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Emergency Management Plan CITY OF MIAMI BEACH Office of the City Manager Interoffice Memorandum lQ - From: Executive Management Team Jorge M. Gonzalez Q ~ /" City Manager .ro EMERGENCY M NAGEMENT PLAN Date: September 2, 2004 To: Subject: The attached plan has been developed to provide guidance and instruction in the case of an Emergency Event in the City of Miami Beach. The plan is to be used in the organization of City workforces and the execution of the recovery operation. All Department Directors and Executive Staff are required to be familiar with the plan as it pertains to their specific operation and be prepared to implement the plan upon notification. RCM c: City of Miami Beach Emergency I Hurricane Preparedness Plan ConceDt of ODe rations The City of Miami Beach is a major metropolitan area located on the Atlantic sea coast. This location is directly in line with the historical paths of hurricanes, tropical storms and other significant weather events. As such the City is vulnerable to damage, erosion and major catastrophic loss due to the events of nature. The purpose of this plan is to establish procedures and the assignments of assets in a manner that will enhance the ability of the City to respond to a major weather event and coordinate the assignment of people and equipment during the initial phases of recovery. The individual departments and divisions of the City have developed emergency plans which address activities in preparation for a storm event and during the resumption of normal operations. This plan directs the initial activities following the "All Clear" notification and the efforts taken to restore essential services and open major . thoroughfares. A key element of this plan is task organization and inter-departmental support. During the period immediately following an a hurricane or severe weather event the normal departmental structure of the City will be transformed into a task oriented organization to which each department will contribute materials, vehicles, employees and other assets to the recovery operation. Employees will be performing different functions and reporting to different supervisors during the hurricane recovery event. This period is expected to last anywhere from 24-96 hours, based on the severity of the event. Once the City Manager has determined that the initial recovery phase has been completed the regular departmental structure of the City will be reinstituted. Pre-event measures are actions taken to mitigate the adverse effects of the emergency event. The Department/Division emergency plans listed in this document, as attachments, provide details concerning actions prior to a weather event. Listed below are some of the major activities which should occur once the City Manager has activated the emergency posture of the City. - Shut-down and securing construction sites - Removal of objects from the right-of-ways that could constitute missile hazards - Inspection and clearing of all major drainage devices and structures - Removal of life guard stands from the beach - Inspection and preparation of vehicles and equipment - Verification of employee assignments and duties - Safe guarding of records and essential materials - Ensure supplies are available to emergency crews - Delivery of fuel supplies - Notification of special care medical cases 1 Following this period of preparation the City organization will be optimized for emergency operations. The Emergency Operations Center (ECO) and the Regional Command Centers (ROC) will be activated by the City Manager and the staff organized to support operations within the City and to perform liaison with other agencies. Emeraencv Operation Center (EOC) The EOC is intended to serve as the principal point for policy decision making, overall coordination of disaster response, coordination and allocation point for disaster related resources and the contact point for the Miami-Dade County EOC and all media contacts. Field personnel report to and coordinate with the EOC all of the City's disaster responses and activities. The EOC is operated on an incident command basis. The City Manager, or his designee, exercised overall command of the City's disaster response. In pre-planning or warning phases for disasters, traditional department accountabilities and reporting relationships are respected and to be followed. In a post disaster response and initial recovery phase, all City resources are directed by appropriate EOC or other incident management field response staff. Elements and staffing assignments of the EOC are filled based upon the response required for any given disaster or emergency situation. In full activation, such as major hurricane, all EOC assignments are staffed. Activation The EOC is activated upon direction of the City Manager. In a hurricane scenario, the City Manager will activate the EOC when a hurricane watch has been issued for the City of Miami Beach. Initial activation will be to organize key EOC staff to assess the situation and to determine appropriate immediate steps for the City to pursue. Location The EOC is to be located at City Hall for any disaster or emergency response situation until or unless such time as the location is unable to offer appropriate facilities and support for the EOC function. In the event of an evacuation for hurricane purposes, the EOC shall be relocated to the Miami-Dade EOC at 9300 NW 41 Street. In the event of any other scenario which would make the City Hall unavailable for EOC purposes, the EOC's alternate location in the City of Miami Beach will be the Miami Beach Police Department located on Washington Avenue. 