Item S2County of Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
IleOI1da Keys
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District I
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George Neugent, District 2
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Heather Carruthers, District 3
County Commission Meeting
April 19, 2018
Agenda Item Number: S.2
Agenda Item Summary #4109
BULK ITEM: No DEPARTMENT: Strategic Planning
TIME APPROXIMATE: STAFF CONTACT: Kimberly Matthews (305) 292 -4540
9:30 am
AGENDA ITEM WORDING: Emergency Management /Strategic Planning: Discussion, direction
and presentation of Reentry Task Force Recommendations for improvements to Monroe County
Emergency Management's evacuation reentry program.
ITEM BACKGROUND: The Reentry Task Force was formed at the direction of Emergency
Management and the County Administrator after Hurricane Irma to determine if the current Reentry
Procedure could be improved. The Task Force was comprised of first responders, residents, county staff, local
business owners, and other stakeholders. After four public meetings, the task force produced
recommendations that have been reviewed by Monroe County Emergency Management, County Senior
Management.
The recommendations are summarized in the attached document, which has also been made available on the
County website and widely circulated among the public for feedback.
PREVIOUS RELEVANT BOCC ACTION:
None.
CONTRACT /AGREEMENT CHANGES:
n/a
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Reentry Program Recommendation from TF
FINANCIAL IMPACT:
Effective Date: Immediately
Expiration Date: n/a
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
h]W TA1 IH17."
Kimberly Matthews
Completed
04/05/2018 12:36 PM
Bob Shillinger
Completed
04/10/2018 12:16 PM
Budget and Finance
Completed
04/10/2018 1:44 PM
Maria Slavik
Completed
04/10/2018 2:32 PM
Kathy Peters
Completed
04/10/2018 3:07 PM
Board of County Commissioners
Pending
04/19/2018 9:00 AM
Monroe County Emergency Management
Reentry Program Task Force Recommendation 2018
1) Primary Findings in Review of Reentry Program as Implemented during Irma
Response:
a. Found that current Sticker Program is effective for the intended purpose of
phased reentry of Monroe County Residents.
b. Identified two primary opportunities to augment the current Sticker Program
i. Reentry Procedure for Essential Personnel
ii. Current Operational Plan for Florida City Checkpoint
c. Identified need for Community option to utilize trained volunteers to support
the response efforts
2) Reentry Procedure for Essential Personnel
a. A Placard System will be implemented that allows efficient and effective
reentry of mission essential personnel for response efforts post -event
i. Outline of System:
1. "Reentry List of Names" at checkpoint will be eliminated
2. Placards System will be managed by Monroe County
Emergency Management
3. Placard System identifies two groups of essential personnel:
a. Group 1-
• Emergency Medical Services
• Public Utilities (FKAA, Keys Energy, FL Keys Elec.
Coop, etc) and their support structure as identified
by Emergency Management
• County and Municipal Tier 2 employees
• Telecommunications (AT &T, COMCAST,
Independent, etc)
• 1 st Push Government Contractors
b. Group 2
• Gas Stations
• Grocery Stores
• Banks and Financial Institutions
Construction Supply stores (ie- Home Depot, etc)
Local Contractors with response- specific missions
o They must be "Mission Essential' as determined
by Emergency Management
• They must be licensed in Monroe County and
preferably residents
• The Contractors Examining Board would be a
valuable resource for vetting applicants to the
Placard System and perhaps a liaison from the
Board should be included in the EM process.
• Contractors seeking inclusion in the program
should provide inventory of heavy equipment
assets, number of personnel contributing to the
mission, proof of licenses or certifications,
justification for inclusion, etc.
Government Contract Hotels - Hotels with pre -event
contracts with Monroe County to provide housing
for essential personnel
4. Placards will be distributed to identified organizations such as
hospitals, grocers, etc. in bulk numbers (as determined by
Emergency Management). Organizations should retain
placards until such time a mandatory evacuation is called. At
that time, each organization should distribute the placards to
their essential personnel for reentry.
