation plan available. A 5 year review/update is required. If the city does not have either document the Kansas Rural Water Association (KRWA) can help to develop them and an emergency water supply plan and to coordinate with KDHE to review and approve them.

s. Backup Of Financial And City Electronic Files. City financial records/files and electronic records should be backed up/stored in a secure area in the event that a disaster damages the structure where the primary records are retained. There are many ways of backing up electronic files. The city may want to look at commercial services however backup files should be stored off site. Utility records and monthly billing cannot be accomplished without accurate files.

t. City Procurement Policy. This is necessary to ensure that there is a proper method for procuring material, equipment, contracts and supplies for the city. This is necessary in order to obtain FEMA/KDEM/KDOC financial support. The KDOC and the CCMFOA have sample city procurement policies that can be use to develop a local policy.

u. Mitigation Plans. Mitigation plans form the foundation for a community's long-term strategy to reduce disaster losses and break the cycle of disaster damage, reconstruction, and repeated damage. The planning process is as important as the plan itself. It creates a framework for risk-based decision making to reduce damages to lives, property, and the economy from future disasters. Every county in the state of Kansas recently had a mitigation plan completed. Regional plans can be obtained from the county emergency manager to obtain a copy of this. It is necessary to have this plan in order to receive FEMA funding in the future. Regional mitigation plans must be updated every 5 years.

v. City Employee Identification Badges. City employee badges can be obtained through the county emergency manager as part of the state wide program for identifying city and emergency personnel. If not available, a local badge system can be developed. Examples can be obtained from other cities.

Appendix 1

w. Ready America. Educating and empowering Americans to prepare for emergencies including natural disasters and potential terrorist attacks. City clerk can sign up for this FEMA program. This program provides information, handouts, and other documents you

can provide to the residents and business owners that will help them prepare for an emergency in your community. Resources are provided in English and Spanish. ()

x. Kansas Ready. Kansas Ready provides information to educate and empower Kansans to prepare for and respond to emergencies including natural and man-made disasters. Areas for: Businesses, Citizens, Elected Officials, Responders, Schools, Kids are found on their web site. City clerks should review and pull off material that will help maintain the office continuity of operations during a disaster. ()

y. Law Enforcement. Local government is responsible for law enforcement activities within its jurisdiction. If the city does not have local law enforcement, these activities need to be coordinated with the law enforcement agency providing this support to the city. This should be established prior to an actual disaster.

z. Care Facilities: Assisted Living Centers, Independent Living Facilities, Schools, Hospitals and Day Care Facilities need to be contacted and made aware of city plans in the event of an emergency. The city should also be finding out what plans these facilities have and make appropriate recommendations if needed. Find out if they have an evacuation plan. This is also a good time to find a point of contact and add him/her to the contact list.

aa. National Incident Management System (NIMS). NIMS provide a consistent nationwide template to enable all government, private sector, and nongovernmental organizations to work together during domestic incidents. Failure to adopt NIMS as the requisite emergency management system may preclude reimbursement to the political subdivision for costs expended during and after a declared emergency or disaster, or for costs associated with training and preparation for such disasters or emergencies. The city should adopt the NIMS system through a resolution. A sample can be obtained from CCMFOA. Elected personnel and first responders are required to receive the following training: IS-700 NIMS, an Introduction: this course introduces the NIMS concept. FEMA IS-700a NIMS is an Introduction () and NIMS Training Program ()

ab. Role of City Council in Emergency Management. The mission of the local Government is to develop plans, capabilities and procedures to be prepared to conduct coordinated emergency operations which will minimize the adverse affects of an emergency on life, health, property and business; and to care for the injured and uninjured in the event of an emergency or disaster in the city. The responsibility for all emergency management functions belongs to the mayor and the city council and functions under the adopted National Incident Management System (NIMS)

Appendix 1

ac. Role of City Staff in Emergency Management. In most cities all full-time and part-time employees are required to respond to the emergency and support the response and recovery operations of the city. This needs to be clearly understood by all city personnel. Support from the county, other municipalities, State, federal agencies and associations will most likely be required during an emergency. The governing body purpose for asking for support is to reduce the impact of an emergency to the community. Knowing where to go and who to go to is what the city must know prior to an event. The city clerk needs to emphasize and have governing body support that the procedures, programs and policies in place in areas the city clerk is responsible for do not change. The workforce procedures should be the same as in normal activities.

ad. Temporary Shelter Locations. Shelter locations should be planned for in the event of an emergency and coordinated with the city or county emergency manager. These are temporary in nature and provide a location in which residents can go to when needed. This could be a school, community building such as a church, but coordination ahead of time by the governing body should be done.

ae. Relocation Sites for City Office. This should be planned for in the event that the city office is no longer functional. Worst case scenario is a temporary building. Plan ahead and if possible use another existing structure in the city. If the city has chosen another structure make sure you can get phone and other utility services. The city needs to get normalcy as quickly as possible in order for resident and business owners to come to a known city site to request city assistance.

af. Location of Service Agencies and Donated Supplies. The appropriate city representative should look at sites, such as a vacant building or other location, or where the temporary shelter is at or in temporary storage buildings and get approval for their use as a location of service agencies and donated supplies. There should be a designated point of contact for the city to work with the Salvation Army, United Way or the American Red Cross or other service agencies. This can be a volunteer, and if so it is recommended the Governing Body approve this appointment. An alternate is also recommended. These individuals should work for the city, and either report to the governing body or designated representative on a minimum of a daily basis.

