Item C31County 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
May 16, 2018
Agenda Item Number: C.31
Agenda Item Summary #4218
BULK ITEM: Yes DEPARTMENT: Social Services
TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510
N/A
AGENDA ITEM WORDING: Re- classification of the existing Special Needs Coordinator
position in the Social Services Department to a "Special Projects Coordinator ", and approval of an
additional FTE titled "Emergency Management Special Needs Planner P' who will be positioned
within the Emergency Management Department.
ITEM BACKGROUND: Florida Statue 252.355 (1) states that in order to meet the special needs
of persons who require assistance during evacuations and sheltering because of physical, mental,
cognitive impairment, or sensory disabilities, each local Emergency Management Agency in the
state shall maintain a Special Needs Registry of persons within the jurisdiction. The registry shall
identify those persons in need of assistance and plan for resource allocation to meet the identified
needs. To assist the local Emergency Management Agency in identifying these individuals, home
health agencies, hospices, nurse registries, home medical equipment providers, the Department of
Children and Family Services, Department of Health, Agency for Health Care Administration,
Department of Education, Agency for Persons with Disabilities, and Department of Elderly Affairs
shall provide registration information to all of their respective clients and to all persons with special
needs who receive services. The registry shall be updated annually and continually maintained. The
special needs registry shall give individuals the option of preauthorizing emergency response
personnel to enter their homes during search and rescue operations, if necessary, to assure their
safety and welfare following disasters.
The Emergency Management Agency shall be the designated lead agency responsible for
community education and outreach to the public, including special needs clients, regarding
registration, special needs shelters, and general information regarding shelter stays.
In order to most effectively comply with FS 252.355 (1) and provide appropriate special needs
registry services to the community, the existing Special Needs Coordinator position in Social
Services will be re- classified to a Special Projects Coordinator and will continue to be employed in
Social Services. Also, an additional FTE titled "Emergency Management Special Needs Planner P'
will be created and positioned within the Emergency Management Department. Additionally, this
solution is fully supported by the Monroe County Special Needs Workgroup, the Monroe County
Health Department, Monroe County Social Services, and Monroe County Emergency Management.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Recommend Approval
DOCUMENTATION:
Emergency Management Sr Planner I Special Needs Job Description
FINANCIAL IMPACT:
Effective Date: Upon Approval
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County: $81,379.38
Current Year Portion: $27,126.48
Budgeted:
Source of Funds: 001 -13500
CPI:
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant: No
County Match: N/A
Insurance Required: N/A
Additional Details: Respons
If yes, amount:
for this
is required by FS 252.355 (1
05/16/18 001 -13500 - EMERGENCY MANAGEMENT $81,379.38
h]W TA1 IH11."
Sheryl Graham
Completed
05/01/2018 4:35 PM
Martin Senterfitt
Completed
05/01/2018 5:05 PM
Cynthia Hall
Completed
05/01/2018 6:04 PM
Budget and Finance
Completed
05/02/2018 8:13 AM
Maria Slavik
Completed
05/02/2018 8:19 AM
Kathy Peters
Completed
05/02/2018 9:35 AM
Board of County Commissioners
Pending
05/16/2018 9:00 AM
N POSPF!DPVOUZ!
JOB DESCRIPTION
Position Title: EMERGENCY MANAGEMENT SENIOR PLANNER I,
Reports to: Director of Emergency
Special Needs
Management
Position Grade: 114
FLSA Status: Exempt
Class Code:
W /C/ CODE:
1 8810
114 -36
GENERAL DESCRIPTION
Primary function is to perform technical and specialized work functions associated with organizing and
coordinating operations, communications, technological support and planning and response aspects of the
emergency management Special Needs program in Monroe County. Responsible for comprehensive
development of Emergency Management activities dealing with Emergency Support Function 8 (Health &
Medical) in the Comprehensive Emergency Management Plan (CEMP) and all applicable volumes and annexes
This work is performed under the general direction of the Emergency Management Director.
