HAYWOOD COUNTY

What if the building could not be used due to water or fire damage? How about the possibility of all your employees having the flu during the

same two weeks? How could you transmit pertinent data to and from other sources without the

internet or phone lines? Can you operate without water or power?

These are just a few questions that should be answered by the end of our COOP process!

What if your department/agency/office was not

able to perform essential functions?

Continuity of Operations (COOP) is a Federal initiative, required by Presidential Directive, to ensure that governmental departments, offices and agencies are able to continue to perform essential functions under a broad range of circumstances. ◦ Natural◦ Human-made◦ Technological◦ other events or emergencies.

Meeting weekly since August 2009:

Established Goal and Objectives.

Created an implementation time-line.

Completed COOP training

Prioritized Essential Functions.

Hazard & Vulnerability Assessment Tool

Develop a COOP plan capable of immediate implementation with or without warning, during duty and non-duty hours during any natural, man-made, technological or governmental security incident.

Provide full operational COOP capability of essential functions not later than 12 hours after activation.

Agencies/offices/departments must develop COOP operating procedures and resources necessary to sustain operations for up to 30 days upon activation.

The COOP must include procedures for regularly scheduled training of response staff, exercising of procedures and tested periodically to ensure efficient operations.

The plan must include the elements of: CHECKLIST:

◦ Essential functions◦ Delegations of authority◦ Alternate facilities◦ Interoperable communications◦ Vital records and databases◦ Human capital management◦ Tests, training and exercises◦ Devolution◦ Reconstitution

Develop and implement a Continuity of Operations Plan for Haywood County government by February 1, 2010.

COOP Planning Process began- ◦ August 3, 2009

Task Force finalizes templates/forms for agency/office/departments to complete.◦ October 6, 2009

Agency/office/department heads are trained and have returned templates / forms to the task force completed.◦ December 1, 2009

All data input into database and COOP plan is ready for County Manager and BOCC approval.◦ February 1, 2010

COOP Awareness Level Course (IS-546A)

Recommendation:◦ All agency/office/department heads complete the

awareness course.◦ http://www.training.fema.gov/EMIWeb/IS/is546a.asp◦ This course should take approximately 30-45 minutes to

complete.

Every agency/office/department has essential functions. But, during a crisis we must prioritize our functions and only expect to continue those with the highest priority.

We need your input to refine the list of these priorities.

The next slide shows our concept of prioritized functions, please email coop@haywoodnc.net if you would like to amend those priorities for your office.

External: Emergency Medical Services

◦ Maintain 6 Ambulance Shifts◦ Standby 7th Ambulance

Law Enforcement◦ Maintain Civil Order◦ Security for Specific Facilities◦ Maintain Jail Processes & Functions

911 / Communications Public Information

◦ Liaison with Public◦ Liaison with Media◦ Coordinate & Update Call-In Message◦ Coordinate & Update Reverse 911

Health◦ Communicable Disease◦ Vaccinations / Immunization◦ Environmental Health

Social Services◦ Child / Adult Protective Services◦ Medicaid Assistance◦ Food Stamps◦ Other Essential Services

Register of Deeds (Race to Record State) Solid Waste Animal Control Economic Development

◦ Liaison with Business / Industry ◦ Business / Industry Support

Building / Fire Inspections

Internal: Board of County Commissioners

◦ Guidance & Authority to perform Mission Critical Functions Special Called Meetings Authority Delegated to Chairman / Vice Chairman Press Releases / Briefings

◦ Implement Emergency Funding Protocols Administration

◦ Guidance & Authority to perform Mission Critical Functions Emergency Management Finance

◦ Emergency Purchase Orders◦ Deposit / Transfer – As Needed◦ Disperse Necessary Forms ◦ Funding Available

Payroll Purchase Orders Essential Regular Bills – Fuel, Power, Water, Etc.

Human Resources◦ Record Time

Kronos Paper (hardcopy)

◦ Process Payroll Records (work with Finance)◦ Disperse Necessary Forms ◦ On the spot hiring process

Tax Collections – Single Largest Local Revenue Source Facilities & Maintenance Fleet Maintenance Information Technology / Communications

◦ Maintain Primary & Secondary Ports for Voice / Data◦ Support I. T. needs for maintaining Mission Critical Functions

    Identify Alternative Facilities Inside / Outside of Haywood County Risk Management / Assessment Model Tele-work Back-up Date

Essential Functions During a COOP Event

In order for each of us to know how to prepare, plan and respond to a disaster or crisis, we must know our specific hazards and vulnerabilities!

