Support Annex - Damage Assessment

Support Annex – Damage Assessment

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Coordinating Agency

Emergency Management

Community Development

Cooperating Agencies

City of Harrisonburg Department of Public Works

Rockingham County Department of Public Works

Fire Departments

Police Departments/Sheriff’s Office

Introduction

Purpose:

The Damage Assessment Support Annex describes the coordinating processes used to ensure the timely and accurate assessment and reporting of damages in Harrisonburg and Rockingham County after an emergency or disaster. It provides procedures to estimate the nature and extent of the damage and outlines details of the damage assessment process, as required by the Commonwealth, for determination of the need to request a Presidential Disaster Declaration as outlined in the Stafford Act.

Scope:

Damage assessment activities are an evaluation (in dollars) of the estimated cost for damages or loss to agriculture, infrastructure, real property (City/County, state and private) and equipment. This annex covers a broad scope of responsibilities, assignments and standard forms to be used in the overall process. It is applicable to departments and agencies that are assisting with the post-event damage assessment as coordinated by Emergency Management. This document will address general situations with no consideration given for special incident scenarios.

Definitions:

Initial Damage Assessment (IDA): Independent review and documentation of the impact and magnitude of a disaster on individuals, families, businesses, and public property. This report is due into the VEOC in the required format within 72 hours of disaster impact. The Governor will use this information to determine if a Preliminary Damage Assessment needs to be requested from FEMA in response to outstanding needs.

Preliminary Damage Assessment (PDA): A joint venture between FEMA, State and local government to document the impact and magnitude of the disaster on individuals, families, businesses, and public property. The Governor will use the information gathered during the PDA process to determine whether Federal assistance should be requested.

Situation:

Following any significant disaster/emergency, a multitude of independent damage assessment activities will be conducted by a variety of organizations including the American Red Cross, insurance companies, utility companies, and others. Outside of these assessments, a series of local, state and federal damage assessment activities will be conducted.

During the recovery phase of a disaster, the Harrisonburg/Rockingham County will conduct a systematic analysis of the nature of the damage to public and private property, which estimates the extent of damage based upon actual observation and inspection. Damage assessment will be performed on an urgent basis to provide an initial estimate of damage. A damage estimate of public and private property is required for the City Harrisonburg/Rockingham County to determine actions needed, the establishment of priorities, the allocation of local government resources, and what, if any, outside assistance will be required.

Based upon the local damage assessment reports, the Governor may request a Presidential declaration of a “major disaster”, “major emergency”, or a specific federal agency disaster declaration (Small Business Administration, Department of Agriculture, Corps of Engineers, etc.) to augment state/local/private disaster relief efforts. The President, under a “major emergency” declaration, may authorize the utilization of any federal equipment, personnel and other resources, as well as authorize two basic types of disaster relief assistance:

1. Individual Assistance (IA)

   1. Temporary housing;

   2. Individual and family grants (IFG);

   3. Disaster unemployment assistance;

   4. Disaster loans to individuals, businesses and farmers;

   5. Agricultural assistance;

   6. Legal services to low-income families and individuals;

   7. Consumer counseling and assistance in obtaining insurance benefits;

   8. Social security assistance;

   9. Veteran’s assistance; and

   10. Casualty loss tax assistance.

2. Public Assistance (PA)

1. Debris removal;

2. Emergency protective measures; and

3. Permanent work to repair, restore, or replace road systems, public utilities, water systems, public buildings, equipment, and recreational facilities, etc.

Assumptions:

Fast and accurate damage assessment is vital to effective response.

Damage will be assessed by pre-arranged teams of local resource personnel.

This plan can expedite relief and assistance if promptly implemented.

A catastrophic emergency will require the expenditure of large sums of local funds. Financial operations will be carried out under compressed schedules and intense political pressures, which will require expeditious responses that meet sound financial management and accountability requirements.

Damage to utility systems and to the communications systems will hamper the recovery process; and

A major disaster affecting the city/county could result in the severance of a main transportation artery, resulting in a significant alteration of lifestyle in the community.

Policies:

The Initial Damage Assessment (IDA) results will be reported to the VEOC within 72 hours of the incident (WebEOC –primary; Fax or Call – secondary).

At the Incident Commander’s request, the first priority for damage assessment may to be to assess Harrisonburg/Rockingham County facilities structural and or infrastructure damage.

A Federal/State supported Preliminary Damage Assessment will be conducted in coordination with Harrisonburg/Rockingham County to verify IDA results and determine long-term needs. This data will be used to determine the need for a Presidential Disaster Declaration,

An estimate of expenditures and obligated expenditures will be submitted to both Harrisonburg/Rockingham County and the VEOC before a Presidential Disaster declaration is requested.

Additional reports may be required by the Emergency Management Director or Emergency Manager depending on the type and magnitude of the incident.

Supplies, equipment and transportation organic to each organization will be utilized by that organization in the accomplishment of its assigned responsibility or mission.

Additional supplies, equipment and transportation essential to the continued operation of each organization will be requested through ESF #7 (Resource Support) in the EOC; and

The approval to expend funds for response and recovery operations will be given by the department head from each agency or department involved in recovery operations. Each agency or department should designate a responsible person to ensure that actions taken, and costs incurred are consistent with identified missions.

Concept of Operations

Organization:

The ultimate responsibility of damage assessment lies with the local governing authority. The Coordinator of Emergency Management or his/her designee will be responsible for damage assessments, collection of the data and preparation of necessary reports through the functions of ESF 14, Long Term Community Recovery and Mitigation. Qualified, trained local teams under the supervision of the Harrisonburg Department of Community Development or Rockingham County Emergency Management will conduct damage assessments. The damage assessment teams will be supported by multiple agencies from the Harrisonburg/Rockingham County. If the nature of the incident is such that local resources are incapable of assessing the damage, state assistance will be requested through normal resource request procedures to the VEOC.

Additional ESFs may need to assist during and after an evacuation such as ESF 5 (Emergency Management), ESF 6 (Mass Care, Housing, and Human Resources), ESF 7 (Resource Management), and ESF 11 (Agriculture and Natural Resources). If the incident involves chemicals or radiation that may cause contamination of damaged area, ESF 8 (Health and Medical) and ESF 10 (Oil and Hazardous Materials) may also be needed. The primary ESFs as listed will utilize their full ESF specific annex and any supporting agencies and ESFs to implement their portion of the damage assessment.

Responsibilities:

Damage Assessment Teams

Maintain a list of critical facilities that will require immediate repair if damaged.

Assemble the appropriate team and develop damage assessment plans, policies and procedures.

Appoint a representative to be located within the EOC to direct damage assessment operations to include operation of the teams, collecting data. The representative will develop accurate and appropriate reports for the Coordinator of Emergency Management.

Solicit cooperation from companies and local representatives of support agencies to serve as member of damage assessment teams.

Conduct damage assessment training programs for the teams.

Coordinate disaster teams conducting field surveys.

Collect and compile incoming damage reports from teams in the field, from other operations directors, and assisting agencies, systems and companies.

Using existing policies and procedures, determine the state of damaged buildings and place notification/placards as needed.

Ensure that there will be an escort available for any State or Federal damage assessment team(s) and prepare an area map with the damage sites prior to their arrival.

Using existing policies and procedures, facilitate the issuance of building permits and for the review and inspection of the site-related and construction plans submitted for the rebuilding/restoration of buildings.

Assist in the establishment of the sequence of repairs and priorities for the restoration of affected areas.

Correlate and consolidate all expenditures for damage assessment to the Department of Finance; and

City/County Department of Public Works

Designate representatives to serve as members of damage assessment teams, as needed.

Participate in damage assessment training.

Collect and compile damage data to public works’ infrastructure, and provide to the damage assessment supervisor within the EOC; and

Participate as requested in Initial Damage Assessment field reviews and escorting State and Local damage assessment team(s).

1. VDOT

   1. Designate representatives to serve as members of damage assessment teams, as needed.

Participate in damage assessment training.

Collect and compile damage data regarding public and private transportation resources, and provide to damage assessment supervisor within the EOC; and

Participate as requested in Initial Damage Assessment field reviews and escorting State and Local damage assessment team(s).

Local Extension Office

Designate representatives to serve as members of damage assessment teams, as needed.

Participate in damage assessment training.

Collect and compile damage data regarding public and private agricultural resources, and provide to damage assessment supervisor within the EOC; and

Participate as requested in Initial Damage Assessment field reviews and escorting State and Local damage assessment team(s).

Police Departments/Sheriff’s Office

Provide security for ingress and egress of the damaged area(s) post-event; and

Provide access and security for damage assessment activities within Harrisonburg and Rockingham County.

Assist in Initial Damage Assessment by reporting observations to the EOC.

City/County Department of Finance

Collect and maintain estimates of expenditures and obligations required for response and recovery activities. Prepare reports as needed for reimbursement and reconciliation as needed.

Maintain accurate records of funds, materials and man-hours expended as a direct result of the incident; and

Report these estimates and obligations to the Coordinator of Emergency Management for inclusion into the appropriate Public Assistance IDA categories.

Emergency Management

Coordinate overall direction and control of damage assessment.

Report damages to the Virginia EOC within 72 of the incident in the appropriate Initial Damage Assessment format; and

Ensure appropriate and adequate public information and education regarding the damage assessment process.

Action Checklist

Mitigation/Prevention:

Develop public awareness programs from building codes, ordinances and the National Flood Insurance Program.

Develop a damage assessment training program.

Develop damage assessment plans, procedures and guidance.

Designate representatives to lead damage assessment activities within the EOC; and

Designate damage assessment team members.

Preparedness:

Identify resources to support and assist with damage assessment activities.

Train personnel in damage assessment techniques.

Review plans, procedures and guidance for damage assessments, damage reporting and accounting; and

List all critical facilities and all local buildings requiring priority restoration.

Response:

Activate the damage assessment staff in the EOC.

Organize and deploy damage assessment teams or team escorts as necessary.

Organize collection of data and record keeping at the onset of the event.

Document all emergency work performed by local resources to include appropriate photographs.

Compile and disseminate all damage reports for appropriate agencies.

Determine the state of damaged buildings and place notification/placards as needed; and

Inform officials of hazardous facilities, bridges, roads, etc.

Recovery:

Continue damage assessment surveys as needed.

Advise on priority repairs and unsafe structures.

1. Facilitate the issuance of building permits and for the review and inspection of the site-related and construction plans submitted for the rebuilding/restoration of buildings.

2. Monitor restoration activities.

Complete an after-action review with all responding parties.

Review damage assessment plans, policies and procedures in respect to the recent emergency response. Update as necessary and disseminate.

Review building codes and land use regulations for possible improvements.

Review and update the necessary logistical support to carry out emergency tasking. Instruct all departments to replenish used on-hand inventory of supplies; and

Assist the Department of Finance in the preparation and submission of disaster assistance applications to the appropriate state and/or federal agencies for reimbursement of disaster related expenditures.

Administration and Logistics

Administration:

Basic administrative and accountability procedures for any damage assessment activities will be followed as required by local, state and federal regulations. As with any disaster or incident response, the NIMS/ICS will be used to organize and coordinate response activity.

Logistics:

If supplies, materials, and equipment are required, records will be maintained in accordance to local, state and federal reporting requirements. All procurement processes will follow appropriate procurement policies and regulations, and state and federal policies and regulations as necessary.

Public Information:

The Public Information Officer will follow procedures to:

Ensure prior coordination with appropriate damage assessment coordination ESFs to provide periodic spot announcements to the public on pertinent aspects of the assessments; and

Ensure availability of the media in the event an emergency requiring evacuation arises.

All damage assessment activities will be coordinated through the EOC and employ the NIMS/ICS. Small scale or immediate need evacuations may be coordinated on-site as necessary. These on-site coordinated evacuations will also employ the NIMS/ICS.

The EOC is responsible for providing support and resources to the Incident Commander.

The Coordinator of Emergency Management will assist the senior elected official in the EOC and coordinate with the PIO. The Coordinator of Emergency Management and PIO may have at least one assistant to support 24-hour operations and act in the absence of the primary.

In the event an incident is suspected or determined to be a terrorist event, a Joint Operations Center will be established to coordinate Federal and State support. A separate Joint Information Center will provide media interface.

Plan Development and Maintenance

This plan should be reviewed annually in its entirity for any needed updates, revisions, or additions. It is the responsibility for the Coordinator of Emergency Management, as the lead agency for this plan, to insure that this is completed. This plan should also be reviewed after every incident in which it is activated to reflect any needed updates, revisions or additions that were found within that response effort.

Support Annexes – Damage Assessment

Attachment 1 – Forms

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The forms attached will be used for damage assessment data if Crisis Track unavailable.