KEY RESPONSIBILITIES
1. *Manages the Special Populations Program
2. *Manages the Emergency Evacuation Assistance Program (EEAP), maintains the EEAP Database, assigns
emergency transportation and hospital assignments of PSN evacuees, facilitates the call down of all
registered PSN clients to determine emergency evacuation assistance needs and coordinates a minimum of
two call-downs a year for the EEAP database.
3. *Prepares reports and identifies objectives for improving areas within the People with Special Needs
(PSN) programmatic area
4. *Maintains registries, contact lists and other data pertinent to emergency management programs
5. *Maintains and promotes the Medical Management Facility (MMF) Program, designed to strengthen
County's ability to shelter bed - bound, electrically dependent and medically critical individuals
6. *Act as Liaison to the Monroe County Health Department on issues related to special needs.
7. *Coordinates the Special Needs Shelter Program including issues related to medical staffing and supplies
8. *Maintains steady contact with State, Federal and local agencies throughout the year regarding
Emergency Management preparedness issues, exercise planning and exercise participation.
9. *Liaison with Home Health Agencies, and Medical Equipment Providers
10. Involves and educates special interest groups, customers, and public officials regarding Emergency
Management responsibilities and activities via variety of forums, i.e., seminars, workshops, newsletters,
assessments and reports.
11. *Uses Emergency Management Information Systems (WebEOC, EM Constellation,) to document actions,
collect data, request resources and develop action plans
12. Represent DEM on committees as assigned
13. Attends meetings, seminars, workshops and training sessions as appropriate, maintains a comprehensive,
current knowledge and awareness of emergency management strategies and applicable laws /regulations.
14. Is an active participant in Radiological Emergency Preparedness planning, exercises and response.
15. Responsible for the research, revision and development of plans and procedures dealing with Emergency
Management preparedness, response, and recovery to and from disaster.
16. Develops and maintains all PSN standard operating procedures (SOPs)
17. Emergency Management programs /activities associated with preparation for, response to, and
recovery from natural or man -made disasters or emergencies affecting lives and property of citizens.
* Indicates an "essential" job function.
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to
this job.
Position Title: EMERGENCY MANAGEMENT Class Code: 114 -36 Position W/C
SENIOR PLANNER I Grade: CODE:
114 8810
APPROVALS
Department Head:
Name: Signature:
County Administrator:
Name: Signature:
Date:
Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
Name: Signature: Date:
KEY JOB REQUIREMENTS
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Bachelor's Degree required. An acceptable combination of education and /or experience may be
substituted for education.
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5 to 7 years, of prior related work experience in the field of Emergency Management, or Social /Human
Services, Special Needs Progams, or other related field.
Leadership:
Organize work around broad organizational goals and processes. Supervisor oversees activities through
regular meetings.
Complexity:
Perform work that encompasses advanced technical, scientific, legal, or mathematical concepts. Work
directly contributes to the implementation of specific policies, programs, or initiatives of the
organization.
Decision Making:
Follow basic guidelines for operational activities. Make decisions that govern the activities and
behaviors of staff members. Work directly impacts other workers, citizens, or both.
Relationships:
Oversee and manage work involving multiple units. Work regularly with other managers to successfully
meet the goals and objectives of the organization.
Working Conditions:
Deal with crisis situations that require making major decisions involving people, resources, and
property. Intermittently balancing, climbing, feeling, fingering, grasping, handling, hearing, kneeling,
lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping,
talking, visual acuity, and walking. Also requires sedentary work exerting up to 10 pounds of force
occasionally and /or negligible amount of force frequently or constantly to lift, carry, push, pull or
otherwise move objects, including the human body.
On Call
On -call 24 hours to fulfill job obligations.
Requirements.
APPROVALS
Department Head:
Name: Signature:
County Administrator:
Name: Signature:
Date:
Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
Name: Signature: Date: