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COORDINATORS BRIEFING

COORDINATORS BRIEFING. LOCAL PLANNING ASSISTANCE Ted Costin Director, Preparedness Division Joe Coyle Director, Local Support Services. History/Status/ Considerations/The Pla n. Colleges/Universities Local COOP Local EOP Template. Section 44-146.18.B.12 (2008).

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COORDINATORS BRIEFING

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  1. COORDINATORS BRIEFING LOCAL PLANNING ASSISTANCE Ted Costin Director, Preparedness Division Joe Coyle Director, Local Support Services

  2. History/Status/Considerations/The Plan • Colleges/Universities • Local COOP • Local EOP Template

  3. Section 44-146.18.B.12 (2008) • Consult with the State Council of Higher Education in the development and revision of a model institutional crisis and emergency management plan for the purpose of assisting public and private two-year and four-year institutions of high education in establishing, operating, and maintaining emergency services and disaster preparedness activities and, as needed, in developing an institutional crisis and emergency management plan pursuant to Section 23-9.2:9.

  4. § 23-9.2:9. Institutional crisis and emergency management plan; review required. The board of visitors or other governing body of each public institution of higher education shall develop, adopt, and keep current a written crisis and emergency management plan. Every four years, each institution shall conduct a comprehensive review and revision of its crisis and emergency management plan to ensure the plan remains current, and the revised plan shall be adopted formally by the board of visitors or other governing body.

  5. § 23-9.2:9 (continued) Such review shall also be certified in writing to the Department of Emergency Management. The institution shall coordinate with the local emergency management organization, as defined by § 44-146.16, to ensure integration into the local emergency operations plan. (2008, cc. 450, 526.)

  6. Highlights • The board of visitors (or other governing body of the institution) shall adopt (revised) plan every 4 years. • The institution’s self review and adoption must be certified in writing to the Virginia Department of Emergency Management.

  7. And the most important change… The institution shall coordinate its EOP (Emergency Operations Plan) with the local emergency management organization to ensure integration into the emergency management plan.

  8. Template Work Group In order to meet the new requirements, a template work group of college and university emergency planners assisted VDEM (Virginia Department of Emergency Management) in the development of an EOP (Emergency Operations Plan) template.

  9. Who Participated Representatives of: • Community Colleges • Private Universities • State Universities • SCHEV (State Council of Higher Education for Virginia) • OAG (Office of Attorney General) • VDEM (Virginia Department of Emergency Management

  10. Concept • Because of the input from this work group, the template captures a realistic approach to emergency management at colleges and universities.

  11. Format The work group recommended the Emergency Support Function Format Consistent with: • National Response Framework (NRF) • Commonwealth of Virginia Emergency Operations Plan (COVEOP) • Many local EOPs (Emergency Operations Plans)

  12. Request for Resources from the VEOC • The concept of Operations Section includes a process clarification as to how an institution should request resources. • Requests for assistance from colleges and universities should be channeled through the local government EOC (Emergency Operations Center) of the local emergency management jurisdiction in which the institution is located.

  13. The Thinking Is • If the Code of Virginia requires these entities to coordinate plans, it follows that response should be coordinated as well.

  14. Family Assistance Centers • An entity under ESF (Emergency Support Function) 6 (Mass Care, Housing, and Human Services). • Incorporated input from Virginia Criminal Injury Compensation Fund to reflect likely legislation that will assign victims assistance to that agency – not the facility.

  15. Template is Now Available • The template is available on the VDEM website at: vaemergency.com/Library/ Plans and Procedures

  16. Training • For College/University Emergency Managers • VEOC (Virginia Emergency Operations Center) • 10/14/08 – 26 Individuals • Virginia Tech • 10/17/08 – 11 Individuals • Entities • 11 Community Colleges • 6 Public Universities • 4 Private Universities • 3 State Agencies • 1 Local Government

  17. The Plan for College and University Template • After 2009 General Assembly Session • SCHEV (State Council of Higher Education for Virginia) • OAG (Office of Attorney General) • ? Legislative Changes • College and University Emergency Managers • Local Emergency Managers • ? Practical Changes • Review/Revise/Re-Release • Regional Coordinator Role - Standby

  18. State of Virginia Guidance § 44-146.18.B:7, Code of Virginia (2005) “The … Department of Emergency Management shall in the administration of emergency services and disaster preparedness programs … provide guidance and assistance to state agencies and units of local government in developing and maintaining emergency management and continuity of operations (COOP) programs, plans and systems…”

  19. Executive Order 44 (2007) • To provide for consistent and uniform planning, directs each executive branch agency including institutions of higher education with guidance from their Emergency Coordination Officer: • Create or update Continuity of Operation Plans to conform to the template produced by the Virginia Department of Emergency Management, and • Utilize the resources available from the Virginia Department of Emergency Management for creating or updating Continuity of Operations Plans. • The process of creating or updating Continuity of Operations Plans shall be completed by April 1 of each year, with an electronic copy sent to the Virginia Department of Emergency Management. The Office of Commonwealth Preparedness, in consultation with the Virginia Department of Emergency Management will devise a process for review of all executive branch agencies’ Continuity of Operations Plans by the first week of December each year.

  20. Consulting Firm Retained • Beck (Fomerly Excelliant) • Possessed Local COOP (Continuity of Operations) Planning Guide • Manual • Worksheets • Template • Turned Over to VDEM (Virginia Department of Emergency Management)

  21. Work Group Formed • Local Emergency Managers • VACO (Virginia Association of Counties) • VML (Virginia Municipal League) To Give the Guide a Virginia Local Government Perspective

  22. Next Activity • Local Government Reviews • Released: www.vaemergency.com/library/local_govt/index.cfm • Awareness • VACO (Virginia Association of Counties) Presentation • VEMC (Virginia Emergency Management Conference) Presentation • Requests for Assistance

  23. Challenges • State Planning Assistance (SPA) • Lead for Executive Agencies (135) COOP (Continuity of Operations) • Assistance • Review • COOP Planner – Promoted to Another Position • COOP Planning Specialist – Left for Private Sector • Local Planning Assistance (LPA) • Departures, Promotions, Vacancies, Recruitments, Hirings… • Existing Staff Trained on COOP (Continuity of Operations) through Independent Study Courses

  24. The Plan for Local COOP(Continuity of Operations) • Fully Staff LPA (and SPA) • New LPA Staff Trained on COOP (Continuity of Operations) Independent Study Course • LPA Staff will be Tutored on VDEM’s Local COOP Planning Guide • Training – TBD • Regional Coordinators’ Role - Standby

  25. Post-National Response Plan (6/05) • Existing Local EOP (Emergency Operations Plan) Template Updated • Released at 2005 Coordinators Briefings

  26. Routine Update • NRF (National Response Framework) • Debris Management • Pan Flu • Dams

  27. Challenges • Turnover in LPA (Local Planning Assistance) • Departures, Promotions, Vacancies, Recruitments, Hirings…

  28. The Plan • Staff up LPA (Local Planning Assistance) • Finish LEOP (Local Emergency Operations Plan) Template • 12/1/08 • Training TBD

  29. COOP/EOP (Continuity of Operations/Emergency Operations Plan) Training Concept • Regional Workshops • 2 in 4/6 • 2 in 2/3 • 2 in 1/5 • Assistance/Guidance Along the Way • LPA (Local Planning Assistance) Staff • Regional Coordinators’ Role – Almost There…

  30. Training Concept (Cont.) • Regional Follow Up • When a majority of localities reach some pre-determined point along the process

  31. Regional Coordinators • Their Role in the Process

  32. LOCAL SUPPORT SERVICES DIVISION

  33. Background • Post 9/11 • April 2003 - Secure Virginia Panel initiative • Built on former Field Services activities • Lessons Learned - Isabel

  34. “To improve the Commonwealth’s preparedness, response, and recovery capabilities…”

  35. The Regional Coordinator- Where- What- How

  36. Where: • One Regional Coordinator per Region • Region 7 Team • 20 Localities per Region, average • Backgrounds: • Emergency Management • Law Enforcement • Fire • Military

  37. What We Do: • Situational Awareness: • Monitor trends • Identifying needs, gaps and strengths. • Critical data for decision makers

  38. What We Do: • Partnerships • State agencies regionally • Federal agencies • Voluntary Agencies Active in Disaster (VOAD) • Other non-governmental entities.

  39. What We Do: • Support Local and Regional Programs • Design • Development • Implementation • Analysis

  40. What We Do: • SUPPORT TO LOCALITIES: • Liaison to VDEM Program staff • Targeted Training • Coaching / Mentoring • Networking • Meeting Facilitation

  41. What We Do: • Emergency / Disaster Response: • Rapid assessment • Coaching • Establishing Communications

  42. How We Do It: • ‘Building Bridges” • Developing Networks and Partnerships • Opening doors

  43. How We Do It: • Equipment • Wireless Broadband Internet • Satellite communications • Global Positioning System (GPS) • Cameras with GPS • Onboard Computer and Printer

  44. How We Do It: Mobility

  45. Plans are important…

  46. Plans are important, but planning is priceless

  47. Planning Assistance: • Support your planning process • Identify internal stakeholders • Assist with state agency involvement • Meeting facilitation – initial • Regional Training and Workshops • Collaboration with Preparedness Division

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