The following slides show the spreadsheet that each agency/office/department head must complete in order to know their hazards. Please contact any member of the COOP task force for additional guidance, as needed. coop@haywoodnc.net

Instructions are provided under the first tab on the spreadsheet.

Once completed, the information will be rolled into a larger tool that will provide our overall hazards and vulnerabilities.

Hazard and Vulnerability Analysis Hazard and Vulnerability Analysis

This document is a sample Hazard Vulnerability Analysis tool. It is not a Issues to consider for preparedness include, but are not limited to:substitute for a comprehensive emergency preparedness program. Individuals or 1Status of current plansorganizations using this tool are solely responsible for any hazard assessment and 2Frequency of drillscompliance with applicable laws and regulations. 3Training status

4Insurance

INSTRUCTIONS: 5Availability of alternate sources for critical supplies/services Evaluate potential for event and response among the following categories using

the hazard specific scale. Assume each event incident occurs at the worst Issues to consider for internal resources include, but are not limited to:possible time. 1Types of supplies on hand/will they meet need?

2Volume of supplies on hand/will they meet need?Please note specific score criteria on each work sheet to ensure accurate recording. 3Staff availability

4Coordination with agencies

Issues to consider for probability include, but are not limited to: 5Availability of back-up systems1Known risk 6Internal resources ability to withstand disasters/survivability2Historical data

3Manufacturer/vendor statistics Issues to consider for external resources include, but are not limited to:1Types of agreements with community agencies/drills?

Issues to consider for response include, but are not limited to: 2Coordination with local and state agencies1Time to marshal an on-scene response 3Coordination with proximal counties2Scope of response capability 4Coordination with the private sector3Historical evaluation of response success 5Community resources

Issues to consider for human impact include, but are not limited to: Complete all worksheets including Natural, Technological, Human and Hazmat.

1Potential for staff death or injury The summary section will automatically provide your specific and overall relative threat.2Potential for patient death or injury

Issues to consider for property impact include, but are not limited to:1Cost to replace2Cost to set up temporary replacement3Cost to repair4Time to recover

Issues to consider for business impact include, but are not limited to:1Business interruption2Employees unable to report to work3Customers unable to reach facility4Company in violation of contractual agreements5Imposition of fines and penalties or legal costs6Interruption of critical supplies7Interruption of product distribution8Reputation and public image9Financial impact/burden

HAZARD AND VULNERABILITY ASSESSMENT TOOLNATURALLY OCCURRING EVENTS

   SEVERITY = (MAGNITUDE - MITIGATION)      

 

EVENT

PROBABILITY HUMAN IMPACT

PROPERTY IMPACT

BUSINESS IMPACT

PREPARED-NESS

INTERNAL RESPONSE

EXTERNAL RESPONSE

RISK

  Likelihood this will occur

Possibility of death or injury

Physical losses and damages

Interruption of services

PreplanningTime,

effectiveness, resources

Community/ Mutual Aid staff

and suppliesRelative threat*

SCORE

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = High

2 = Moderate 3

= Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 - 100%

Hurricane               0%

Tornado               0%

Severe Thunderstorm

              0%

Snow Fall               0%

Blizzard               0%

Ice Storm               0%

Earthquake               0%

Tidal Wave               0%

Temperature Extremes

              0%

Drought               0%

Flood, External               0%

Wild Fire               0%

Landslide               0%

Dam Inundation                

Volcano               0%

Epidemic               0%

AVERAGE SCORE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0%

*Threat increases with percentage.

0 RISK = PROBABILITY * SEVERITY

0 0.00 0.00 0.00

HAZARD AND VULNERABILITY ASSESSMENT TOOLTECHNOLOGIC EVENTS

    SEVERITY = (MAGNITUDE - MITIGATION)        

EVENTPROBABILITY HUMAN

IMPACTPROPERTY

IMPACTBUSINESS

IMPACTPREPARED-

NESSINTERNAL RESPONSE

EXTERNAL RESPONSE

RISK

 Likelihood this

will occurPossibility of

death or injuryPhysical losses and damages

Interruption of services

PreplanningTime,

effectiveness, resources

Community/ Mutual Aid staff

and suppliesRelative threat*

SCORE

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = High

2 = Moderate 3

= Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 - 100%

Electrical Failure               0%Generator Failure               0%Transportation Failure               0%Fuel Shortage               0%Natural Gas Failure               0%Water Failure               0%Sewer Failure               0%Steam Failure               0%Fire Alarm Failure               0%Communications Failure               0%Medical Gas Failure               0%Medical Vacuum Failure               0%HVAC Failure               0%Information Systems Failure

              0%

Fire, Internal               0%Flood, Internal               0%Hazmat Exposure, Internal

              0%

Supply Shortage               0%Structural Damage               0%

AVERAGE SCORE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0%*Threat increases with percentage.0 RISK = PROBABILITY * SEVERITY0 0.00 0.00 0.00

HAZARD AND VULNERABILITY ASSESSMENT TOOLHUMAN RELATED EVENTS

   SEVERITY = (MAGNITUDE - MITIGATION)      

 

EVENT

PROBABILITY HUMAN IMPACT

PROPERTY IMPACT

BUSINESS IMPACT

PREPARED-NESS

INTERNAL RESPONSE

EXTERNAL RESPONSE

RISK

  Likelihood this will occur

Possibility of death or injury

Physical losses and damages

Interruption of services

PreplanningTime,

effectiveness, resources

Community/ Mutual Aid staff

and suppliesRelative threat*

SCORE

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = High

2 = Moderate 3

= Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 - 100%

Mass Casualty Incident (trauma)

              0%

Mass Casualty Incident (medical/infectious)

              0%

Terrorism, Biological               0%

VIP Situation               0%

Infant Abduction               0%

Hostage Situation               0%

Civil Disturbance               0%

Labor Action               0%

Forensic Admission               0%

Bomb Threat               0%

AVERAGE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0%

*Threat increases with percentage.

0 RISK = PROBABILITY * SEVERITY

0 0.00 0.00 0.00

HAZARD AND VULNERABILITY ASSESSMENT TOOLEVENTS INVOLVING HAZARDOUS MATERIALS

   SEVERITY = (MAGNITUDE - MITIGATION)      

 

EVENTPROBABILITY HUMAN

IMPACTPROPERTY

IMPACTBUSINESS

IMPACTPREPARED-

NESSINTERNAL RESPONSE

EXTERNAL RESPONSE

RISK

  Likelihood this will occur

Possibility of death or injury

Physical losses and damages

Interruption of services

PreplanningTime,

effectiveness, resources

Community/ Mutual Aid staff

and suppliesRelative threat*

SCORE

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = Low 2 = Moderate 3 = High

0 = N/A 1 = High

2 = Moderate 3

= Low or none

0 = N/A 1 = High

2 = Moderate 3 = Low or none

0 = N/A 1 = High

2 = Moderate

3 = Low or none

0 - 100%

Mass Casualty Hazmat Incident (From historic events at your MC with >= 5 victims)

              0%

Small Casualty Hazmat Incident (From historic events at your MC with < 5 victims)

              0%

Chemical Exposure, External

              0%

Small-Medium Sized Internal Spill

              0%

Large Internal Spill               0%

Terrorism, Chemical              0%

Radiologic Exposure, Internal

              0%

Radiologic Exposure, External

              0%

Terrorism, Radiologic              0%

AVERAGE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0%

*Threat increases with percentage.

0RISK = PROBABILITY * SEVERITY

0 0.00 0.00 0.00

4 steps to be completed by December 1, 2009:Step 1- You have just completed!

Step 2- Take the on-line FEMA course: http://www.training.fema.gov/EMIWeb/IS/

is546a.asp

Step 3-Complete the Hazard/Vulnerability Assessment Tool. Return to coop@haywoodnc.net

Step 4-Complete the checklist with supporting information to be included into the COOP.

Email coop@haywoodnc.net for questions about the process. They will be posted under the FAQ tab on the intranet.

Kristy Wood Dale Burris Marty Stamey Julie Davis

Susan Layton David Cotton Greg Shuping Bill Miller