2 EOC Assianments The following functional areas/corresponding staff will be represented in the EOC: Command Police Fire Operations Logistics Administration & Finance Planning & Information Shift A Jorge Gonzalez Don Delucca Floyd Jordan Fred Beckmann Christina Cuervo Patricia Walker Ramiro Inguanzo Shift B Robert Middaugh Patricia Schneider Ed Del Favero Tim Hemstreet Vivian Guzman Kathie Brooks Bob Parcher EOC Functions In initial EOC activation and assessments, the primary representatives will be expected to participate; secondary representatives are intended to assist in the EOC function in the event long term staffing needs to be provided. Secondary assignments would be to provide relief in the respective functional areas. The basic mission of each of the functional EOC areas is as follows: Command - The EGC command assignment and function is to provide overall command and direction to the EOC and to the emergency response that is being undertaken by the City Operations - This assignment is responsible for the overall operational response and coordination for resources in a City emergency, while it specifically encompasses the Public Works and Engineering functions it will also overlap into support for and coordination with Police and Fire functions. The operations section/function is the primary response arm in an emergency and the Public Works, Police and Fire response staffs are expected to coordinate closely. Where each sub-function is expected to be the expert in the respective functional areas, the operations section is under the direction of the Operations designee for coordination purposes. Specific emergency functions within this area are: ESF1 Transportation, ESF2 Communications, ESF3 Public Works and Engineering and ESF12 Energy. Operating departments that will be engaged in one of the various operational aspects of an emergency response will include all of the Public Works Divisions, Parks Maintenance, CIP, Code Enforcement, Building, Fleet, Parking and IT. These departments will be responding in support of the Regional Command Centers located within the City. - Police - The Police assignment is expected to focus on the Police and public safety aspect of an emergency response and form a part of the operational function and response which will also include the Fire and Public Works functions. Specific assignments include ESF16 Law Enforcement and Security. 3 - Fire - The Fire assignment is expected to provide assistance, guidance and coordination for fire suppression, emergency management, search and rescue, health and medical service and hazardous material assignments responsibilities that are required within the Fire activities in a disaster response. As with Police this is one of the three portions of the overall operational function and response. Specific responsibilities include ESF4 Firefighting, ESF8 Health and Medical Services, ESF9 Search and Rescue and ESF10 Hazardous Materials. Loaistics - The Logistics assignment is intended to be the principal point of coordination for procurement of goods and services, supplies and materials that are needed by any of the operational portions of an emergency response. The logistics function is broadly defined and includes beyond goods and services, personnel resources and volunteer resources. Specific emergency functions included in this area are ESF6 Mass Care, ESF7 Resources, ESF11 Food and Water, ESF15 Volunteer Services, ESF17 Animal Protection and ESF 18 Human Services Delivery. The Departments which are engaged in this activity will include Neighborhood Services, Purchasing, Human Resources, Economic Development, Asset Management, Tourism, Planning and Parks and Recreation. Administration and Finance - This assignment is responsible for the payment and monitoring of expenses associated with any disaster or emergency response of the City for which the EOC has activated. This area is responsible to assure that all appropriate documentation and record keeping is undertaken to assure FEMA reimbursement for any specific disaster. Department personnel which are assigned to this function will include Finance, Internal Audit, Risk Management, Grants and City Clerk. Plannina and Information - This assignment is responsible for tracking and organizing data and information which comes to the EOC so that all of the staff within the command center are able to easily see and understand data that is incoming from the field. This area is also responsible for media and public information releases. Emergency activities included are ESF 5 Information and Planning and ESF14 Public Information. Department staffs that will be engaged in this activity include Media Relations, City Manager's Office, Legal and the Answer Center. Media Relations - Is a subset of the Planning and Information function. The Office of Communications will be responsible for all press releases and interviews granted to the press. This is essential in order to ensure timely, accurate information is released to the public. The Public Information Officer will prepare informational media packages for release to the media. The City Manager or Assistant City Manager in charge of the EOC will approve the release. This approval is to ensure accurate information. The Public Information Officer will maintain contact with the Mayor and all City Commissions to offer them opportunities to serve as spokesperson(s) for the City. Every effort should be made to