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Item C23 Revised 3/99 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date:September 20, 2000 Bulk Item: Yes X No D Division: Public Safety Department: Emergency Management AGENDA ITEM WORDING: Approval of Agreement with the Florida Department of Community Affairs awarding Monroe County a EMPA Base Grant (Rule Chapter 9G-19) in the amount of $104,158.00. ITEM BACKGROUND: This is an annual Grant between the Florida Department of Community Affairs and Monroe County. It is intended to enhance the County Department of Emergency Management and plans and programs which are consistent with the State Comprehensive Emergency Management Plan and Program. PREVIOUS RELEVANT BOCC ACTION: Approval of similar EMPA Grants each year for several prior years. STAFF RECOMMENDATION: Approval. TOTAL COST: N/A BUDGETED: Yes D No D COST TO COUNTY: N/A REVENUE PRODUCING: Yes D No D AMOUNT PER MONTH YEAR APPROVED BY: COUNTY ATTY YES OMS/PURCHASING YES RISK MANAGEMENT YES DEPARTMENT HEAD APPROVAL: W" DIVISION DIRECTOR APPROVAL: DIVISION DIRECTOR NAME: DOCUMENTATION: INCLUDED: X TO FOllOW: D NOT REQUIRED: D DISPOSITION: AGENDA ITEM #: ~ MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract #0 I CP-04-11-54-0 1-044 Contract with:State of Florida Deot. Effective Date:October 0 I. 2000 Community Affairs Expiration Date:Seotember 30.2001 Contract Purpose/Description:the State Division of Emergency Management. a division of the Deoartment of Community Affairs. has developed a yearly. renewable Base Grant which is intended to enhance County Emergency Management plans and orograms that are consistent with the State Comorehensive Emergency Mangemement Plan and Program. This is a 100% funded Deoartment of Community Affairs grant. Contract Manager:Irene Toner (Name) 6065 (Ext. ) Emergency Management! 14 (Department) I Courier Stop for BOCC meeting on Seotember 20 2000 Agenda Deadline: Sentember 6 2000 CONTRACT COSTS Total Dollar Value of Contract: $104.158 Current Year Portion: $ Budgeted? YesD No D Account Codes: 1 3502-530490-GE0002- Grant: $104.158 _-_ _-_ CountyMatch:$nla _-_-_-_ - ---- ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW OMB Form Revised 12/13/99 Changes Date In Needed Division Director YesD NoD RiskManag~ent "1\1\00 YeSDNo0'C\ b)~ ~ c,\,\o. ~~ng YeSDNO~O~ 'ltc County Attorney '6' /cJ Q/ ~ Y es~D . comments:~~~ ~ .~~~ /VI.) ~~ Date Out Reviewer ~U'9.~ . . STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS "Dedicated to making Florida a better place to call home" JEB BUSH Govemor STEVEN M. SEIBERT Secretary August 16, 2000 The Honorable Shirley Freeman Chair, Monroe County Board of County Commissioners 500 Whitehead Street Key West, Florida 33040 Dear Commissioner Freeman: Enclosed are four copies of the Agreement for the Emergency Management Preparedness and Assistance (EMP A) Base Grant between your county and the Department of Community Affairs for Fiscal Year 2000-2001. The amount of the contract represents an allocation approved by the 2000 Legislature ($105,806) less your county's portion of the statewide satellite service costs. The deduction for satellite communication services for Fiscal Year 1999-2000 is $2,880. Your contract shows a credit of $1 ,232 in services for Fiscal Year 2000-2001 due to an overcharge which occurred in a prior year for your county's Satellite Communications Equipment. We were asked by several counties about the possibility of combining the EMP A Base Grant (State funds) and the State and Local Assistance (SLA) (Federal funds) Agreements. We are pleased to inform you that beginning with this Agreement, we will be making these funds available to you in this single Agreement. Upon our receipt of the Federal funds, we will provide these funds to your county by means of an A ward Letter. Please see Paragraph IV. Modification of Contract. I encourage you to read the contract and attachments thoroughly. The October I, 2000 - September 30, 200 I activities detailed in your revised Five-Year Strategic Plan, currently being negotiated and approved through your area coordinator, will become your Scope of Work, Attachment A-I. The 2000-2001 Agreement cannot be fully executed until this Strategic Plan document has been completed and approved. Before returning the Agreement, be sure to indicate on Attachment F, FundinglMatching, in either Section B.l or B.2, whether an advance payment is being requested. All requests for funding advancement should be accompanied by a detailed justification. Please sign and return all four copies to this office. A fully executed copy will be returned for your records. 2555 SHUMARD OAK BOULEVARD -TALLAHASSEE, FLORIDA 32399-2100 Phone: (850) 488-8466/Suncom 278-8466 FAX: (850) 921-0781/Suncom 291-0781 Internet address: http://www.dca.state.fl.us CRITICAL STATE CONCERN FIELD OFFICE 2796 Overseas Highway. SUlle 212 Marathon. FL 33050-2227 (305) 289-2402 COMMUNITY Pl.ANNING 2555 Shumard Oak Boulevard Tallahassee. FL 32399-2100 (850) 488-2356 EMERGENCY MANAGEMENT 2555 Shumard Oak Boulevard Tallahassee. FL 32399.2100 (850) 4t3-9969 HOUSING 40 COMMUNITY DEVELOPMENT 2555 Shumard Oak Boulevard Tallahassee. FL 32399-2100 (850) 488-7956 The Honorable Shirley Freeman August 16, 2000 Page Two Please submit to this office a copy of the current Position Description detailing the duties and responsibilities of ALL positions to be paid from these grant funds, including the full-time Emergency Management Director as defined in Rule 9G-19.002(6), Horida Administrative Code. By signing this contract, the Board of County Commissioners certifies its intention to employ and maintain a full-time county emergency management director in compliance with Rule 9G- 19 .004( I), Horida Administrative Code. Be sure that all remaining reports/work products required under your current year contract are completed and submitted to us on time. Failure to provide this information may result in delaying execution of your new contract until any deficiencies are corrected. We look forward to continuing to work with you during this eighth year of the Emergency Management Preparedness and Assistance Program. If you have any questions about this Agreement or about this program, please contact me at (850) 413-9894 or the Community Assistance Consultant assigned to your county (see attached). Sincerely, ~- ~ ~ W. btrwt.- Edgar W. Gonesh, Manager Emergency Management Preparedness and As.sistance Grant Program EWG/dgs Enclosures cc: County Emergency Management Director Contract Number: OlCP-04-11-54-01-044 CSF A Number: 52008 STATE FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by and between the State of Florida, Department of Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the "Department"), and MONROE COUNTY, (hereinafter referred to as the "County"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS: WHEREAS, the Department is authorized, pursuant to Section 252.373, Florida Statutes. and Rule Chapter 9G-19, Florida Administrative Code, to disburse funds for emergency management grants to counties; and WHEREAS, the County is eligible to receive said funds and agrees to comply with all the requirements of this Agreement and Rule Chapter 9G-19, Florida Administrative Code. NOW, THEREFORE, the Department and the County do mutually agree as follows: I. SCOPE OF WORK AND FUNDING The County shall fully perform the obligations in accordance with the Scope of Work, Attachments A and A-I of this Agreement. Funding for performance of the Scope of Work shall be provided in accordance with Attachment F. /J/ II. INCORPORA TION OF LAWS, RULES, REGULA nONS AND POLICIES Both the County and the Department shall be governed by applicable State and Federal laws, rules and regulations, including, but not limited to, those identified in Attachment B. -/" III. PERIOD OF AGREEMENT This Agreement shall begin October 1,2000 and shall end September 30,2001, unless terminated earlier in accordance with the provisions of Paragraphs VII. or IX. of this Agreement. All requests for reimbursement must be submitted within 30 days after the termination date of the Agreement. No reimbursement requests received after November 1, 2001 may be reimbursed from this Agreement. Reimbursement requests shall not be submitted by facsimile transmission. IV. MODIFICA nON OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are mutually agreed upon shall be effective only when reduced to writing, duly signed by each of the parties hereto, and attached to the original of this Agreement. No change to the terms and conditions of this Agreement, including the Scope of Work, shall be effective until filed and approved in accordance with the provisions in Attachment A. However, changes to the amount of funding to be provided may be accomplished by notice from the Department to the County, in the form of certified mail, return receipt requested. The Department may make an award of additional funds by subsequent Award Letter certified mail, return receipt requested, to the County's contact identified in Paragraph VITI, below. Should the County determine it does not wish to accept the award of additional funds, then the County shall provide notice to the Department contact within thirty (30) days of receipt of the A ward Letter. Otherwise, the County shall provide to the Department its written notice of acceptance within forty-five (45) days of receipt of the A ward Letter. The terms of this Agreement shall be considered to have been modified to include the additional funds upon receipt of the written notice of acceptance. V. MONITORING The County shall constantly monitor its performance under this Agreement to ensure that time schedules are being met, the Scope of Work is being accomplished and other performance goals are being achieved. Such review shall be made for each function or activity set forth in Attachment A to this Agreement, and reported in accordance with Attachment D. Records of such activities shall be created and retained in accordance with Attachment C. /./ VI. LIABILITY The County shall be solely responsible to parties with whom it shall deal in carrying out the terms of this Agreement. For purposes of this Agreement, the County agrees that it is not an employee or agent of the Department. VII. NONCOMPLIANCE. REMEDIES. AND TERMINATION A. If a County fails to comply with any term or condition applicable to an award under Rule Chapter 9G-19 or any term or condition including, but not limited to, federal and state laws, agreements, rules and regulations, applicable to any other funding for the County administered by the Division, then the Department shall take one or more of the following actions, as indicated by the attendant circumstances: 1. temporarily withhold cash payments, pending correction of the deficiency, or more severe enforcement action; 2. disallow all or part of the cost of the activity or action not in compliance; 3. suspend or terminate the award; 4. disallow future participation in the program or funding provided under this rule chapter; 5. recover all funds provided under the current award. B. Cost~ of the County resulting from obligations incurred by the County during suspension or after termination of an award are not allowable unless the Department expressly authorizes them in the notice of suspension or termination, or subsequently authorizes them in writing. Other County costs during suspension or after termination which are necessary and not reasonably avoidable may, in the sole discretion of the Department, be allowable if: 2 1. the costs result from obligations which were properly incurred by the County before the effective date of the suspension or termination, are not in anticipation of the suspension or termination, and, in the case of termination, are not cancelable, and 2. the costs would be allowable if the award were not suspended or expired normally at the end of the period in which the termination occurs. C. Counties with terminated grants shall remain obligated to provide all required closeout information. D. In the event that any audit determines that costs reimbursed or otherwise funded under this Agreement should be disallowed, then the County shall return those disallowed funds to the Department. In the alternative, the Department may, in its sole discretion, offset the disallowed amount against any current or future awards to the County from any other grant agreement or contract with the County administered by the Department. E. Actions taken for noncompliance constitute final Department action under Chapter 120, Florida Statutes, as amended. Notification of such actions shall include notice of administrative hearing rights and time frames. F. The County shall return funds to the Department if found in non-compliance with laws, rules, or regulations governing the use of the funds or this Agreement. G. This Agreement may be terminated by the written mutual consent of the parties. Vlli. NOTICE AND CONTACT A. The Department designates Edgar W. Gonesh, Planning Manager, Division of Emergency Management, as the Department's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him at the following address: Department of Community Affairs Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 E-Mail-edgar.gonesh@dca.state.fl.us B. The signer of this Agreement or hislher designee shall be the County's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to himlher at the following address: .0<. e", (._ -ro rV €-,.'