Registration of organizations and individuals in the Placard System
will be administered by Emergency Management. This process will
include: promotion of the program and an approval process based on
best practices in Emergency Management.
1. Group 1: EM has regular communication with these essential
response organizations or individuals and will utilize this
channel for promotion of the Placard System.
2. Group 2: A Registration Form will be created and made
available for organizations or individuals to request inclusion in
the Placard System.
a. This Form should include information that allows EM to
identify mission essential organizations and personnel
including inventory of heavy equipment assets, number
of personnel contributing to the mission, qualifications,
certifications, justification for inclusion.
b. This Registration Form will be the avenue for
individuals /organizations who believe they have a
mission essential function during response or other
valid reasons to be considered for the Placard System
despite not being readily identified by Emergency
Management such as local doctors, veterinarians,
independent contractors with mission essential roles
(ie- telecommunication, plumbing, electricians, heavy
equipment operators etc), organizations with animals in
their care (ie- organizations forced to leave behind
animals that may die if not cared for asap), etc
iii. Mechanics of the Placard:
1. The Placard will be reissued annually and should be year
specific:
a. Color (changed annually) Groups have different colors
b. Year Issued in large font
2. Fraud Protection- fraudulent duplication could be reduced
through the use of unique shapes, embedded images that
prevent photo copying, hologram, etc
3. Guidelines for use of the Placard should be included on the
back
4. Barcodes or an issuing number unique to each placard should
be included
iv. Additional Components:
1. Common Sense Reentry — Law Enforcement at the
Checkpoint will be given a list of vehicles and vehicle
categories that should be allowed in without a placard
(Emergency Management will clarify which should be allowed
only with Mission Tracking Number):
a. Group 1 Common Sense List:
• Utility Vehicles
• First responders
• Fuel Tankers
b. Group 2 Common Sense List:
• Corporate Grocery store trucks (Publix/Winn Dixie)
• Corporate Marked Construction supply stores (ie-
Home Depot, etc)
• Armored Trucks for banks and other commercial
institutions
c. Common Sense List to coincide with Citizen Sticker
Program:
• Press Vehicles
• Volunteer Support Agencies
• Vehicles covered in Group 1 & 2
2. Implementation of new Placard System will include:
a. Educational Outreach and Communication to the
community- Annually
b. Annual Updating of the placard's physical appearance
c. Annual Reissuance and Registration (as determined by
Emergency Management)
3) CERT program and Advanced Reentry for Citizenry:
a. Monroe County Emergency Management will incorporate a CERT
(Community Emergency Response Team) into reentry plans. The Program
should include:
i. Training provided through Monroe County (and Municipal) Fire &
Rescue will be approx. 40 hrs and could include:
1. Basic Search and Rescue
2. First Aid in a Disaster environment
3. Terrorism Module
4. Basic Fire Safety
ii. While not required, it is recommended that the training be taken by
groups (such as- HOA's, neighborhood watch, etc). These groups
then become a post -event support structure of trained individuals
better able to assist the community.
iii. CERT training must reinforce the concept of mandatory evacuation
with the intent of advanced reentry, if conditions of the event permit,
for support of the community response effort.
iv. CERT trained individuals would be eligible for reentry in Group 2 of
the Placard System.
4) Community Reentry Sticker Program:
a. The current stickers are effective for the intended purpose of phased reentry
of Monroe County Residents.
i. The addition of the Placard System, CERT program and improved
operations at the Florida City checkpoint will dramatically improve the
overall reentry process.
ii. Additional Recommendations:
iii. Annual Public Education campaign that provides information on the
sticker requirements for reentry after evacuation, placement of
stickers on vehicles, pick -up locations, build reasonable reentry
expectations and provide information on sticker requirements.
1. and other pertinent information.