enable the Mayor and Commissioners to release information. This practice would take advantage of the Mayor/Commissioners knowledge of the City and also serve to keep them informed of operations and happenings in the City. 4 The Public Information Officer will prepare statements in advance of a severe weather event disseminating information, informing the public of emergency routes and evacuations. Preferably these would be pre-recorded audio and video messages. Close liaison is essential with the Miami Beach Police and Fire Departments as well as the Miami-Dade EOC. ReQional Command Centers Subordinate to the Emergency Operations Center are Two Regional Command Centers. These Regional Command Centers will be responsible for coordinating the recovery efforts in their respective areas and responding to tasking from the EOC as well as responding to support requests from the various department and divisions conducting operations. 1. The Southern Operations Center (SOC) will coordinate recovery operations south of 41st Avenue. The Center will be located at the following prioritized locations depending on availability and accessibility: Primary ............................. Police Station Alternate ........................... Convention Center Alternate ........................... Public Works Utilities Yard 2. The Northern Operations Center (NOC) will coordinate recovery operations north of 41st Avenue. The Center will be located at the following prioritized locations depending on availability and accessibility: Primary ............................. North Shore Youth Center Alternate ........................... 42nd Street Parking Garage Alternate ........................... Fire Station #3 Operations Center Staffina Regional Command Center Staffing is as follows: "A" Shift "B" Shift Southern Reqion Ray Martinez Robert Halfhill Northern Reqion Eric Yuhr Chris Parrino After access to the City has been cleared and the two Regional Operation Centers have been established, each of the Operations Centers, when activated, will have functional area assignments that match the EOC manning structure. In full activation staff will be assigned to: Southern Operations Center 5 Command Police Fire Operations Logistics Administration Planning and Information Shift A Ray Martinez John DiCenso Javier Otero John Oldenburg Jorge Chartrand Georgie Echert Barbara Hawayek Northern Operations Center Command Police Fire Operations Logistics Administration Planning and Information Shift A Eric Yuhr Dave Allen Duty Captain 3 Mike Alvarez George Gomez Jose Cruz Max Sklar Shift B Robert Halfhill Tom Weschler John Howard Kevin Smith Julio Magrisso Ramon Duenas Linda Gonzalez Shift B Chris Parrino Carlos Noriega Duty Captain 3 Saul Frances Gus Lopez Jim Sutter Kristin McKew It should be noted that the Regional Operation Centers are 24-hour operations and will require two shifts of employees. Additional personnel will be requested from the muster location at the Convention Center. The reporting path for the departments and Regional Command Centers is depicted graphically below. Miami Beach Emergency Operations Center Southern Operations Center Recovery Operations Northern Operations Center , , , I / ~/ 6 LandFall Team The initial response to a disaster in the recovery mode will be by three LandFall Teams comprised of City personnel. The point of origin for each of the LandFall teams will be dependant upon the exact strength and duration of the emergency event. Depending on the severity of the situation, to the LandFall Team will be staged at the Miami Ballet building and the Miami Orange Bowl, with equipment positioned to support the LandFall team at the Convention Center and Orange Bowl. If the severity of the storm precludes staging at the Miami Ballet, all of the LandFall Teams will stage at the Orange Bowl. The Police Department is responsible for providing logistics support at the Orange Bowl and Miami Ballet. LandFall Team Activation All LandFall team members will be notified by their supervisors of their assignment to a specific team at the beginning of hurricane season. Activation of the LandFall Team will be made by the City Manager when a hurricane warning is issued for the City of Miami Beach. Any personnel assigned to a LandFall Team will be immediately allowed to go to their personal residence to secure their property and to make any necessary arrangements for family members. LandFall Team Staffina Each LandFall team will be comprised of personnel from various departments intended to form a self-sufficient unit capable of multiple missions in the first response to a hurricane. The attached staffing and vehicle support matrix indicates that each of the LandFall teams has approximately 49 persons assigned to each team, for a total of 147 persons. The LandFall teams are comprised of Fire, Police and various Public Works, Parks and Fleet personnel together with the supporting vehicles. The personnel assignments and associated equipment and vehicles will be provided as an attachment. In the event that the Hurricane is above a Category III the LandFall Teams will relocate to the Orange Bowl Stadium at 1501 NW 3rd Street. On arrival, the Police Officer-in- Charge will contact Orange Bowl representative at the Administration Offices, located in the Southwest corner of the stadium. The Police Department is responsible for coordinating locating the LandFall Teams at the Orange Bowl. This plan assumes that the LandFall Team will need to be self sufficient for a period of approximately 24 hours and to be fully capable