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Item C17C ounty of M onroe {f `° " rel BOARD OF COUNTY COMMISSIONERS n Mayor David Rice, District 4 The FlOnda Key y m 1 �� Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District 1 George Neugent, District 2 Heather Carruthers, District 3 County Commission Meeting July 18, 2018 Agenda Item Number: C.17 Agenda Item Summary #4423 BULK ITEM: Yes DEPARTMENT: Employee Services TIME APPROXIMATE: STAFF CONTACT: Pam Pumar (305) 292 -4459 Bulk AGENDA ITEM WORDING: Approval of a Resolution adding Section 21 to the Personnel Policies and Procedures Manual, establishing the Emergency Management Expectations Policy. ITEM BACKGROUND: Addition of Section 21 to the Personnel Policies and Procedures Manual — Emergency Management Expectations Policy The Personnel Policies and Procedures Manual (PPPM) currently does not include a section that sets expectations for employees to maintain contact with their supervisor and report to work, as assigned, before, during, or after an emergency. This resolution establishes such a policy in the PPPM: Emergency Management Expectations: In the event of an emergency that affects the County, such as a hurricane, all employees will be of critical importance to preparing for the event and restoring normal County operations. The Monroe County Disaster Preparedness Employee Plan is an Emergency Management document that supplements the County's Comprehensive Emergency Management Plan. Per this Plan, Employees will be designated as Tier 1, 2, or 3 and may be preassigned an emergency management role or be placed into a personnel pool on standby for assignment as needed. When an emergency is declared, employees are expected to maintain contact with their supervisor and report to work before, during, and after the event according to their designated employee Tier, emergency management role, or as assigned by their supervisor. PREVIOUS RELEVANT BOCC ACTION: CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: Resolution - PPP Section 21 - Emergency Management Expectations Monroe County Employee Disaster Preparedness and Response Plan - Final FINANCIAL IMPACT: Effective Date: July 18, 2018 Expiration Date: N/A Total Dollar Value of Contract: N/A Total Cost to County: N/A 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: N/A h]W TA1 IH17." Bryan Cook Completed Cynthia Hall Completed Assistant County Administrator Christine Hurley 06/29/2018 5:09 PM Budget and Finance Completed Maria Slavik Completed Kathy Peters Completed Board of County Commissioners Pending 06/29/2018 3:56 PM 06/29/2018 4:01 PM Completed 06/30/2018 10:25 AM 07/02/2018 7:23 AM 07/02/2018 9:53 AM 07/18/2018 9:00 AM RESOLUTION NO. -2018 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, ADDING SECTION 21 TO THE PERSONNEL POLICIES AND PROCEDURES MANUAL REGARDING EXPECTATIONS FOR REPORTING TO WORK DURING DECLARED EMERGENCIES. WHEREAS, in the event of an emergency that affects the County, such as a hurricane, all employees will be of critical importance to preparing for the event and restoring normal County operations; and WHEREAS, the Personnel Policies and Procedures Manual (PPPM) currently does not include a section that sets expectations for employees to maintain contact with their supervisor and report to work, as assigned, before, during, or after an emergency; and WHEREAS, County Code requires that any proposed changes be reviewed by the Personnel Policies and Procedures Board prior to presentation to the BOCC for approval; and WHEREAS, the Personnel Policies and Procedures Board met on 06/28/2018, and reviewed and approved the proposed changes; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA that: 1. The Monroe County Personnel Policies and Procedures shall be amended to create a new Section 21, which shall read as follows: Section 21 — Emergency Management Expectations In the event of an emergency that affects the County, such as a hurricane, all employees will be of critical importance to preparing for the event and restoring normal County operations. The Monroe County Disaster Preparedness Employee Plan is an Emergency Management document that supplements the County's Comprehensive Emergency Management Plan. Per this plan, Employees will be designated as Tier 1, 2, or 3 and may be preassigned an emergency management role or be placed into a personnel pool on standby for assignment as needed. When an emergency is declared, employees are expected to maintain contact with their supervisor and report to work before, during, and after the event according to their designated employee Tier, emergency management role, or as assigned by their supervisor. 2. The above changes shall be incorporated into Monroe County Personnel Policies and Procedures Manual. 3. This resolution shall become effective upon approval unless otherwise stated above. Page 1 of 2 PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting of said Board held on the day of A.D., 2018. Mayor David Rice Mayor Pro Tern Sylvia Murphy Commissioner Danny Kolhage Commissioner George Neugent Commissioner Heather Carruthers (SEAL) ATTEST: BOARD OF COUNTY COMMISSIONERS KEVIN MADOK, Clerk OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk Mayor Page 2 of 2 DRAFT Monroe County Disaster Preparedness - Employee Plan Purpose This plan describes the procedures to be followed by Board of County Commissioners (BOCC) Employees when a disaster related event exists. This plan supplements the Monroe County Comprehensive Emergency Management Plan (CEMP), which has been adopted by the Board of County Commissioners. The CEMP details the Policies and Procedures of how Monroe County will respond to an emergency. Plan activation may be implemented in the event of a Local State of Emergency or as deemed necessary by the Director of Emergency Management for any of the following types of events: hurricanes or other weather related conditions (tornadoes, flooding, fires), hazardous materials incidents, civil disorders, terrorism incidents, or other similar situations. Every employee is essential to government operations, and everyone has something valuable to bring to the table in an emergency. For many employees, their daily responsibilities are critical to the County during or immediately following a disaster. For others, their normal jobs may be put on hold until the County is ready to reopen for business, sometimes several weeks after a disaster. Disaster operations are not the daily responsibilities that employees are accustomed to. Many critical jobs and positions become necessary that simply don't exist under normal conditions and every individual has something to offer. Whether it is performing an Emergency Management job, distributing much - needed supplies in the community, or ensuring the safety of your fellow employees, disaster operations offer a role for everyone to help our community recover. This packet is to introduce you to the emergency Tiered Employee Assignment in Monroe (TEAM) program. Inside, you will find further explanation of the program, information on the various disaster response roles to which you could be assigned and a Frequently Asked Questions section. Any questions not addressed by the packet or the FAQ should be brought to your Supervisor, Department Director, or Emergency Management. DRAFT How the TEAM Program Works Emergency management roles are considered an extension of employment with Monroe County. You will receive training through the County for your emergency role, and you will be compensated for all hours worked for the County before, during, and after a disaster - related event per policy and /or special BOCC resolution, as appropriate. You will remain a Monroe County employee throughout the disaster and recovery and may return to your usual position as the County reopens for business or some time thereafter; in some cases, you may perform aspects of your usual position concurrently with your assigned emergency management role. Scope This procedure applies to all employees of the Monroe County Board of County Commissioners (BOCC) during a disaster related event. General Responsibilities All employees are essential to government operations. Therefore, all employees have four levels of responsibility. • Personal Responsibilities — When a Local State of Emergency is declared, or a disaster strikes, the employee's first responsibility is to ensure their personal safety and that of their family and property. This should include having a personal disaster plan. • Civic Responsibilities — Employees are expected to respond to any emergency or disaster that may threaten Monroe County. Employees may also be expected to assist with relief efforts outside the County under the State Wide Mutual Aid Agreement (SWMAA). • All Employees shall consider themselves disaster responders. All employees have a responsibility to the residents of Monroe County to provide normal and /or disaster services prior to a disaster, during the event, or afterwards in a recovery operation. • Communication — employees are expected to keep their personal contact information updated with the County and respond promptly when called upon. Employees are also expected to share their personal evacuation and emergency plans with their supervisor as it relates to the employee's availability to work before, during, or after an emergency. DRAFT Emergency Management Job Assignments Annually, prior to February 1, each department will review its emergency job staffing needs and assign each person to their appropriate Tier and emergency management job. Supervisors should work with employees to choose emergency job assignments that are the best fit in terms of skills, capabilities, and interests. Employee Tiers - Overview All employees will be designated to one of three tiers. These tiers group employees by roles, responsibilities, and expectations for when they must be available for work during disasters. Tier 1 employees typically remain at work throughout the disaster (i.e. "ride out" the storm ") at the assigned site. This may require overnight stay until the greatest impact has passed. Tier 2 employees generally are not required to work during the height of the emergency event, such as a hurricane, but will return to work generally within 12 -48 hours, during the immediate post -event response phase. Tier 2 employees are informed when and where they are expected to report for work when it is safe to move around the County; there should be a back -up reporting /rally location identified as well in case the primary location is not functional. Tier 2 employees should know and be trained in their emergency management assignment. Tier 3 employees will be part of a personnel pool and called upon to perform duties during any phase of the emergency and in a variety of positions as needs arise. Tier 3 employees may work in any phase of an event, but are anticipated to work mostly in a recovery capacity post - event. Tier 3 employees may be used to fill emergency management jobs as needs arise. DRAFT Employee Tier Detail Tier 1 Employee Description Employees must be immediately available to their department before, during, and after the disaster - related event. These employees will have specific emergency or disaster - related knowledge or specialized skills, and will generally not evacuate during a disaster such as a hurricane. Examples: Emergency Operations Center (EOC) assigned personnel, Public Works, Emergency Services. Tier 1 employees should: • Be designated by Department Director or Supervisor, • Have the ability to be a Tier 1 employee, and • Be given consideration of their emotional and physical ability to function in a "crisis situation." Tier 1 Personal Characteristic Considerations: • Trained as Tier 1 personnel. • Have position of critical importance to department functions or have responsibility and /or access to County property, or • Have knowledge, skills, and abilities as related to perform their assigned emergency management role Employee Responsibilities: • To be immediately available to their department for assignment before, during, and after the disaster - related event. • Execute their personal /family plan in timely fashion to be able to report to work as directed. • To report at the specific time and location as designated by their Director or Supervisor for emergency work assignment. • Complete any necessary training and fully understand their Tier 1 duties prior to June 1 of each year. • As Emergency job assignments could continue past county reopening, employees are to remain at their designated County location as long as necessary until relieved or excused by a County person of authority supervising the emergency job assignment. DRAFT County Responsibilities: • Provide adequate on- the -job time for training for the employee's emergency work assignment prior to June 1 each year. • Duties, responsibilities and disaster job assignments will be explained to Employees by their Department Director, Supervisor or designee on an annual basis with updates as needed, or for no- notice events, if feasible, at the onset of the disaster. • Provide reasonable accommodations for food and shelter during assigned duties as County resources allow. • Provide reasonable rest periods during continuous operations covering over twelve (12) hours. • Provide appropriate compensation for work performed in response to a disaster. Tier 2 Employee Description Employees are to report at a specific time and location after the disaster - related event, typically within 12 -48 hours. Tier 2 personnel should be assigned to prepare and secure the department for the disaster - related event. Tier 2 personnel may relieve Tier 1 employees and should have the knowledge, skills, and abilities to replace Tier 1 employees as assigned. Tier 2 employees should: • Be designated by Department Director or Supervisor, and • Have the ability to be a Tier 2 employee. Tier 2 Personal Characteristic Considerations: • Trained as Tier 2 personnel. • Have position of critical importance to department functions or have responsibility and /or access to County property, or • Have knowledge, skills, and abilities as related to perform their assigned emergency management role Employee Responsibilities: • Complete any necessary Tier 2 training and fully understand their emergency management job prior to June 1 of each year. • Execute their family plan in timely fashion to be able to report to work as directed. • To report at the specific time and location as designated by their Director, Supervisor, or designee for emergency work assignment. DRAFT • As Emergency job assignments could continue past county reopening, employees are to remain at their designated County location as long as necessary until relieved or excused by a County person of authority supervising the emergency job assignment. County Responsibilities: • Provide adequate on- the -job time for training for the employee's emergency work assignment prior to June 1 each year. • Duties, responsibilities and disaster job assignments will be explained to Employees by their Department Director, Supervisor or designee on an annual basis with updates as needed. For no- notice events, if feasible, at the onset of the disaster. • Provide reasonable accommodations for food and shelter during assigned duties as County resources allow. • Provide reasonable rest periods during continuous operations covering over twelve (12) hours. • Provide appropriate compensation work performed in response to a disaster. Tier 3 Employee Description Tier 3 personnel are employees typically without a preassigned Tier 1 or Tier 2 emergency job. These employees are critical to keeping the county operational before the emergency, helping to implement their department's emergency plans, which would include the protection of county assets and closing offices, and helping with implementation of their department's continuity plan post event. Tier 3 employees may be assigned Tier 1 or Tier 2 jobs to relieve Tier 1 or Tier 2 workers, or be placed in the personnel pool to fulfill other needs as they arise. While every effort is made to ensure adequate staffing for emergencyjobs prior to a disaster's impact, personnel pool employees could be called upon to fill an emergency job before, during or after an emergency event. Tier 3 employees should: • Be designated by Department Director or Supervisor. • Be assigned to the personnel pool if a preselected Tier 1 or Tier 2 relief job is not identified. DRAFT Tier 3 Personal Characteristic Considerations: • Have knowledge, skills and abilities as related to re- establishing normal County operations at a designated time following the disaster - related event. Employee Responsibilities: • Complete any necessary training prior to June 1 of each year. • To report at a specific time and location after the disaster - related event as conditions permit. • To be prepared to work modified 8 -12 hour shifts, as deemed necessary. • As Emergency job assignments could continue past county reopening, employees are to remain at their designated County location as long as necessary until relieved or excused by a County person of authority supervising the emergency job assignment. County Responsibilities: • Provide any necessary training, prior to June 1 of each year. • Duties, responsibilities and disaster job assignments will be explained to Employees by their Department Director, Supervisor or designee on an annual basis with updates as needed. For no- notice events, if feasible, at the onset of the disaster. • Provide reasonable accommodations for food and shelter during assigned duties as County resources allow. • Provide reasonable rest periods during continuous operations covering over twelve (12) hours. • Provide appropriate compensation work performed in response to a disaster. • Tier 3 personnel could be reporting to a designated alternate County location if their regular worksite has been destroyed or damaged as determined by their Department Director. These employees would be keeping County business open to the public and /or relieving either Tier 1 or Tier 2 employees. • The Department Director or Supervisor will inform the employee prior to their leaving when and where they should report and provide contact cell phone number(s) for updates. • If County business were unable to open due to post disaster conditions, or as designated by their Department Director, Supervisor or designee, employees could assist with other disaster - related tasks (e.g., water distribution, shelter operations, property damage assessment, etc.). DRAFT Fa DRAFT Training for Disaster Response Assignments NIMS Training All Monroe County personnel with a direct role in emergency management and response must be trained in the appropriate NIMS (National Incident Management System) and ICS (Incident Command System) courses. CPR /AED & Basic First Aid County Administration requires all jobs who will have contact with the community during emergency operations, or field work during operations, to take the 8 -hour instructor led CPR /AED & Basic First Aid class that is given by the Safety Department Job Specific Training Tier 1 and Tier 2 employees are required to complete any job specific training as defined by the employee's department or Emergency Management in accord with Tier 1 or Tier 2 job assignments. If assigned an emergency management role or relief role, Tier 3 employees may be trained in advance. DRAFT Exemption from Emergency Assignment The County Administrator has identified three (3) reasons why an employee may be exempted from Emergency Assignment: 1. Disability — An employee may be exempted if the employee has a disability and related inability to perform specific job duties during an emergency. 2. Parent or Legal Guardian of Small Child —An employee who is the parent or legal guardian of a small child in his or her immediate family who needs care or supervision, when no other adult family members or other providers are available to care for this child during an emergency, may be exempt from emergency assignment. 3. Primary Care Giver Responsibilities — An employee who is the primary caregiver of an immediate family member with special needs, when no other adult family members or other providers are available to care for this family member, may be exempt from emergency assignment. An Employee seeking exemption must submit an exemption request form to their Department Director on an annual basis, on or before February 1 of each year. The Department Director has the authority to approve exemptions based on the above referenced situations. Employees who may otherwise qualify for an exemption yet fail to complete the exemption request each year, will not receive the exemption and will be expected to report to work as scheduled in response to a disaster. DRAFT Name: Department: Primary Work Location: Supervisor: Tier Assignment Exemption Request Form Reason for requesting an exemption from assignment to emergency response duties: ❑ Disability— An employee maybe exempted if the employee has a disability and related inability to perform specific job duties during an emergency. ❑ Parent or Legal Guardian of Small Child —An employee who is the parent or legal guardian of a small child in his or her immediate family who needs care or supervision, when no other adult family members or other providers are available to care for this child during an emergency, may be exempt from emergency assignment. ❑ Primary Care Giver Responsibilities —An employee who is the primary caregiver of an immediate family member with special needs, when no other adult family members or other providers are available to care for this family member, may be exempt from emergency assignment. Additional information: Employee Signature: ❑ Approved ❑ Not Approved Reason: Date: Department Head Signature: Date: DRAFT FAQs Q: How do I know what employee group (Tier) I'm supposed to be in? A: This information should be provided to you by your supervisor or emergency coordinator Q: How do I know what my work site is? A: You will be instructed where to report. During the greatest impact of the emergency, it will likely be in the Emergency Operations Center in Marathon. It could also be at another County building, public shelter, or out in the community during recovery to assist operations. If you have questions, you should contact your supervisor. Q: What if I am not contacted during the emergency and I do not have an exemption from emergency assignment? A: Check with your supervisor for when and where you are expected to report. Q: Why does the county need to know where I'm going and who I'm evacuating with? A: Without our employees, we cannot provide essential services to the residents of Monroe County. It is therefore important for the County to know where employees plan to evacuate in order to plan when to assign work to employees as they return. We want to make sure that you and your family are safe, as well as know whom we should contact in the event of an emergency. Q: Will I get any time off to take care of my home and family? A: All efforts will be made to accommodate leave to prepare your family and home for disaster in advance of the event. However, given the nature of emergencies, it is essential to have a detailed personal /family survival plan. Emergencies are uncertain which is why a good plan is crucial. But in the case of hurricanes, they don't generally sneak up on us so your plan should be implemented when the county goes into the 5 -day forecast cone for the storm — as shown on the National Hurricane Center's site, and by the local media. DRAFT Q: What if I am (or a family member is) injured or my home is destroyed, will I still be expected to come to work? A: The county realizes that some employees may have extenuating circumstances during and after a disaster. In the event you have special circumstances at home, prompt and frequent communication with your supervisor will be key. Employees who have a legitimate emergency should make a reasonable effort to contact the County to discuss the situation. Q: In previous years, I elected to go on annual leave during a disaster. Can I still take this option? A: Probably not. The County will need all of its employees and resources to respond to a disaster. Unless you have a preapproved special need or circumstance, annual leave will not normally be granted.