~ 7). i? 4 (' '" (l.C'vle-.fl J ~Nc. '-:r rJ1rJ,r.4<;e,r'f:!..:- h)(J/.,,~Q~ {""klll 7"''1 170 {;:3 f~ c{ .I'''iil e -€: I 'i I1J."1!l.IJ'Ti.u,v ~ f3 "3 u ~ c Telephone #: ( :s u..:>') ;<,~ 7 {, 0 b 5" 3 C. All payments relating to this Agreement shall be mailed to the following address: IV1 G /1/ Il. (J j (' D u.. N ~ C rvt e./l} eN C..:j IY/;} tv"'} e hi e", ',- t/9o 3 ~~ S Il e -e r /Y}ff(ullh~,.J Fl :3 '305:"0 D. In the event that different representatives are designated by either party after execution of this Agreement, notice of the name, title, address and telephone number of the new representative will be rendered as provided in Paragraph Vill. A and B above. IX. OTHER PROVISIONS A. The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the County, in this Agreement, in any subsequent submission or response to Department request, or in any submission or response to fulfill the requirements of this Agreement, and such information, representations, and materials are incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of the Department and with thirty (30) days written notice to the County, cause the termination of this Agreement and the release of the Department from all its obligations to the County. B. This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed null and void to the extent of such conflict, but shall be deemed severable, and shall not invalidate any other provision of this Agreement. C. No waiver by the Department of any right or remedy granted hereunder or failure to insist on strict performance by the County shall affect or extend or act as a waiver of any other right or remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by the Department for any further or subsequent default by the County. Any power of approval or disapproval granted to the Department under the terms of this Agreement shall survive the terms and life of this Agreement as a whole. D. The Agreement may be executed in any number of counterparts, anyone of which may be taken as an original. X. AUDIT REOUIREMENTS A. The Contractor agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement. B. These records shall be available at all reasonable times for inspection, review, or audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. 4 C. The Contractor shall also provide the Department with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. D. If the contract amount is $300,000 or more, then the Contractor shall also provide the Department with an annual financial audit report which meets the requirements of the Single Audit Act of 1984, 31 D.S.C. ss. 7501-7507, and OMB Circular A-133 for the purposes of auditing and monitoring the funds awarded under this Agreement. The funding for this Agreement was received by the Department as a Contractual Services appropriation. . 1. The annual financial audit report shall include all management letters and the Contractor's response to all findings, including corrective actions to be taken. 2. The annual financial audit report shall include a schedule of financial assistance specifically identifying all Agreement and other revenue by sponsoring agency and Agreement number. 3. The complete financial audit report, including all items specified in Paragraph X. D. 1 and 2 above, shall be sent directly to: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 E. In the event the audit shows that the entire funds disbursed hereunder, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the Contractor shall be held liable for reimbursement to the Department of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Department has notified the Contractor of such non- compliance. F. The Contractor shall retain all financial records, supporting documents, statistical records, and any other documents pertinent to this contract for a period of three years after the date of submission of the final expenditures report. However, if litigation or an audit has been initiated prior to the expiration of the three-year period, the records shall be retained until the litigation or audit findings have been resolved. G. The Contractor shall have all audits completed by an independent certified public accountant (IP A) who shall either be a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. H. The audit is due seven (7) months after the end of the fiscal year of Contractor or by the date the audit report is issued by the state Auditor General, whichever is later. 5 ~. SUBCONTRACTS AND PROCUREMENT A. If the County subcontracts any or all of the work required under this Agreement, the County agrees to include in the subcontract language requiring the subcontractor to be bound by the terms and conditions of this Agreement with the Department. B. The County agrees to include in the subcontract a provision that the subcontractor shall hold the Department and County harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. See Attachment E for any additional terms and conditions pertaining to subcontracts. Xll. TERMS AND CONDmONS The Agreement contains all the terms and conditions agreed upon by the parties. XIII. A IT ACHMENTS A. All attachments to this Agreement are incorporated as if set out fully herein. B. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments hereto, the language of such attachments shall be controlling, but only to the extent of such conflict or inconsistency. XIV. STANDARD CONDITIONS The County agrees to be bound by the following standard conditions: A. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Florida Statutes. B. If otherwise allowed under this Agreement, extension of an Agreement for contractual services shall be in writing for a period not to exceed six (6) months and shall be subject to the same terms and conditions set forth in the initial Agreement. There shall be only one extension of the Agreement unless the failure to meet the criteria set forth in the Agreement for completion of the Agreement is due to events beyond the control of the County. C. All bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. D. If otherwise allowed under this Agreement, all bills for any travel expenses shall be submitted in accordance with s. 112.061, Florida Statutes. E. The Department reserves the right to unilaterally cancel this Agreement for refusal by the County to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or 6 received by the County in conjunction with the Agreement. F. The State of Florida will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]. The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Department. G. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of Category Two for a period of 36 months from the date of being placed on the convicted vendor list. H. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. XV. STATE LOBBYING PROHIBmON No funds or other resources received from the Department in connection with this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state Department. XVI. LEGAL AUTHORIZATION The County certifies with respect to this Agreement that it possesses the legal authority to receive the funds to be provided under this Agreement and that, if applicable, its governing body has authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants and assurances contained herein. The County also certifies that the undersigned possesses the authority to legally execute and bind County to the terms of this Agreement. XVII. EQUIPMENT AND PROPERTY MANAGEMENT The County acknowledges the completed installation of a Hughes Network Systems, Inc., Personal Earth Station@ and related equipment (hereinafter "the Equipment"). The County acknowledges and agrees to comply with applicable terms and conditions of: 7 (1) the State of Florida LeaselPurchase Agreement, dated October 1994, executed between Hughes Network Systems, Inc. ("HNS"), and the Department, (a copy of which is available from the Department) regarding the procurement and use of the Equipment; and (2) the Services Agreement Between Hughes Network Systems, Inc., and the State of Florida, dated . January 