2. Annual (each April) printing and distribution of adequate
stickers to identified pickup locations
3. It is recommended that additional government locations be
utilized for sticker distribution along with the Sheriff's Office
including Monroe County Tax Collector Offices, Clerk of Court
offices, Commissioner Offices, County Administrators Office,
etc.
5) Recommendation's to the Sheriff's Office concerning the Florida City
Checkpoint Operational Plan:
a. Recommendations for improved efficiency at the Florida City Checkpoint:
i. "No Sticker— No Entry " - it is recommended, for the purposes of
efficient reentry of the majority, that only vehicles which display a
Reentry Sticker be allowed to enter the final checkpoint lanes.
However, implementation of such a requirement must include a
robust `vetting station' in Florida City where residents who do not have
stickers may present valid documentation to law enforcement and
receive a sticker before moving into the final reentry lanes.
ii. Sticker Placement- Lower left corner of the front windshield
iii. There should be no "List of names" at the checkpoint for Reentry
iv. There should be Staging Areas and backups in the Operational plan
v. Liaisons from the EOC should be in the staging areas (for example- a
PIO in the media staging area would be of great assistance)
vi. There should be clear signage on all the major state roads leading
into Monroe County. The dynamic message boards on the Turnpike,
1 -95, 826, 836, 1 -75 and 1 -595 to direct individuals to appropriate
staging areas as they approach Florida City
GE The Speedway should be used for Sticker Staging
Reentry Program Task
Reco enc
Goal of Reentr'% Program:
To return Monroe County residents
to their homes as quickly as is safer
possible after a mandatory
evacuation
Primary Findings of Task t-orcr
Current Sticker Program effective for staged reentry of
residents
� Opportunities for Improvement through Augmentation:
Create a Reentry Procedure for Essential Personnel
Recommend Improvements to Operational Plan for
Florida City Checkpoint
Identified
community
interest
for creation of a trained
volunteer
program to
support
post -event response efforts
Ppc;rAnt Reentry Sticker progra
Lessons Learned:
Annual public education campaign
Ensure adequate supply
Increase distribution points for stickers
Florida City Checkpoint recommendation
Reentry Procedure for Fssentia
Pinrc,nnniml
Concerns Identified:
"Magic List of Names" at checkpoint was ineffective
Post -event Communication difficulties made "real- time" reentry a[
difficult to impossible
Law Enforcement was forced to evaluate individuals "on- the -fly" a
checkpoint
Proposed Solution:
Placard Program
Early Reentry requests vetted, approved and in -place before
Hurricane Season
Clear Identification for Law Enforcement at checkpoint
Places responsibility for inclusion on each organization
Placard Program Basics: 4
�, Managed by Monroe County Emergency Management
► Enrollment options to ensure inclusion of all response- essential
personnel:
Partners of EM
Application
b- Placards linked to Organization/ Positions (versus names) for efficacy
o. Annual Reissue for accuracy
r Placards easily identifiable by Law Enforcement for efficiency of
reentry
Program identifies at least 2 reentry groups for max. flexibility of
implementation by EM post -event
6 Commonsense Reentry list for Law Enforcement at checkpoint
Group 1
G i
Group 2:
F
Recommended Improvements to
Operational Plan for FC Checkpoint:
Concerns:
Efficiency of Reentry process for Residents
Post -event Communication abilities
Law Enforcement/ Resident frustrations
Proposed Solutions:
Staging Areas with clear signage upon approach
Sticker Only Reentry at Checkpoint - separate vetting
station
EOC Liaisons assigned to checkpoint staging areas
Advanced Reentry Optione fr
CitizenrV:
o Community Emergency Response Teams (CERT):
Training Program coordinated by MCEM Et MCFF
Team structure recommended
Compliance with Mandatory Evacuation
► Participants may apply for Placard Group 2
Reentry
Implementation:
Additional Direction from BOCC
Implementation Schedule designed by Emergency
Management
Checkpoint Recommendations Referred to MCSO
Robust Public Information Campaign
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