Appendix 1

DISASTER RECOVERY ACTIONS BY CITY CLERK

a. City Clerk’s Office Functionality. Quickly establish an office in a temporary building if necessary. Don’t Change Processes --- Keep Consistent. Changes in an emergency create stress on employees. Retain procedures and processes. The city clerk needs to emphasize and have governing body support that the procedures, programs and policies in place do not change. Establish the ability for after hours message service during this phase. Recommend approval from the governing body for establishing a toll free number for the city and keep the line available until no longer needed, as determined by the governing body.

b. Council Meetings. Daily – Do not adjourn the council meeting but recess the meeting announcing the meeting time, location and date when it will continue. Daily meetings are recommended until such time as the city council sees no requirement to do so.

c. Local Governmental Communications of Events to General Public. The city needs to establish daily meetings with the general public. The location of the meetings should remain consistent and be a large enough public area to accommodate everyone (this could be a temporary shelter). The city should standardize their spokesperson and should be someone from the city who is recognizable. The city should provide a daily handout to the public – and that is proofread prior to publishing. Meetings with specialists (FEMA, SBA, USDA, and other state/federal agencies) and insurance agencies should be established at a central location where residents and businesses can meet with them. A bulletin board should be established for public notices and handouts to be published near the city clerk’s office or some other fixed location. Establish and provide phone numbers for the calling in of requests and establish/provide a check in location at city hall for residents/businesses to request service support.

d. Media. Centralize – One spokesperson for the city. Call KAPIO for assistance. Sample news releases are provided in the appendix to this plan. The city needs to have radio, newspaper and TV points of contact in order to send news releases. Generally, this would fall upon the mayor, administrator/manager or public information officer.

e. Flood Damage or Homes in Flood Zone Damaged. Substantial Improvement/Damage -- The NFIP requires that if the cost of improvements to a building or the cost to repair damages (from any cause) to a building exceeds 50% of the market value of the building (excluding land value), the entire building must be brought up to current floodplain management standards. Building improvement projects include exterior and interior remodeling, rehabilitation, additions and repair and reconstruction projects. Additionally, the cost of currently planned improvements will be added to the cost of previously made improvements and compared to the existing market value to determine if the improvements exceed 50% of the structure’s value. The points of contact at Kansas Department of Agriculture Division of Water Resources (dwr) are Tom Morey, R.S.,

Appendix 2

CFM (tmorey@kda.state.ks.us) State NFIP Coordinator or Steve Samuelson, CFM, NFIP specialist phone (785) 296-4622. (steve.samuelson@kda.) It does not have to be a flood that caused the 51% or higher damage.

Floods are one of the most common hazards in the United States. Flood effects can be local, impacting a neighborhood or community, or very large, affecting entire river basins and multiple states. However, all floods are not alike. Some floods develop slowly, sometimes over a period of days. But flash floods can develop quickly, sometimes in just a few minutes and without any visible signs of rain. Flash floods often have a dangerous wall of roaring water that carries rocks, mud, and other debris and can sweep away most things in its path. Overland flooding occurs outside a defined river or stream, such as when a levee is breached, but still can be destructive. Flooding can also occur when a dam breaks, producing effects similar to flash floods. Be aware of flood hazards no matter where you live, but especially if you live in a low-lying area, near water or downstream from a dam. Even very small streams, gullies, creeks, culverts, dry streambeds, or low-lying ground that appear harmless in dry weather can flood.

f. Requests for Service from City Residents and Businesses. Use standardized forms for the city – a sample is available from CCMFOA. Keep a copy of all requests. The city should be contacting the requester with an update within 24 hours. Always remember that government is not the only answer. This is a good position to put a volunteer in.

g. Damaged or Dangerous Structures. It is the duty of the landowner to repair or remove damaged or dangerous structures. Cities have the authority under the Dangerous and Unsafe Structures Act (K.S.A. 12-1750, et seq.) to compel a landowner to repair or remove a dangerous or unsafe structure when the owner fails to do so. The city must adopt an ordinance to enact the act. (See LKM publication Dangerous Structures, 2002). There are a number of statutory requirements that must be followed. The dangerous structures act may be used in conjunction with the insurance proceeds fund (See Appendix 1, i.)

h. Assistance in obtaining city services support for a building inspector can be obtained from the Kansas Heartland Chapter (). Maintaining accurate records for damaged or dangerous structure is important. Recommend the following:

Create a separate file for each structure that will:

Include all documents.

Initial Inspection Document from State Inspection (If Done)

Set up Electronic File Tracking System (Example from CCMFOA)

Building Permits (Example from CCMFOA) and Inspection Reports

Mechanical / Plumbing / Electrical

Inspection Document

Copies Insurance Check and Refund Check (If Provided)

Appendix 2

i. Debris Management. The governing body approves all contracts associated with debris management. Debris management can be very expensive. The city should make a formal request for state assistance to remove debris. Volunteer agencies can be used to help clean up debris, but should be done so at no cost and under supervision of the city. Before going onto private property to help clear debris the city needs to obtain a signed letter from the owner with the approval to do so. Copies of this form can be obtained from the CCMFOA. Debris on private property should be moved to the curb as part of debris cleanup. The city cannot go on private property or will not be reimbursed by FEMA if you do. Remember that when KDHE–KDOT– KDEM leave as part of the response phase-the party is over.

j. Volunteers. The city should have a location for volunteers to call in and know where to go when coming to the city. Volunteers need a separate location to check into – secured location in the city or outside the city where the volunteers sign in, get trained and are bused, if possible, to the location where needed. Record the time a volunteer checks in and checks out. There are specific requirements that must be done in order to count their volunteer hours. Request state agency assistance in coordination of these efforts. Establish a centralized location and have a volunteer coordinator established. The city needs to have the phone number, name and address of volunteers to be counted. CCMFOA has a sample form to record volunteers.

k. Utilities. The Kansas Response Plan 2011 states that local governments are responsible for their own public works and infrastructure and have the primary responsibility through all phases of emergency management. The appropriate city department, within 20 days, should do a detailed analysis of repairs that are required. This is in order to make sure insurance funds are requested and received and to obtain support from other organizations as needed.

(1) Wastewater. Within one hour of an event the city should be aware of the integrity of the system. City staff needs to obtain maps of the system prior to an event. The priority is to maintain the system flow. Staff will need to treat excess flow and watch for excess chemicals. Portable toilets most likely needed for a short period of time and in specific locations. It is recommended that the city have a contract established ahead of time – or location to obtain support. This will be a reimbursable expense if FEMA Public Assistance is obtained. One of the areas that have been a problem for cities during the past several years is sewer lagoons. The tornado winds filled the sewer lagoons with debris that needed to be cleaned out and the lagoon repaired. This can be a high dollar expense and delay for Federal funding may not be realistic or available. Utilization of local insurance if available and the State KDOC Urgent Need Grant (defined below) which pays 100% up to $400,000 is probably the best course of action to take. If your city is a member of KSMAP use their assessment forms to determine needs.

(2) Water. Within one hour of an event the city needs to be advised of the integrity of water system. City staff needs to obtain maps of the system prior to an event. The primary task is to maintain adequate water pressure. The city may be required to do a boil

Appendix 2

order if the water pressure is not maintained. The boil order can be made with assistance from KDHE. The governing body may have to implement the city Water Conservation Plan and/or Drought Ordinance. The City Emergency Water Supply Plan may also be required to be activated. If water service is shut off at a residence or business make sure the crews paint a blue “X” on the water can so you can easily find water services turned off. If your city is a member of KSMAP use their assessment forms to determine needs.

(3) Electrical. The city needs to know who provides this service and how to reach them to find out what repairs and are needed and when they will be completed. The point of contact should be listed in the franchise agreement. If electric is a public utility and if the city is a member of KSMAP, use their assessment form to determine needs.

(4) Natural Gas. The city needs to know who provides this service and how to reach them to find out what repairs are needed and when they will be completed. The point of contact should be listed in the franchise agreement. If natural is a public utility and if the city is a member of KSMAP, use their assessment form to determine need.

(5) Other Utilities–Phone/Cable/Trash. The city needs to know who provides this service and how to find out what repairs are needed and when they will be completed

l. Street Signs. Disaster takes out normal visual signs, making it difficult to locate where you are at. Be prepared to make or buy and install temporary signs. One idea is a wooden sign placed in a barrel in the center of intersection.

m. Tornado Sirens Checked/Repaired. The city needs to check and validate that the tornado sirens are still operational. This can be done simply by having them turned on or having them checked by a certified company. Ensure that advanced warning is given to the citizens because people may believe it is another storm instead of just a test. What has happened in the past is that some cities lost their siren due to high winds and needed a replacement. Coordinate to have a temporary one placed until the city’s can be repaired or replaced. Repair or replacement can be done directly with the storm siren company or through emergency management. This should be a priority and make sure the city has adequate replacement insurance in place to do so. The city insurance company will not have to wait to help you fund the replacement of the storm siren.

n. Flat Tires / Fuel / No Power. After a tornado flat tires are common due to the metal debris on the ground. It is recommended that the city coordinate with KDOT to use a vehicle “magnet” to pick up nails and other metal. If you have a tire repair shop in the vicinity the city clerk should work out some arrangements for their support in the event of an emergency. If there is no repair shop in the community, coordinate with county emergency services to obtain on site support – most likely through a contractor. When using generators or needing fuel for vehicles it may be necessary to contract out with someone to go and fill up the generators or to provide fuel for vehicles. Make sure you have a good contract record of all fuel expenses in order to validate all payments.

Appendix 2

o. Debris Moved to Right of Way. During the initial stages of a disaster, debris that is pushed to the right of way is not classified as debris removal. Moving the debris to the side of the street is normally considered part of the response (Category B) but may be just normal street operations in order to clear the street.

p. Nonprofit Agencies. As nonprofit agencies such as the Red Cross and Salvation Army come, the city should put them into the locations planned for, in or near the temporary shelter. The city point of contact should be working with the Salvation Army, United Way, American Red Cross, and other service agencies.

q. Temporary Shelters. Those planned for in the event of an emergency should be opened if need be. The city should have someone to record names and coordinate activities at the shelter.

r. Animals. Animals will become loose in a tornado event and dependent upon the scope of the event may be lost and walking around. The city should have a process to pick up and move the animals to a proper temporary storage site. The National Humane Society may help you in providing a temporary location.

s. Augmentation Requirements. The city clerk may need additional people and assets to operate the city clerk’s office during and after an emergency. Some of these positions will be for a short time and some may exceed 30 days The minimum augmentation needed for a city is:

▪ Alternate assistant for the city clerk.(governing body approval)

▪ Reception / files clerk (four) = two with lap tops

▪ Billing clerk (two)

The city will need the names and time of arrival and will have to provide meals and billeting if necessary. Contact CCMFOA for city support.

t. Weapons. During tornados home and businesses get destroyed. When this happens items in the households or business get blown about, sometimes long distances. The city should have set up with the local police department or county sheriff office to have a collection point. The weapons will be returned to the rightful owners – but the city needs to have a place for people to turn in found weapons.

u. Federal/State and Other Non-Governmental Agencies for Support.

Federal Emergency Management Agency (FEMA). The agency responsible for overall disaster-related federal programs involved with mitigation, preparedness, response, and recovery to natural and man-made disasters or nuclear attack. ()

Appendix 2

United States Department of Agriculture (USDA). This agency can provide food assistance to those in need in areas affected by a disaster; provides USDA Foods to disaster relief agencies to feed people at shelters and mass feeding sites; and offers the Emergency Loan Program (ELP) and other type of support. USDA programs that assist individual/small businesses can be found at: .

The U.S. Small Business Administration (SBA). This agency () is responsible for providing affordable, timely and accessible financial assistance to non-profits and businesses of all sizes located in a declared disaster area. Financial assistance is available in the form of low-interest, long-term loans for losses that are not fully covered by insurance or other recoveries. The U.S. Small Business Administration (SBA) is also responsible for providing affordable, timely and accessible financial assistance to homeowners and renters located in a declared disaster area. Financial assistance is available in the form of low-interest, long-term loans for losses that are not fully covered by insurance or other recoveries. Since its founding on July 30, 1953, the U.S. Small Business Administration has delivered millions of loans, loan guarantees, contracts, counseling sessions and other forms of assistance to small businesses. SBA’s Office of Disaster Assistance (ODA) provides affordable, timely and accessible financial assistance to homeowners, renters, and businesses. SBA low-interest, long-term loans are the primary form of federal assistance for the repair and rebuilding of non-farm, private sector disaster losses. NOTE: SBA may act under its own authority to declare a disaster in response to a request from the Governor. ()

Kansas Department of Emergency Management (KDEM). The mission of KDEM is “Building sustainable capabilities across all phases of Emergency Management in Kansas through selfless service.” The Division of Emergency Management is the arm of the Adjutant General's Department that provides mitigation advocacy, planning requirements and guidance, response coordination, and administration of recovery programs for the civil sector of the State, regardless of the type of hazards. Kansas law annotated requires that each county maintain a disaster agency responsible for emergency preparedness and coordination of response to disasters. The law also requires each county to maintain an emergency operations plan that has been approved by the Division of Emergency Management. These statutes are the basis for the state/local relationship, which is solidified by continued contacts and mutual assistance on day-to-day operations, and during times of disasters. The state and local governments work together to provide training to local emergency management and response personnel. The same is true for the conduct of periodic exercises to test the state and local emergency management systems. ()

Kansas Department of Health and Environment (KDHE). KDHE is the primary state agency dealing with water and wastewater operations and are imperative to responding to and recovering from a disaster. () KDHE Disaster Recovery Information provides resource and information links to assist with safeguarding your health and environment during a natural disaster. ()

Appendix 2

Kansas Corporation Commission (KCC). In the absence of competition, the KCC (kcc.state.ks.us) regulates public utilities, common carriers, motor carriers, and oil and gas producers. It does not regulate most electric cooperatives, water cooperatives, municipalities, wireless telephones, long distance phone services, cable companies or the internet.

Kansas Department of Agriculture (KDA). The Kansas Department of Agriculture () is committed to food safety, consumer protection, natural resource protection and water resource management for the benefit of all Kansans. NOTE: The Division of Water Resources is the designated state agency that coordinates the FEMA Community Assistance Program, National Flood Insurance Program, and floodplain zoning.

Kansas Department of Commerce – KDOC. The Kansas Department of Commerce () is the state’s lead economic development agency, and strives to empower individuals, businesses and communities to achieve prosperity in Kansas. The Department comprises a variety of programs and services that create jobs, attract new investment, provide workforce training, encourage community development and promote the state as a wonderful place to live and work. This is accomplished through the department’s three divisions: Business and Community Development, Trade Development and Workforce Services. NOTE: CDBG Urgent Need is available through this agency.

Urgent Need Grant. Urgent Need Grants are obtained through the Kansas Department of Commerce and address an immediate threat to health or safety resulting from a sudden and severe emergency. These awards assist in meeting community needs created by a severe natural or other disaster. The need must be certified by the state agency within six months of the occurrence. Repairs and replacement has 100% coverage and to obtain these funds doesn’t require a state or presidential emergency declaration of emergency. Applications are reviewed on an as-needed basis throughout the year. The maximum amount awarded is $400,000 per grant. ()

Kansas Housing Resource Corporation (KHRC). The Kansas Housing Resources Corporation () serves as the primary administrator of federal housing programs for the State of Kansas. KHRC administers over 25 affordable housing programs with five primary areas of emphasis: Homeownership, Rental Housing, Program Compliance, Housing with Supportive Services, and Asset Management. NOTE: KHRC may be able to assist displaced persons as well as assistance for rehabilitation of damaged homes.

Kansas Highway Patrol (KHP). The Kansas Highway Patrol () support emergency operations and responds to critical events, such as natural disasters, train derailments, and situations involving hazardous materials and Weapons of Mass Destruction (WMD). Staff members are responsible for planning, policy, and training for critical incidents in which the Kansas Highway Patrol is involved. This unit works closely with county emergency managers, the Kansas Department of Emergency Management, and other state and local entities in planning critical incident training and response.

Appendix 2

Kansas Forest Service. The Community Forestry Program () is supported and promoted in the field with technical assistance and support provided by your District and Community Forester. The Kansas Forest Service provides and can assist your community with the following activities: Technical assistance, Education and Training, Resource Development, Public awareness NOTE: Post-disaster consultation regarding public trees.

Rural Development (USDA). USDA-Rural Development (KS) is committed to helping improve the economy and quality of life in rural Kansas. Our financial programs support such essential public facilities and services as water and sewer systems, housing, health clinics, emergency service facilities and electric and telephone service. We promote economic development by supporting loans to businesses through banks, credit unions and community-managed lending pools. NOTE: USDA may have assistance to help with housing. They may also be able to provide lists of available rental housing for the displaced.

City Clerks and Municipal Finance Officers Association (CCMFOA). The City Clerks and Municipal Finance Officers Association () in order to promote responsive and responsible government provides a comprehensive support network of professional resources and educational opportunities for the benefit of its members and the communities they serve; encouraging competency, integrity, efficiency, and accountability in the delivery of local government services.

League of Kansas Municipalities (LKM). The mission of the League of Kansas Municipalities () shall be to unify, strengthen, and advocate for the interests of Kansas municipalities to advance the general welfare and promote the quality of life of the people who live within our cities. Established by municipal officials in 1910, the League of Kansas Municipalities is a voluntary, nonpartisan organization of over 580 Kansas cities.

Kansas Rural Water Association (KRWA). KRWA () provides assistance that systems need. KRWA's staffers put on their boots and get in the trenches with you. KRWA helps with all aspects of water and wastewater utility operation and management. Help is as immediate as schedules allow, such as leak detection, smoking of a sanitary sewer, water or sewer rate studies or policy questions on regulations. In 1998, the association began providing services to water utilities on source water and wellhead protection. In 1999, KRWA contracted with the Kansas Department of Health and Environment to provide assistance to systems using surface water treatment and to systems with compliance problems. KRWA has personnel available to assist water and wastewater utilities which include: Locating and marking meters and fire hydrants that have been covered by debris. Assistance with leak detection and repair or replacement of lines as needed, assistance with wastewater lagoons and distribution system (sludge judging lagoons that may have debris), use of a pressure tank, if the water storage facility is damaged and portable chlorination station for disinfection if the pump house / chlorination building is damaged. KRWA also maintains a list of Associate Members that have products available to help systems return to service if damaged.

Appendix 2

Kansas Association of Floodplain Management (KAFM). The Kansas Association of Floodplain Management () was founded in 1999 by professionals interested and responsible to promote proper floodplain management in the State of Kansas.

Kansas Municipal Utilities (KMU). The KMU () is the statewide association of municipally-owned and -operated electric, gas, water, wastewater, storm water, and telecommunications utilities across the State of Kansas. As a non-profit association established by its member utilities in 1928, KMU is dedicated to serving the needs and interests of these publicly owned utilities.

Kansas Municipal Electrical Agency (KMEA). Throughout its history, KMEA () has continued to find new ways to help its member cities address the ever-increasing challenges of providing electricity to their customers. Those methods have included monitoring legislative and regulatory issues and advocating on the behalf of members, negotiating for economical prices and long-term contracts for power, designing and refining a Mutual Aid program for electrical crises, keeping tabs on trends and events that will affect our industry, and capitalizing on situations that present opportunities for our members.

Kansas Association of Public Information Officers (KAPIO). KAPIO () strives to create a statewide network of communication professionals, conduct and sponsor activities to improve communication between public sector organizations and the people they serve; promote professionalism in the public information and communication fields and serve as an information resource for government management and communication professionals.

Kansas Association of Airports (KAA). KAA () members represent most every airport in the state of Kansas. Our primary endeavor is to promote and protect all Kansas airports; ranging from Wichita’s Mid-Continent Airport to Beaumont’s famous grass strip (with taxi-up restaurant).

Kansas Organization of Recyclers (KOR). The KOR () provides advocacy, information, technical support, networking and educational opportunities in partnership with local, state, regional and national organizations.

Kansas Emergency Management Association (KEMA). The KEMA () offers networking opportunities among local emergency managers and homeland security officials as well as opportunities to interact with state and national emergency management professionals and other affiliated individuals, governmental agencies, and interested private groups.

Kansas – Heart of America Chapter, ICC. The Heart of America Chapter () is a group of building officials, inspectors and other interested parties who endeavor to advance good building practices by the administration and enforcement of a uniform set of codes. The protection of life, safety and health of the public, as well as the protection of property is foremost in our pursuits. NOTE: This organization might be able to offer assistance with building inspections for up to 30 days during recovery.

Appendix 2

FINANCIAL ISSUES AND CONSIDERATIONS

Following a disaster, create separate fund accounts to track funds received for the disaster and do not mix them with normal accounts within the General Fund. Create separate files for the receipt and expense of funds in order to track all disaster related revenue (insurance, donations, FEMA funds) and expenses. Include a copy of check and receipts for any cash received in these files.

a. Budget for Emergency Natural Disasters. Define the target amount the government believes it needs to hold in reserve to mitigate the risks it is subject to, such as extreme events and natural disasters and revenue fluctuations and cycles within the year.

b. Donations. In the event of a disaster, the city will receive numerous donations. Establish a separate fund to receive and account for donations. United Way donations are 100% donated to the city for its use.