1995, (a copy of which is available from the Department) (hereinafter, collectively, "the HNS Agreements") regarding the operation of an interactive satellite communications service for the Department, the County and other sites. In particular, the County agrees: A. That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shall be communicated directly and exclusively to the Department's State Warning Point (SWP) (850) 413-9910. B. That the County will assist and comply with the instructions of the SWP and any technical service representative responding to the report or service request. County personnel shall cooperate with and assist service representatives, as required, for installation, troubleshooting and fault isolation, with adequate staff. C. That the County shall not change, modify, deinstall, relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Department. D. That the County shall provide access, subject to reasonable security restrictions, to the Equipment and related areas and locations of the County's facilities and premises, and will arrange permitted access to areas of third-party facilities and premises for the purpose of inspecting the Equipment and performing work related to the Equipment. Service representatives and others performing said work shall comply with the County's reasonable rules and regulations for access, provided the Department is promptly furnished with a copy after execution of this Agreement. The County shall provide safe access to the Equipment and will maintain the environment where the Equipment is located in a safe and secure condition. The County shall provide service representatives with access to electrical power, water and other utilities, as well as telephone access to the County facility as required for efficient service. E. That the County shall take reasonable steps to secure the Equipment and to protect the Equipment from damage, theft, loss and other hazards. This shall not obligate the County to procure insurance. The Department agrees to procure and maintain all risks insurance coverage on the Equipment. The County agrees to refrain from using or dealing with the Equipment in any manner which is inconsistent with the HNS Agreements, any policy of insurance referred to in the HNS Agreements, and any applicable laws, codes ordinances or regulations. The County shall not allow the Equipment to be misused, abused, wasted, or allowed to deteriorate, except normal wear and tear resulting from its intended use. The County shall immediately report any damage, loss, trouble, service interruption, accident or other problem related to the Equipment to the SWP, and shall comply with reasonable instructions issued thereafter. F. That any software supplied in connection with the use or installation of the equipment is subject to proprietary rights of Hughes Network Systems, Inc., and/or HNS's vendor(s) and/or the Department's vendor(s). The use of one copy of said 8 software is subject to a license granted from HNS to the Department, and a sublicense from the Department to the County, to use the software solely in the operation of the Equipment, to com- mence on delivery of the software to the County and to last for the term of the HNS Agreements. The County shall not: (i) copy or duplicate, or permit anyone else to copy or duplicate, any part of the software, or (ii) create or attempt to create, or permit others to create or attempt to create, by reverse engineering or otherwise, the source programs or any part thereof from the object programs or from other information provided in connection with the Equipment. The County shall not, directly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party. G. To comply with these provisions until the temiination of the HNS Agreements. H. The amounts retained for the satellite service cover the initial order for services provided to the Department pursuant to the services agreement between Hughes Network Systems and the State of Florida. The charge does not cover maintenance, repair, additional equipment and other services not part of the initial order for services. The service charge covers only the remote corrective maintenance specified in paragraph 4.3 of the Service Agreement with HNS and does not cover other maintenance, repair, additional equipment and other services not part of the initial order for services. In particular, the service charge does not cover: 1. Maintenance, repair, or replacement of parts damaged or lost through catastrophe, accident, lightning, theft, misuse, fault or negligence of the County or causes external to the Equipment, such as, but not limited to, failure of, or faulty, electrical power or air conditioning, operator error, failure or malfunction of data communication Equipment not provided to the County by the Department under this Agreement, or from any cause other than intended and ordinary use. 2. Changes, modifications, or alterations in or to the Equipment other than approved upgrades and configuration changes. 3. Deinstallation, relocation, or removal of the Equipment or any accessories, attachments or other devices. The County shall be independently responsible for any and all charges not part of the initial service order. XVIII. COMMUNICA TraNS COSTS By its execution of this Agreement, the County authorizes the Department to deduct the appropriate costs of the recurring charges for the satellite communications Service from the allocation provided to County under Rule 9G-19.005(3), Florida Administrative Code. The deduction is $1,648 for twelve months. 9 In the event the County desires to continue use of the National Warning System (NA WAS) line, then the County shall assume all operational and fiscal responsibility for the NA WAS line and equipment in the County. XIX. VEHICLES Written approval from the Director of the Division of Emergency Management must be obtained prior to the purchase of any motor vehicle with funds provided under this Agreement. In the absence of such approval, the Department will have no obligation to honor such reimbursement request. XX. CERTIFICATIONS By its execution of this Agreement, the County certifies that it is currently in full compliance with the Rule Chapters 90-6, 90-7, 90-11, and 90-19, Florida Administrative Code, Chapter 252, Florida Statutes and appropriate administrative rules and regulations that guide the emergency management program and associated activities. The County certifies that funds received from the Emergency Management, Preparedness and Assistance Trust Fund (EMPA funds) will not be used to supplant existing funds, nor will funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. The County further certifies that EMP A funds shall not be expended for 911 services, emergency medical services, law enforcement, criminal justice, fire service, public works or other services outside the emergency management responsibilities assigned to the County Emergency Management Agency, unless such expenditure enhances emergency management capabilities as expressly assigned in the local comprehensive emergency management plan. 10 By its signature below, the County reaffirms its certification to employ and maintain a full- time Director consistent with Rule 9G-19 .002( 6), Florida Administrative Code. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their undersigned officials as duly authorized. COUNTY: BY: Name and title: Date: Federal Employer I.D. STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS BY: Name and Title: Joseph F. Myers. Director Date: ~~ R~RTN~ ~E DATE - '2 -CJO 11 Attachment A SCOPE OF WORK Base Grant funding from the Emergency Management, Preparedness and Assistance Trust Fund is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapters 9G-6 and 7, F.A.C., and Chapter 252, F.S.). This Scope of Work recognizes that each county is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards, and serves a .unique population. In order to receive base grant funding, each county must certify that it will use the award to enhance its Emergency Management Program. As a condition of receiving funding pursuant to this Agreement, the County shall complete the work items that fall between October 1, 2000 and September 30, 2001, listed in the most recently revised Five-year Strategic P roved by the Department. The revised Five-year Strategic Plan is attached hereto as Attachment A-I Subsequent revisions during the term of this Agreement shall be those submitted In writing by the County, approved by the Department, and on file in the Division. The document evidencing the approved scope of work shall be the most recent Strategic Plan for the County on file in the Division of Emergency Management, Bureau of Compliance Planning and Support, evidencing approval by Division staff housed in Tallahassee. As a further condition of receiving funding under this Agreement, the County shall, following full or partial County Emergency Operation Center activation at a level equivalent to a State Emergency Operation Center level two (2) or above during the period of this Agreement, then the County shall, within forty-five (45) days following the conclusion of the activation, evaluate the performance of all elements of the local emergency management program during that activation, and provide a written after action report to the Department. Funds may not be used for items such as door prizes and gifts. Flyers and promotional items to promote the Emergency Management Program are allowable. Food and beverages may be purchased for Emergency Management personnel and other personnel only if the County Emergency Operation Center or field command office is in an activated status and personnel receiving foodlbeverage are on duty at either of these locations. Purchases may be made only under 1) An Executive Order issued by the Governor or 2) a State of Emergency appropriately declared by local officials in response to an emergency event or threat. Within 60 days of execution of this Agreement, the County shall provide copies of any new or updated ordinances in effect which expressly address emergency management, disaster preparedness, civil defense, disasters, emergencies or otherwise govern the activation of the local emergency management program provided in s.252.38, FS. 12 Attachment B PROGRAM ST A ruTES AND REGULATIONS 1. Chapter 252, Florida Statutes 2. Rule Chapters 9G-6, 9G-7, 9G-ll, 9G-19 and 9G-20 Florida Administrative Code 3. Chapter 287, Florida Statutes 4. Chapter 119, Florida Statutes 5. Chapter 112, Florida Statutes 6. OMB Circular A-87 7. OMB Circular A-l33 13 Attachment C RECORD KEEPING A. All original records pertinent to this Agreement shall be retained by the County for three years following the date of termination of this Agreement or of submission of the final close-out report, whichever is later, with the following exceptions: 1. If any litigation, claim or audit is started before the expiration of the three year period and extends beyond the three year period, the records will be maintained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non-expendable personal property valued at $1,000 or more at the time of acquisition shall be retained for three years after final disposition. 3. Records relating to real property acquisition shall be retained for three years after closing of title. B. All records, including supporting documentation of all program costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachments A and A-I, and all other applicable laws and regulations. C. The County, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable" shall be construed according to the circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department. 14 Attachment D REPORTS A. The County shall provide the Department' with quarterly financial reports, semi-annual summary progress reports prepared in conjunction with the Department's Area Coordinator, and a final close-out report, all in a format to be provided by the Department. B. Quarterly reports shall begin with the first quarter of the county fiscal year; are due to the Department no later than thirty (30) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program year are December 31, March 31, June 30 and September 30. C. The final close-out report is due forty-five (45) days after termination of this Agreement. D. In addition to the above, in order to ensure compliance with Rule 9G-19.0 11, F.A.c., historical budgetary information relating to the County Emergency Management Program is also required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Department not later than December 31, 1999. E. A proposed staffing summary and budget summary describing planned expenditure of funds provided under this Agreement toward the completion of items detailed in Attachments A. and A-I shall be submitted to the Department in a format provided by the Department not later than December 31, 2000. F. If all required reports, budget summary and budgetary information prescribed above are not provided to the Department or are not completed in a manner acceptable to the Department, the Department may withhold further payments until they are completed or may take such other action as set forth in Paragraphs VII. and IX., and Rule 9G-19.014, FA.C. "Acceptable to the Department" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. G. Upon reasonable notice, the County shall provide such additional program updates or information as may be required by the Department. H. All report formats provided by the Department shall be made available to the County on the Division's Internet site. IS Attachment E PROCUREMENT. SUBCONTRACTS AND SUB GRANTS A. All subcontracts entered into by a County in connection with any portion of the Scope of Work shall contain all terms of the County's Agreement with the Department. B. . The County shall send a copy of any subcontracts entered into in connection with implementing the Scope of Work to the Department within 30 days after their effective dates. C. The County shall not award sub grants using funds awarded pursuant to this Agreement. D. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Wherever required by law or otherwise permitted, the County shall utilize competitive procurement practices. E. Allowable costs shall be determined in accordance with Office of Management and Budget Circular A-87. 16 Attachment F FUNDINGIMA TCHING A. This is a cost-reimbursement Agreement. The County shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $104,158 subject to the availability of funds from the Department. The amount of funds available pursuant to this rule chapter may be adjusted proportionally when necessary to meet any matching requirements imposed as a condition of receiving federal disaster relief assistance or planning funds. Funds received from the Emergency Management, Preparedness and Assistance Trust Fund may not be used to supplant existing funds, nor shall funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. B. Any advance payment under this Agreement is subject to s. 216.181 (14), Florida Statutes. Up to twenty-five (25) percent of an award may be advanced. If an advance payment is requested, the budget data on which the request is based and a justification letter shall be submitted. The letter will specifY the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. Indicate below which method of payment is preferred: 1. 'I No advance payment is requested; payment will be made solely on a reimbursement basis. 2. An advance payment of $ is requested; balance of payments will be made on a reimbursement basis. (Justification letter must be provided; advanced funds may not exceed 25% of total eligible award) C. After the initial advance, if any, any further payments shall be made on a quarterly reimbursement basis. Additional reimbursement requests in excess of those made quarterly may be approved by the Department for exceptional circumstances. An explanation of the exceptional circumstances must accompany the request for reimbursement. The County agrees to expend funds in accordance with the Scope of Work, Attachments A and A-I of this Agreement. D. All funds received hereunder shall be placed in an interest-bearing account with a separate account code identifier for tracking all deposits, expenditures and interest earned. Funds disbursed to the County by the Department that are not expended in implementing this program shall be returned to the Department, along with any interest earned on all funds received under this Agreement, within ninety (90) days of the expiration of the award Agreement. 17 . " .. E. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. F. Allowable costs shall be detennined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. G. At a minimum, the County shall continue to provide other funding for the County Emergency Management Agency at an amount equal to either: (1) the average of the previous three years' level of county general revenue funding of the County Emergency Management Agency; or (2) the level of funding for the County Emergency Management Agency for the last fiscal year, whichever figure is lower. County general revenue funding for 911 services, emergency medical services, law enforcement, criminal justice, public works or other services outside the local emergency management agency as defined by Section 252.38, Rorida Statutes, shall not be included in detennining the "level of coun ty funding of the County Emergency Management Agency." The County shall certify compliance with this rule chapter and this rule by its execution of this Agreement, and as a condition precedent to receipt of funding. H. Should the County wish to carry forward, into the fiscal year beginning October 1, 2001, any unspent funds awarded under this Agreement, the County must request such carry forward of funds in writing to the Department by July 31, 2001. This request must include a detailed explanation and justification for the request and may not exceed an amount equal to 25 % of the initial amount awarded ($105,806) under this Agreement. Failure to timely submit information, or failure to submit complete. information, may ~esult in the denial of a request to carry funds forward. Any carry forward amounts approved will be added to the County's base Agreement for the following year. Funds may not be carried forward for the purpose of paying salaries and benefits of regular or Other Personal Services personnel. Such salaries and benefit funds may be carried forward to cover contractual or other temporary personnel costs for non-recurring projects only. 18 MONROE COUNTY FIVE YEAR STRATEGIC PLAN GOAL 1: Complete emergency-related post disaster redevelopment as Quickly as possible while mitigating future risk STRATEGY 1: In accordance with Rule 9J-5, Florida Administrative Codes (FAC), the local government shall address post-disaster planning with their comprehensive plans. TASKS: 1. On an annual basis address and encourage post-disaster reconstruction and redevelopment plans that conforms to pre-disaster building practices. 2. On an annual basis establish procedures to allow for an orderly process of reviewing private and public redevelopment proposals after a major disaster. 3. On an annual basis establish procedures for efficient relocation of Monroe County residents who are displaced immediately following a disaster. GOAL 2: Update emerQenCV plans, standard operatinQ procedures (SOP), and the Comprehensive EmerQencv ManaQement Plan (CEMP), (consistent with 9G-6 and 9G-7) on an annual basis. STRATEGY 1 : Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. 2. Address the inter-jurisdictional impacts of the coordination for emergency planning issues. 3. Inventory special needs populations and designate special needs shelters to accommodate. 4. Monitor the County's outreach program to assist the special need population in evacuation and sheltering. 5. Review and update the Monroe County hazardous Material Plan by September 2000. 6. Review and update the Monroe County Comprehensive Emergency Management Plan on an annual basis to include the county's experiences with non-natural disasters such as mass migration, major transportation incidents and terrorism. 2 GOAL 3: Conduct an annual review and accordinalv update Emeraencv Manaaement exercise schedule and identify areas to be tested. STRATEGY 1: Set exercise dates and identify areas to be tested on annual review. TASKS: 1. Conduct internal program review. 2. Set exercise schedule. 3. Identify areas to be tested. 4. Update and submit Five Year Strategic Plan on annual basis. 5. Participate annually in the Hurricane Awareness and Mitigation Week activities. 6. Participate in the annual statewide hurricane drills sponsored by the State of Florida, Division of Emergency Management. 7. Adapt and implement the Community Emergency Response Team Program (CERT), to include all municipalities by September 2001. 8. Conduct hazard material specific ESF tabletop drill by fiscal year 2002. 9. Train and educate public and community officials on an on-going basis to keep them informed of emergency management preparedness and mitigation 3 GOAL 4: Annuallv update the inventory of Shelters and Refuaes of Last Resort in Monroe County. STRATEGY 1 : Annually conduct inspections and obtain critical information for all shelters and refuges, in Monroe County. TASKS: . 1. On an annual basis inspect and document critical information on shelters and refuge of last resort in the Upper Keys. 2. On an annual basis inspect and document critical information on shelters and refuges of last resort in the Middle Keys. 3. On an annual basis inspect and document critical information on shelters and refuges of last resort in the Lower Keys. 4. On annual basis verify the use of designated Monroe County shelters in Dade County. 4 GOAL 5: Develop and implement a local mitiQation strateQY for Monroe County. STRATEGY 1: By July 2000, identify county facilities for potential mitigation projects. TASKS: 1. Develop a local hazard mitigation team by fiscal year 1999/2000. 2. Identify a mechanism for capturing local dollars spent on mitigation and preparedness projects by year 2002. 3. Identify potential facilities that may be used as shelters for retrofitting projects. 4. Develop a list of prioritized potential 404 mitigation projects by year 2000. 5. Identify a procedure to implement the state disaster match policy by year 2000. 6. Incorporate local hazard mitigation strategy into Comprehensive Emergency Management and other appropriate plans deemed necessary. 7. With the State assistance develop a profile (Matrix) of available local, state, and federal funding for mitigation projects. 8. Appoint mitigation manager. 5 GOAL 6: Establish plannina procedures to address shelter deficit and submit to the Florida Division of Emeraencv Manaaement as potential retrofit proiects. STRATEGY 1: Clarify and redefine hurricane preparedness issues and policies such as the hurricane evacuation areas and shelter capacity on an annual basis. TASKS: 1. Inventory special needs population and designate special shelters to accommodate their needs by fiscal year 2000. 2. Work in concert with State and Salvation Army to evaluate existing criteria and reach consensus on criteria use for designating places for shelters. 3. Examine and re-evaluate public shelter and refuge of last resort capacity prior to hurricane season in 1999. 4. Examine and re-evaluate public shelter and refuge of last resort capacity prior to hurricane season in 2000. 5. Examine and re-evaluate public shelter and refuge of last resort capacity prior to hurric~ne season in 2001. 6. Examine and re-evaluate public shelter and refuge of last resort capacity prior to hurricane season in 2002. 7. Examine and re-evaluate public shelter and refuge of last resort capacity prior to hurricane season in 2003. 6 GOAL 7: Review Monroe County's self-assessment of its emeraency manaaement proaram annually. STRATEGY 1: Emergency management programs adapt and reflect the needs of the community as it changes. TASKS: 1. Complete and submit to the Florida Division of Emergency Management (OEM) an updated self-assessment questionnaire by September 2000 2. Complete and submit to the Florida Division of Emergency Management (OEM) an updated self-assessment questionnaire by September 2001. 3. Complete and submit to the Florida Division of Emergency Management (OEM) an updated self-assessment questionnaire by September 2002. 4. Complete and submit to the Florida Division of Emergency Management (OEM) an updated self-assessment questionnaire by September 2003. 5. Complete and submit to the Florida Division of Emergency Management (OEM) an updated self-assessment questionnaire by September 2004. 7 GOAL 8: Identify and begin the process for addressing staffing shortfalls regarding shelter issues in Monroe County. STRATEGY 1: Review the inter-local agreement with the Salvation Army to man our Monroe County shelters annually. TASKS: 1. Review annually, Memorandum of Understanding (MOU) between Monroe County and the Salvation Army to man our Monroe County shelters when requested to do so by Monroe County Emergency Management. 2. Develop a training mechanism to assist the Salvation Army in training personnel to man our Monroe County shelters by June 2000. 3. Develop a public relations program to assist the Salvation Army in recruiting personnel to man our Monroe County by November 2001. 4. Develop a training program with the Monroe County School Board to train school staff to assist in manning our Monroe County shelters by December 2001. 8 GOAL 9: Annually update Monroe County's Critical Facility Inventory. STRATEGY 1: By September 30th of each year, update the critical facility inventory throughout Monroe County. TASKS: 1. Update the comprehensive listing of all critical facilities in the Upper Keys. 2. Update the comprehensive listing of all critical facilities in the Middle Keys. 3. Update the comprehensive listing of all critical facilities in the Lower Keys. 9 GOAL 10: Conduct an annual review and accordinalv update the Emeraencv Manaaement exercise schedule, identify the areas to be tested. and update the plans accordinalv. STRATEGY 1: After the annual review, set the exercise dates, identify the areas to be tested and adjust the Five-Year Strategic Plan. TASKS: 1. Conduct internal program rev~ew. 2. Set exercise schedule. 3. Identify test areas. 4. Update the Five-Year Strategic Plan. 10 GOAL 11: By June 2001, develop plans and procedures for the first 72 hours disaster recovery plan. STRATEGY 1: By June 2001, develop and set direction for the County's Disaster Recovery Plan. TASKS: 1. Hold task force meetings on a quarterly basis throughout the year to update the progress of each plan aspect. 2. Have a basic outline for the plan by September 2000. STRATEGY 2: By June 2001, complete plans and procedures for disaster recovery . TASKS: 1. Hold meetings of the task force on a quarterly basis throughout the year to update the progress of each plan aspect. 2. Submit the plan for approval by the Monroe County Board of County Commissioners by June 2001. STRATEGY 3: By June 2001, test and make necessary revision to the plan and procedures: TASKS: 1. Conduct an exercise to test the plans and procedures by June 2001. 2. Conduct meetings as necessary to make the necessary improvements to the plan and procedures. STRATEGY 4: By June 2001, complete the final revisions to the Disaster Recovery Plan by June 2001. * Note: Re-development is part of the Monroe County Growth Management 5-year plan. this goal's dates had to be revised, as the individual contracted for this project did not deliver any portion of this product, and therefore we have to begin this process over again. ** Note: II GOAL 12: Continue to work with the Monroe County School Board in the location. plannina. and construction of new schools throuahout the county. to help mitiaate the shelter deficit plan throuahout the county. STRATEGY 1: Meet with MCSS officials to discuss the use of the new Sugarloaf Middle School as a Monroe County shelter. TASKS: 1. Schedule an initial meeting with MCSS by May 2000. STRATEGY 2: Arrange for inspection of facility to ensure it meets the shelter criteria. TASKS: 1. Conduct a walk-through of the facility by the appropriate personnel to ensure shelter compliance by May 2001. STRATEGY 3: Revise MOU between MCSS and MCEM accordingly. TASKS: 1. * Note: Include new school facility in the MCSS and MCEM shelter agreement by September 2002. This goal was re-written to accommodate the current Monroe County School Board undertaking of the construction of new, and upgrade of existing, schools which are being built and modified, to Cat. 5 storm criteria, and will serve as shelters for Cat. 1 and Cat. 2 storms, since the county has mandatory evacuation policy for Cat. 3,4, and 5 storms. 12 GOAL 13: Develop, in coniunction with State and Federal agencies, Monroe County Terrorism Plan STRATEGY 1: Complete risk assessment for Monroe County by July 1999. TASKS: 1. Identify susceptible targets for terrorist attacks. 2. Identify potential terrorist attack source. 3. Identify most vulnerable areas by demographic locations. 4. Identify type of terrorist acts that would most likely materialize in Monroe County. STRATEGY 2: By March 2000, identify the responsible agency and personnel to be the primary and secondary response team/s to command a terrorist attack response. TASKS: 1. Conduct meetings with the local agencies to identify the appropriate response personnel. 2. Review agencies capabilitie~, resources and response feasibility. * Note: Strategy 2 goal date has been changed due to personnel shortage STRATEGY 3: By June 2000, begin the composition of the first terrorism plan draft. TASKS: 1. Review any existing plans and/or procedures which, are in place for Monroe County. 2. Form a task force to participate in the plan development. 3. Conduct task force meetings. to expedite the plan development. 13 STRATEGY 4: Provide awareness training by February 2001. TASKS: 1. Research the availability of training, conferences meetings, courses, and presentations on the subject of terrorism. 2. Research awareness training offered by the State, Department of Justice, and/or any other federal agency. 3. Assure the attendance of the appropriate personnel at those sessions. 4. Designate agency/personnel to attend Train the Trainer training sessions. STRATEGY 5: Have a Monroe County Terrorism Plan in place by December 2001. TASKS: 1. Review the final draft of the plan. 2. Route the plan to the appropriate local and state agencies for review and comments. 3. Finalize the plan. 4. Compile a Distribution List for the plan and distribute accordingly. STRATEGY 6: Review and update the plan annually and attend all appropriate conferences, meetings and training session on continuous basis to keep up with the latest information and developments regarding the threat of terrorism. 14 GOAL 14: IMPROVE THE MONROE COUNTY AND INTERSTATE COMMUNICATIONS SYSTEM. STRATEGY 1 : 'It Note: STRATEGY 2: STRATEGY 3: To ensure 24 hour communication and notification capabilities, install and network Voice mail, or comparable information relay tool(s), within the Office of Emergency Management by August 2000. Goal date has been changed due to the county's evaluation and experimentation with voice mail capabilities (at the present the county government does not provide a voice mail service to majority of departments. However, this is being re-evaluated at this time) In order to enhance and expedite Emergency Management "lead time" response efforts to approaching and pending severe weather events, direct the installation of the appropriate mechanisms necessary to gain access to the seven (7) existing county reporting stations (Big Pine Key, Key West, Big Coppitt Key, Marathon, Plantation Key, Card Sound, and Florida City) by January 2000. By July 2001, incorporate the EM 2000/Lotus Notes information system into the Monroe County Emergency Management Operations System. This, or a comparable system, containing e-mail, Internet access, communications capabilities, message tracking, incident log, shelters and resource management, and wide variety of databases, allows for municipal/county, county/county, county/state and public/private coordination all of which, will ultimately minimize the expected impact a disaster may deliver. 15 GOAL 15: STRATEGY 1: STRATEGY 2: STRATEGY 3: STRATEGY 4: DEVELOP AND MAITAIN THE CAPABILITY TO WARN THE COMMUNITY (PUBLIC. COUNTY AGENCIES AND MUNICIPALITIES) OF EMERGENCIES Meet with the appropriate department personnel to evaluate the communication tools and the current system by March 2000. Develop information package for dissemination to the public by April 2000. Test product by May 2000. Implement prog'ram by June 2000. 16 GOAL 16: STRATEGY 1: STRATEGY 2: STRATEGY 3: STRATEGY 4: STRATEGY 5: DEVELOP AND MAITAIN THE CAPABILITY TO PROVIDE TIMELY INFORMATION TO THE COMMUNITY Gather all relevant information and initiate Public Announcement system by January 2000. Develop a system with the Communications Department for timely information update on the county's rumor control line by February 2000. Test the system by March 2000. Implement the system by April 2000. Revise Public Announcement messages on on-going basis to reflect the latest events. This will be an on-going project. 17 GOAL 17: ENSURE THAT All EMPLOYEES WHO ARE FUNDED THROUGH EMERGENCY MANAGEMENT FUNDING COMPLETE AT A MINIMUM THE FOllOWING COURSES - PRINCIPALS OF EM: DISASTER RESPONSE/RECOVERY OPERATIONS: EOC OPERATIONS COURSE: EOCIICS INTERFACE: HURRICANE PLANNING: MANAGING EOC: DAMAGE ASSESSMENT: DEBRIS MANAGEMENT; EMERGENCY PLANNING COURSE STRATEGY 1: Provide all appropriate training by 2002. Training requirements: · Principals of EM (Old Intro to EM course) · Disaster Response/Recovery Operations · EOC Operations course · EOCIICS Interface · Hurricane Planning · Managing Emergency Operations · Damage Assessment · Debris Management · Emergency Planning Course 18 GOAL 18: STRATEGY 1: STRATEGY 2: STRATEGY 3: STRATEGY 4: STRATEGY 5: DEVELOP AND ENSURE A RE-ENTRY PROCEDURE AND POLICY ARE ESTABLISHED Develop a proposal for re-entry program by October 1999. Meet with appropriate personnel to evaluate proposal by November 1999. Complete a first draft of the re-entry plan and distribute for comments and review by May 2000. Complete a second draft of the re-entry plan and re-send for final review by August 2000. Finalize and implement the re-entry plan by January 2001. 19 GOAL 19: DEVELOP A STANDARDIZED CAPABILITY FOR IMPACT AND DAMAGE ASSESSMENT STRATEGY 1: By December 1999 identify county's resources for impact and damage assessment. TASKS: 1. Identify County's Departments to be part of the County's Damage Assessment Team. 2. Draft a preliminary document relative to the assessment team. STRATEGY 2: By February 2000 complete a "DRAFT" of Monroe County Damage Assessment Process TASKS: 1. Identify the appropriate departments to be part of the assessment team. 2. Identify the total minimum personnel necessary to function as the damage assessment inspectors 3. Conduct a meeting to familiarize the personnel with the process. STRATEGY 3: By June 2000 finalize and implement the Monroe County Damage Assessment Guidelines. TASKS: 1. By March 2000 distribute guidelines for review and comments. 2. Provide the appropriate training by May 2000. 3. Implement the system by June 2000. 4. Provide the appropriate Damage Assessment Training on an on- going basis. 20 GOAL 20: DEVELOP THE" CAPABILITY TO MANAGE DEBRIS CONSISTENT FOR ALL HAZARDS THAT AFFECT THE COMMUNITY. Please refer to the SOLID WASTE Department's procedure reoardina debris issues (located within the Solid Waste Manaoement Department in Kev West). The procedures are reviewed for compliance on an annual basis. 21