of operating in an environment without external support. After 24 hours, it is assumed that supplemental city response personnel will be available as will other supplies and materials to assist in the recovery effort. In concept the LandFall Team is the initial re-entry force for the City. Once access is achieved, the LandFall Team will be augmented by arriving employees. LandFall Team Operational Priorities 7 The initial priority of each of the LandFall Teams will be to clear accesses to allow the establishment of a north and south Regional Command Centers. The southern Regional Command Center will be located at the Miami Beach Police Department. The northern Regional Command Center is intended to be at the North Shore Youth Center and surrounding surface parking lots with the specific understandin~ that it may take a leap frog movement from Fire Station #2/Public Works Yard to the 42n Street Garage and then on to the final established point of the North Shore Youth Center. In the case of the northern Regional Command Center, the Command Center will be at whatever point the Regional Commander is located during the movement to the North Shore Youth Center. Upon notification of "All Clear" and the winds have receded to less than 40 MPH the LandFall Team will commence road clearing operations. The priority for clearing roadways will be as follows: Harding Avenue Alton Road 41st Street 715t Street Collins Avenue Indian Creek LandFall Team #1 based at the CMB Ballet shall: - Proceed south on Washington Avenue from the Convention Center to the Police Department at 11th & Washington to establish the Southern Operations Center. - Then proceed south on Washington to 5th Street and rendezvous with the Orange Bowl based LandFall Team #3. - Joining with the Orange Bowl based team #3 and clear access to the McArthur Causeway if necessary - Once joined proceed north on Alton Road to 41 st. - Once completed address mission priorities consistent with the direction and need established by the Southern Regional Command Center. LandFall Team #2 based at the CMB Ballet shall: - Proceed from the Convention Center to Fire Station #2 and the Public Works Yard to clear access, then proceed east on 23rd Street to Collins Avenue, north on Collins Avenue to 42nd Street Parking Garage where a temporary Northern Operations will be established. - Team #2 shall then travel to 41st Street to the west to clear access to Mt. Sinai Hospital. - Team #2 will then return to the 42nd Street Operations Center and proceed north on Collins Avenue to the North Shore Youth Center and establish the Northern Regional Command Center site. 8 LandFall Team #3 based at the Oranae Bowl shall: - Proceed from the Orange Bowl to the McArthur Causeway to clear access to the causeway to 5th Street. - Team #3 will rendezvous with the Team #1 on 5th at Alton Road Washington depending upon which team is able to advance the furthest and the most quickly. - Team #3 will then travel north along Alton Road to clear access to Dade Boulevard then east on Dade Boulevard to the Convention Center. - Team #3 will then be dispatched to the north on Alton Road, east on 41s1 Street, north on Pine Tree, east on 63'd Street. - Then north on Indian Creek Drive to the northern Regional Command Center in support of the establishment of Northern Regional Command Center. In the clearing operation the teams will be moving trees and debris to the side of the roadway to allow access for vehicles and equipment. Removal of the debris will be part of the follow-up effort. Each team will be equipped with at least one loader with supporting vehicles and employees. The clearing team will consist of a Supervisor, a Heavy Equipment Operator and at least four labors to support the operation of the machine. The LandFall teams will separate at Dade Blvd. Two teams will travel separately to the North on an east and west axis of travel in an effort to clear access to the hospitals and to establish a Northern Command Centers in the vicinity of 41st Street Parking Garage. The third team will travel south to establish the Southern Regional Command Center at the Police Department. In the event that the MacArthur Causeway is impassable, the LandFall team #3 will travel north using 1-95 to the 1-195 exit and enter the City through the Julia Tuttle Causeway. LandFall Team #3 will proceed east on 41st to Pine Tree Drive and go south to Washington Avenue and then assume their original mission of meeting with LandFall Team #1. In the event that all three LandFall Teams are staged at the Orange bowl and must enter the City via the Julia Tuttle Causeway the following alternative directions are provided: _ LandFall Team #1 will proceed south on Alton Road and meet with LandFall Team #3 in the vicinity of 5th Street. _ LandFall Team #2 will proceed south on Alton Road, east on Dade Boulevard to 23rd Street and proceed north as originally directed. _ Landfall Team #3 will proceed east on 41st to Pine Tree and go south to Washington Avenue and then assume their original mission of meeting with LandFall Team #1. 9 Communications The Information Technology Department (IT) has overall responsibility for planning and maintaining essential communications during emergency events. To accomplish this function the following assets are available. - Nextel RadioiTelephone System - Cellular Telephone Systems - Two Way Radios - Bell South Telephones Nextel will provide portable cell towers within 48 hours of an emergency event. These towers will provide telephone and radio service. Nextel Service Representative contacts are: Maria Savino @ 954-275-9962 Irene Cabrera @ 305-970-7744. IT has approximately 40 cellular telephones available for distribution during emergency events. There are provisions for temporary service if the primary cell towers are in- operative IT has approximately 60 two-way radios available for distribution during emergency events. There are three channels, one for Police, Fire and Operations. The Police Department has three radio repeaters and will position the two mobile repeaters at pre-determined locations that will enable these radios to function within the City. Two of the mobile repeaters are vehicle mounted and powered by 11 OV from either an inverter, generator or building power. The third is mounted permanently. Contact point for the repeaters is Aziz Aboreden at extension 1389. The Police point of contact Lt. Larry Bornstein at extension 5323. The Public Works Department will provide assistance in moving the repeaters if required by the Police Department. IT has a lease agreement for satellite telephones. The telephones will be issued to the Regional Command Centers and the Miami Beach EOC. Bell South has seven (7) hardened telephone lines installed within City Hall. The lines are programmable and will be available to provide essential communications during an emergency event. Bell South Service Representative contact is George Grace @ 305. 260-8083 or 866-751-9315 Department Radios Telephones Landfall Team 15 North Regional CMD 6 1 South Regional CMD 6 1 Emergency Ops Center 6 1 Employee Processing 4 1 EOC Forward 2 1 10 Florida Power and Liaht Florida Power and Light (FPL) has a detailed plan for assessment and restoration of electricity to the City. Liaison with the City will be accomplished approximately 48 hours prior to a storms expected LandFall. FPL will join the LandFall team located at the Orange Bowl. Once the "All Clear" has been declared, FPL will immediately begin restoration of service. FPL is a self-supporting operation. No logistics assistance is required from the City. The parking lot for the convention center will be used by FPL for staging equipment and repair crews. Documentation as to how that staging will be accomplished and organized is shown in Attachment (3). To facilitate coordination and communications a City employee will be assigned to each FPL crew working within the City. The point of contact for FPL is Rosa LaRue @ (305) 552-4275 Damaae Assessment The Building Official is designated as in charge of damage assessment. Departments listed below will be primarily responsible for supporting Building Department in damage assessment. Depending on the severity of the situation and operational needs, employees from these organizations could be reassigned between the northern and southern operational centers. - Public Works/Engineering - Public Works/Property Management - Building - Code Enforcement The Departments listed below will be primarily responsible for infrastructure repair and restoration. Depending on the severity of the situation and operational needs, employees from these organizations would be assigned to restore infrastructure and services. - Parks and Recreation Maintenance - Public Works - Information Technology - Parking Debris Removal The Public Works Department is designated as the lead department for debris removal. The Public Works Director will assess the nature of severity of the hurricane and determine the priority of work for the contract debris clearing and disposal The City has contracted with the following companies for the removal and disposal of debris. AshBritt, Inc. 480 S. Andrews Ave. Ste 103 Pompano Beach, FI. 33069 954-545-3535 Grubbs Emergency Services 1115 S. Main Street Brooksville, FI. 34601 352-796-1912 11 City forces will conduct the initial clearing operation in support of search and rescue, infrastructure assessment and repair and access to main City thoroughfares. These companies will report for work as soon as possible following the emergency event. City Forces will continue to clear debris and open roadways until relieved by the contractor. The planned staging areas for debris are: - Juliet Tuttle interchange - Surface lots across from Open Space Park (Collins Ave west side) - Par Three Golf course (28th and Prairie) - South Point Park (Southern tip of Washington Ave.) - Green Waste Facility (28th and Meridian) Even though contractors are the primary debris clearing and disposal organizations there will be a need for damage assessment, data recording and contract management. The following Departments will be responsible for assigning administrative personnel to maintain field records for debris clearing: Finance 2 Human Resources 2 Cultural Affairs 1 Planning 2 Economic Development 1 The Sanitation Director will assign recorders to each work crew to record the size and quantity of the loads being disposed. These records will validate the FEMA claims for reimbursement. All forms for tracking and documenting debris clearance will be provided by the contractor Unassianed Emplovees All employees will report to work when the All Clear is given. The Human Resources Director will establish the location that will process employees reporting to work. It is essential to keep track of employees working in the post event environment. Employees not immediately required to support the recovery operation will be released to their respective departments, if practical, within the post event environment. These employees will be called to support recovery operations as needed. If it is not practical to release the employees to their respective departments a waiting area will be designated by the Human Resources Department. The Northern and Southern Operations Centers will be kept informed as to the employees available and the skills they possess. Emplovee Compensation Durina an Emeraencv In the event of an emergency, it is anticipated that employees will be asked and or required to work in excess of normal hours. Employees who are eligible for overtime under the provisions of a labor agreement or through the provisions of the Fair Labor Standards Act, will be compensated for excess hours in accordance with those provisions. Employees who are not overtime eligible, including executive staff, in recognition of excess 12 hours of work during an emergency will be compensated for all hours worked in excess of 40 hours during a regular work week, at the time and a half overtime rate, in the event that an emergency receives a federal disaster declaration. Resumina Normal Operations The City Manager will notify the various departments as to when they are to resume normal operations. At that point the employees not actively engaged by the Regional Command Centers will be released to their respective departments and the normal organizational structure of the City will be instituted. 13 EMERGENCY CONTACTS Miami-Dade Office of Emergency Management..................... 305-468-5400 FAX. ........................................................................................ 305-468-5401 TDOmy .. ..... ..... ....... ..... ..... ..... ... ... ........ ... ... ... ........... ... .........305-468-5402 Special Needs ........................................................................ 305-513-7700 Team Metro Hotline ................................................................ 305-375-5656 Office of Dade Co. Emergency Management ......................... 305-273-6700 Dade County Emergency Evacuation .................................... 305-273-6790 Assistance Program (TOO)..................................................... 305-273-6711 National Weather Service....................................................... 305-229-4522 National Hurricane Center ...................................................... 305-229-4523 Building Oept. Employee Disaster Coordinator:...................... 305-865-1982 City of Miami Beach Media Relations: ....................................305-673-7575 American Red Cross ..............................................................305- 644-1200 National .................................................................................. 202- 857-3718 Florida Division of Emergency Management .......................... 904- 413-9900 Hazards Mitigation Officer FEMA Region IV........................... 404- 853-4346 Florida Power & Light (Rosa LaRue) .................................. (305) 552-4275 Gene Beck... ..... ....... ..... ........ ................. .................... ............. 305-552-2825 Pager...................................................................................... 223-9230 # 3014 Aletha Plaer305-552-124Pager .............................................. 222-0641 M.J. Manny Rodriguez.... ........ ................. ................. ..............305-552-3443 Mike Beningo. ....... ....... ........ .............. .................... ........... ......305-377-6004 Pager: ..................................................................................... 223-9230 # 5249 FAX ........................................................................................ 305-377-6010 Beny Tucen ............................................................................ 305-377-6146 Pager...................................................................................... 223-9230 #2267 Noel Puldon ............................................................................ 305-387-6647 BELLSOUTH Frank Quintero......... ..... ..... .............. .......................... ............. 305-795-1455 Pager...................................................................................... 544-8320 Alan Bickford........ ............... ........... .................... .............. ......305-795-1461 Pager...................................................................................... 353-6083 Joe Szwanke .......................................................................... 305-795-1435 Pager...................................................................................... 366-5741 Tony Kowaleski ...................................................................... 305-756-4618 FAX. ........................................................................................ 751-4897 Scott Farrington ...... ..... ..... ........ ........ ........................ ..............305-795-1466 Pager...................................................................................... 543-2285 Gene Harrington.... ..... ..... ........ ............................. .............. ....305-324-0287/281-8492 PEOPLES GAS Gary Martin ............................................................................. 940-0139 ext.7350 FAX. ........................................................................................ 944-3114 George Bouza ........................................................................ 940-0139 ext.7246 Pager...................................................................................... 317-1434 Angel Quant............................................................................ 940-0139 ext.7217 14