c. City Insurance. Keep a copy of all insurance proceeds received. The difference in actual costs can be requested to FEMA. If you run into problems and need assistance the State Insurance Commissioner’s Office () can assist. This could also apply to residents or businesses as well. Sandy Praeger, Commissioner of Insurance, is urging Kansas insurance consumers who have had to leave their homes because of tornado and storm damage to contact their insurance companies and agents to let them know their situation. The Kansas Insurance Department’s Consumer Assistance Division is prepared to answer consumer questions and concerns regarding insurance, the Commissioner said. The Consumer Assistance Hotline number is (800) 432-2484.

d. Accounting of Expenses. Keep a copy of all bills/purchase orders and copy of the check for payment in a separate file. The city will need to request reimbursement and to categorize for the different categories in FEMA. Separate by categories and utilize a spreadsheet to track expenses by category and department / fund.

e. Contract Support. Keep an extra copy of any agreement done for an event and file each separately in a binder. During a response phase of an emergency you may be contacted by general contractors providing free support. Make sure you have them sign off an agreement that states that the city is not to be billed later. A copy of that form can be obtained from the CCMFOA.

f. Not All Natural Disasters Get Presidential Declaration. Not all natural disasters get Federal or State support in recovering from an emergency event. This is due to the dollar and other thresholds established by the federal government where support will be provided.

Appendix 3

g. Presidential Declaration. If a disaster warrants a Presidential Declaration it will come in one or two forms. Either Individual Assistance (IA) (for individuals, non-profit organizations and businesses) or Public Assistance (PA) (for government agencies). Presidential Declarations for IA are not common place unless the extent of the damages are large and meet other established criteria.

Community Assistance Programs are Activated By a Disaster Declaration from the Federal / State governments.

Individual Assistance (IA): Through the IA Program, FEMA disaster assistance is money or direct assistance to individuals, families and businesses in an area whose property has been damaged or destroyed and whose losses are not covered by insurance. It is meant to help you with critical expenses that cannot be covered in other ways. This assistance is not intended to restore your damaged property to its condition before the disaster. While some housing assistance funds are available through our Individuals and Households Program, most disaster assistance from the Federal government is in the form of loans administered by the Small Business Administration.

Public Assistance (PA): Through the PA Program, FEMA provides supplemental Federal disaster grant assistance for debris removal, emergency protective measures, and the repair, replacement, or restoration of disaster-damaged, publicly owned facilities and the facilities of certain Private Non-Profit (PNP) organizations. The PA Program also encourages protection of these damaged facilities from future events by providing assistance for hazard mitigation measures during the recovery process. FEMA Pays 75%; Kansas 10% == and the city pays 15%. How the PA works and what you have to do can be found at:

Disaster Assistance: ( ) A secure, user-friendly web site that consolidates information about federally funded government assistance to disaster victims. Sixteen (16) federal agencies have partnered with FEMA to develop this web site to help you identify forms of assistance that you may qualify for, making it easier and faster for you to find application information. Federal Agency Forms of Assistance Contributors and the Number of Programs: U.S. Department of Agriculture: 16; U.S. Department of Education 1; U.S. Department of Health and Human Services 4; U.S. Department of Homeland Security 7; U.S. Department of Housing and Urban Development 4; U.S. Department of Justice 3; U.S. Department of Labor 3; U.S. Department of the Interior 1; U.S. Department of the Treasury 3: U.S. Department of Veterans Affairs 8: U.S. Office of Personnel Management 1: U.S. Postal Service 1: U.S. Small Business Administration 2: U.S. Social Security Administration 18 at

When working with state and federal agencies it is sometimes necessary for the city, in order to clearly understand what is to be done is to see the actual reference prior to implementation.

Appendix 3

Audit by federal government on presidential declarations: Detailed records are necessary in order to request federal/state funding for recovery or response operations. These detailed records must be retained and if not available to support claims submitted the city may be required to reimburse the federal/state governments for the funds received.

h. Special Audit: If you received funds from the federal government for a declared disaster you may be required to do a special audit for that year. This is dependent upon the amount of funds received. This includes other funds received from other programs received during the year. All non-Federal entities that expend $500,000 or more of Federal awards in a year are required to obtain an annual audit in accordance with the Single Audit Act Amendments of 1996 OMB Circular A-133, the OMB Circular Compliance Supplement and Government Auditing Standards. A single audit is intended to provide a cost-effective audit for non-Federal entities in that one audit is conducted in lieu of multiple audits of individual programs.

i . Procurement Policy: There should be an approved city council procurement policy. This will be required for any FEMA or emergency funding support.

j. Salary Expended on Disaster: From the outset of an emergency payroll records should be marked for what personnel are doing. The city clerk needs to have departments prepare daily accounting records showing personnel hours and equipment used. This needs to show what equipment is used and by what operator and what action was being done. CCMOFA has some sample forms that can be used for this record keeping.

Response: Overtime Labor Only and All Equipment

Recovery: All Labor and All Equipment

Salary Employees (Meetings and Emergency Operations Center – Document All Hours)

FEMA (75%) and KDEM (10%) = 85% includes benefits (KPERS, Workman’s Compensation, Sick Leave, Vacation, Holiday, SSN, Unemployment and other benefits given by the city.

k. Government Claim – Insurance Issues. For damages to city property (buildings / equipment) a picture is worth a thousand words. Have someone designated ahead of time (can be a council member) take a pictures of every piece of equipment and building damaged by the event. Use your insurance listing as the basis for doing a damage assessment. There also should be a written damage report prepared. A sample is available from the CCMFOA. This should be done the day after the event. Look also at other areas as well: Streets – Signs – Lights – Everything needs to be recorded. For each piece of damaged buildings, equipment or area established a separate file. Keep track of all documents in the file (include all inspections, bids, bills, payments). Use spreadsheet to monitor this. CCMFOA has a sample spreadsheet that can be used as a template. The difference from insurance can be obtained from FEMA/KDEM if a presidential declaration is declared.

Appendix 3

CITY CLERKS CONTINUITY OF OPERATIONS CHECKLIST

ONLY THOSE AREAS THAT THE CITY CLERK IS RESPONSIBLE FOR

City Emergency Plan YES NO

If yes – one on hand YES NO

Phone Number Listing YES NO

County Emergency Plan YES NO

If yes – one on hand YES NO

Do you know how to contact county emergency manager YES NO

Flood Map (FIRM)

Is the City in a floodplain? YES NO

If in a floodplain do you have the flood map (FIRM) YES NO

Know what properties are in the flood zone YES NO

Critical facilities built to the 500 year flood zone YES NO

City Part of the National Flood Insurance Program (NFIP) YES NO

Do you know how to contact KAFM YES NO

Office Machines

Surge protectors YES NO

Alternate source established for office machines YES NO

City Communications

Cell phones YES NO

Hand held radios YES NO

City Code / Documents

City code YES NO

Zoning regulations YES NO

Zoning map YES NO

Sub-Division regulations YES NO

Building codes YES NO

Fee structure YES NO

City maps YES NO

City Ordinance on Fire/Wind Private Insurance Proceeds YES NO

Separate fund established YES NO

City Ordinance on Rebuilding on Existing Lot YES NO

City Insurance Review on Governmental Structures and Equipment YES NO

All structures under replacement cost (RC) insurance YES NO

Pictures of all structures with addresses made YES NO

Appendix 4

Member of State Associations

CCMFOA: YES NO

LKM: YES NO

KRWA: YES NO

KAFM: YES NO

KMU: YES NO

KMEA or KMGA: YES NO

KAPIO: YES NO

KAA: YES NO

KOR: YES NO

KMEA: YES NO

Kansas Mutual Aid Program (KSMAP) Member YES NO

KMEA Mutual Aid Program (KMEAMAP) Member YES NO

Kansas Elective Cooperative Mutual Aid Agreement YES NO

Test Tornado Sirens at Least Monthly YES NO

Explain to community storm sirens outside use only YES NO

Explain to community no siren for all clear YES NO

Public Notice Hazardous Weather Outlook Capable YES NO

Save web site for city on national weather service YES NO

Signed up from national weather service for weather alerts YES NO

Drought Conditions

Have state web site as favorite location YES NO

Have an approved water conservation plan YES NO

Have an approved emergency drought ordinance YES NO

Have an approved emergency water supply plan YES NO

Backup of Financial and City Electronic Files YES NO

City Procurement Policy YES NO

Mitigation Plans

Do you have a copy of regional plan? YES NO

Is it updated? YES NO

City Employee Identification Badges

Do you have sate ID badges? YES NO

Do you have local ID Badges? YES NO

Appendix 4

Member of Ready America YES NO

Member of Kansas Ready YES NO

Law Enforcement

Coordination established on providing support to the city? YES NO

Care Facilities

Coordination made with them on emergency operations? YES NO

Coordination made with county emergency management? YES NO

National Incident Management System (NIMS);

City staff trained on NIMS YES NO

Elected officials trained on NIMS YES NO

Resolution pass on NIMS use in city YES NO

Temporary Shelter Locations:

Temporary shelters identified YES NO

Coordinated with county emergency manager YES NO

Relocation Site for City Office

Planned for YES NO

Alternate location identified YES NO

Location of Service Agencies and Donated Supplies

Location planned for YES NO

Appendix 4

DISASTER RECOVERY ACTIONS BY CITY CLERK CHECKLIST

ONLY THOSE THE CITY CLERK IS RESPONSIBLE FOR

City Clerk Office Functional

800 phone number established YES NO

Council Meetings

Established as needed – not adjourned YES NO

Communications to General Public

Bulletin board established YES NO

Daily bulletin prepared YES NO

Daily meeting established YES NO

POC to handle meetings YES NO

Media

Templates prepared YES NO

Centralized spokesperson (call KAPIO for assistance) YES NO

Damages to Structures in Flood Zone

Contact DWR at KDA for assistance YES NO

Contact KFMA for assistance YES NO

Request for Services from Residents and Businesses

Standardized form used YES NO

File established YES NO

Damages to Structures

City process for demolishment of dangerous structures YES NO

File established for each damaged structure YES NO

Assistance requested from LKM YES NO

Assistance requested from KS Heartland Chapter YES NO

Debris Management:

Request state assistance for debris cleanup YES NO

Obtain signed letters from owners prior to debris removal

on private property YES NO

Volunteers:

Location for volunteers to call in YES NO

Location for volunteers to report to YES NO

Form for recording volunteers coming and leaving YES NO

Volunteer coordinator established YES NO

Appendix 4

Utilities:

Sewer System

Is the sewer system operational? YES NO

If not, do you know what the issues are? YES NO

Has support been requested? YES NO

How long before the system becomes operational? YES NO

Water System

Is the water system operational? YES NO

If not, do you know what the issues are? YES NO

Has support been requested? YES NO

How long before the system becomes operational? YES NO

Is a boil order needed? YES NO

Electrical / Natural Gas

If the city owns the system need to know: YES NO

Is the electrical system operational? YES NO

If not, do you know what the issues are? YES NO

Has support been requested? YES NO

How long before the system becomes operational? YES NO

Is a boil order needed? YES NO

If the city does not own the system need to know:

Are there any problems with the systems? YES NO

How long before the system becomes operational? YES NO

Other Utilities

Contact providers and find out what problems they have

and when repairs will be completed. YES NO

Street Signs:

Are temporary signs needed? YES NO

If yes, are temporary signs made and installed? YES NO

Tornado Sirens

Are the operational? YES NO

If not, have you made contact with provider for temporary? YES NO

Flat Tires

KDOT contacted to magnet streets? YES NO

Tire repairs capability obtained YES NO

Appendix 4

Debris in Streets:

Debris pushed to side of streets? YES NO

Non-Profit Agencies

Put them in a location near temporary shelter? \ YES NO

Temporary Shelters

Open Temporary shelters as planned. YES NO

Coordinator in place? YES NO

Loose Animals being taken care of? YES NO

Augmentation Requirements for City Clerk Office YES NO

Weapons found being taken turned into the Police Department? YES NO

Appendix 4

SAMPLE WORK OFFICE FORMS AVAILABLE FROM CCMFOA

a. Sample Form for Daily Materials Record

b. Sample Form for Recording and Tracking Damage Governmental Equipment and Structures.

c. Sample Form for Tracking Daily City Equipment and City Personnel for Response and Recovery Operations.

d. Sample Form for Requests for Service from City Residents and Businesses

e. Sample Form for Assisting on Private Property

f. Sample Form for Volunteer Support

g. Sample Form for Volunteer Contractor Support

h. Damage Assessment Form (For Each Major Piece Of Equipment Or Facility

i. Daily Detailed Labor And Equipment Record (Turn In Daily To City Clerk)

SAMPLE WORK SPREADSHEETS AVAILABLE FROM CCMFOA

a. Sample Spreadsheet for Recording and Tracking Damage Governmental Equipment and Structures.

b. Sample Spreadsheet for Tracking Daily City Equipment and City Personnel for Response and Recovery Operations.

c. Sample Spreadsheet for Tacking Material Expenses by FEMA Category

Appendix 5

PUBLIC INFORMATION NEWS RELEASE TEMPLATE

AVAILABLE FROM CCMFOA

Preparedness news release templates for counties/cities (These preparedness releases are examples of releases the state sends out, but can be used as templates for local organizations).

01 Prepare for severe weather and tornadoes

02 Prepare for flooding

03 Prepare for winter weather

04 Heat advisory

Disaster news release templates for counties/cities

00 County declares disaster emergency

01 Response and recovery operations – initial

02 County disaster declaration

03 Governor declaration

04 American Red Cross supporting relief operations (shelters, feeding stations, Safe and Well website)

05 Debris removal guidelines

06 Volunteers need to register

07 Animal shelter

08 Boil water advisory

09 2-1-1 or KSReady (donations)

10 Recovered weapons

11 Sightseers discouraged

12 Assistance available to individuals

13 Joint Preliminary Damage Assessments

14 SBA loans available

News release sent out from the state

00 State Response

01 State Declaration

02 Donations

04 Joint - State FEMA Preliminary Damage Assessments

05 SBA Loans Available

06 President to Visit Community

07 Donations Overwhelm Community

08 Kansas Requests/Receives Presidential Declaration

Appendix 6

POINTS OF CONTACT AND REFERENCE CHECKLIST

Department of Homeland Security (DHS)

DHS Advisory System -

Homeland Security Advisory Alerts Via email signup at –

DHS Disaster Recovery

DHS Preparedness, Response & Recovery

EPA Natural Disasters and Weather Emergencies:

Federal (FEMA)

Ready America Gov (FEMA)

Disaster Assistance (FEMA)

Flood Smart Gov (Official Site of the NFIP)

FEMA (Flood)

FEMA (Hazard Mitigation Plan)

FEMA NIMS Class Requirements

FEMA IS-700.a NIMS An Introduction

FEMA Public Assistance Program:

FEMA NIMS Training Program:

NOAA Home Page:

National Weather Service

NOAA Drought Information

NOAA 2011-2012 Winter Projections:

National Weather Service Forecast Office St. Joseph Missouri:

NOAA Flood Safety Awareness Week:

USDA Kansas:

USDA Emergency Support Fact Sheet: Programs That Assist Individuals and Small Businesses



American Red Cross Local Finder:

Salvation Army Kansas and Missouri:

Appendix 7

League of Kansas Municipalities:

LKM Sample Ordinances:

City Clerks and Municipal Finance Officers Association of Kansas City Clerks and Municipal Finance Officers Association of Kansas

Government Finance Officers Association

Kansas Rural Water Association (KRWA):

Kansas Organization of Recyclers (KOR):

Kansas Municipal Utilities (KMU):

KSMAP Website:

Kansas Association of Floodplain Managers:

Kansas Airport Association:

Kansas Emergency Management Association:



Kansas Alert Center:

Kansas Department of Transportation:

KDOT Road Conditions:

Kansas Department of Commerce:

KDOC Community Development (Urgent Need):

Kansas Department of Agriculture:

Kansas Water Office, KDA: dwr

Kansas Forest Office:

KDEM:

KDEM – List County Emergency Managers

State of Kansas Online Continuity of Operations Planning System:

Kansas Ready Gov

Kansas Adjutant General's Department

KDHE:

KDHE Preparedness

Kansas Geological Survey, Earthquake Public Information Circular (PIC) 3



Kansas Water Office:

Kansas Weekly Drought Update:

Kansas State Insurance Commissioner’s Office

Appendix 7

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