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11/15/2011 - Regular
Roanoke County Board of Supervisors Agenda November 15, 2011 Good afternoon and welcome to our meeting for November 15, 2011. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Our meetings are now closed- captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772 -2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Associate Pastor Reverend David Vaughan Thrasher Memorial United Methodist Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to James Ray Lavinder, Chief of Police, upon his retirement after more than thirty -two years of service 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Michael C. Goff, Solid Waste Equipment Operator, upon his retirement after more than thirty -two years of service Page 1 of 5 3. Proclamation declaring November 2011 as National Adoption Month in the County of Roanoke(Patience O'Brien, Assistant Director of Social Services) D. BRIEFINGS E. NEW BUSINESS 1. Presentation of results of operations for the fiscal year ended June 30, 2011 and request to appropriate $894,302 (Rebecca Owens, Director of Finance) 2. Request to adopt a resolution authorizing an amendment to the 2001A Lease Revenue Bond (Rebecca Owens, Director of Finance) 3. Resolution adopting the Roanoke County Emergency Operations Plan, 2011 Update (Richard E. Burch, Jr., Chief of Fire and Rescue) 4. Request for authorization to execute a performance agreement between the County of Roanoke, the Roanoke County Economic Development Authority, and Varsity Landscaping & Grounds, LLC /Anderson Properties of Virginia, LLC, Cave Spring Magisterial District (Jill Loope, Acting Director of Economic Development) F. FIRST READING OF ORDINANCES 1. Ordinance amending Chapter 13. — "Offenses- Miscellaneous" providing for an urban archery deer season in Roanoke County (Paul M. Mahoney, County Attorney) 2. Ordinance declaring 5915 Garner Road, Roanoke, Virginia (Tax Map Number 86.20 -02- 05.00) as blighted, authorizing spot blight abatement and appropriation of $10,000, Cave Spring Magisterial District (Paul M. Mahoney, County Attorney) 3. Ordinance approving the new Intergovernmental Agreement between the City and County of Roanoke for joint use of the 800 MHZ Radio System (Bill Greeves, Director of Communications and Information Technology) 4. Ordinance authorizing conveyance of a variable width water and sanitary sewer line easement to the Western Virginia Water Authority to be located within a public right -of -way known as Green Tree Lane, said right -of -way having been dedicated to the Board of Supervisors, Catawba Magisterial District (Joe Obenshain, Senior Assistant County Attorney) Page 2 of 5 5. Ordinance establishing a special assessment for the South Peak Community Development Authority regarding the financing of certain public infrastructure improvements (Paul Mahoney, County Attorney) G. SECOND READING OF ORDINANCES 1. Ordinance amending Article III. "Real Estate Taxes" of Chapter 21. "Taxation of the Roanoke County Code by the adoption of a new Section 21 -42. entitled "Establishing deadlines for filing applications to the Board of Equalization for relief' (Paul M. Mahoney, County Attorney) H. APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Clean Valley Council 3. Roanoke County Community Leaders Environmental Action Roundtable (RC- CLEAR) (appointed by District) I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes — October 11, 2011 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Paul E. Nester, Recreation Programmer, upon his retirement after thirty (30) years of service 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Vicky H. Huff, Deputy Sheriff-Civil Division, upon her retirement after twenty -seven (27) years of service 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Marcha K. Spencer Powell, Senior Buyer, upon her retirement after seven (7) years of service 5. Request to accept and appropriate funds in the amount of $1,000 to the Roanoke County Public Schools from the Allstate Foundation Page 3of5 6. Confirmation of appointment to the Roanoke County Community Leaders Environmental Action Roundtable (RCCLEAR) (appointed by District) J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Comparative Statement of Budgeted and Actual Revenues as of October 31, 2011 5. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of October 31, 2011 6. Accounts Paid — October 31, 2011 N. WORK SESSIONS 1. Work session to discuss "Proposed changes to Chapter 9 of County Code for amendments to Statewide Fire Code" (Richard E. Burch, Chief of Fire and Rescue; Gary Huffman, Fire Marshall) 2. Work Session on Roanoke County Community Leaders Environmental Action Roundtable (RCCLEAR) Activities (Anne Marie Green, Director of General Services) O. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2.3711.A.1.Personnel, namely discussion concerning appointments to the Economic Development Authority Page 4 of 5 EVENING SESSION — 7:00 P.M. P. CERTIFICATION RESOLUTION Q. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. The petition of Glenn Reed to rezone approximately 13.7 acres from AR, Agricultural /Residential District to AV, Agricultural Village District and to obtain a special use permit for the purpose of a gas station /convenience store located at 9651 Bent Mountain Road, Windsor Hills Magisterial District (Philip Thompson, Deputy Director of Planning) Postponed until December 13, 2011 2. Ordinance to exempt 0.23 acre of property owned by the Advancement Foundation (Tax Map No. 60.15- 07 -40) from real property taxes, said real property, assessed at $226,000, Vinton Magisterial District (Paul M. Mahoney, County Attorney) 3. The petition of Peter Lundy to obtain a Special Use Permit in a C -2, General Commercial, District for the operation of a used automobile dealership on 0.665 acre, located at 3119 Brambleton Avenue, Windsor Hills Magisterial District (Philip Thompson, Deputy Director of Planning) R. CITIZENS COMMENTS AND COMMUNICATIONS S. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Michael W. Altizer 2. Richard C. Flora 3. Eddie "Ed" Elswick 4. Charlotte A. Moore 5. Joseph B. "Butch" Church T. ADJOURNMENT Page 5of5 ACTION NO. ITEM NO. C -1 AT A REGULAR MEETING OF - rHE BOARD OF SUPERVISORS OF ROrANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRA - riON CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: November 15, 2011 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to James Ray Lavinder, Chief of Police, upon his retirement after more than thirty -two (32) years of service Deborah C. Jacks Clerk to the Board B. Clayton Goodman III 1jp :H County Administrator COUNTY ADMINIs'rRATOR'S COMMENTS: SUMMARY of INFORMATION: James Ray Lavinder, chief of Police, retired on November 1, 2011, after more than thirty - two (32) years of service. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 15, 2011 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JAMES RAY LAVINDER, CHIEF OF POLICE, UPON HIS RETIREMENT AFTER MORE THAN THIRTY -TWO YEARS OF SERVICE WHEREAS, James R. Lavinder was hired by the Roanoke County Sheriff's Office on September 1, 1979, and served such positions as Detective and Lieutenant; and WHEREAS, upon formation of the Roanoke County Police Department, he was promoted to the rank of Captain and in June 1997 was selected as Chief of the Department; and WHEREAS, Chief Lavinder retired on November 1, 2011, after more than thirty -two years of devoted, faithful and expert service with the County; and WHEREAS, during his time serving Roanoke County's Police Department, Chief Lavinder and his staff achieved the following: • Construction of the firearms range and driver training center near Dixie Caverns; • Established the Roanoke County Criminal Justice Academy, the first independent training academy in Virginia in nearly 30 years; • Earned and maintained national accreditation from the Commission on Accreditation for Law Enforcement Agencies (CALEA); • Created Roanoke County's school resource officer program; • Developed one of the best Animal Control programs in Virginia; • Promoted programs to better address cases involving the mentally ill including implementation of the first Crisis Intervention Team (CIT) program in Virginia; and Page 1 of 2 WHEREAS, Chief Lavinder is well -known and respected for his professionalism, leadership and dedication to the law enforcement profession; and WHEREAS, that professionalism was evident in December 2010 when Chief Lavinder became the public face in the nationwide search for a missing 12- year -old girl; and WHEREAS, under Chief Lavinder's capable guidance the missing child and her abductor were located in California and safely returned to Virginia; and WHEREAS, Chief Lavinder is one of the longest serving police chiefs in Virginia and will be remembered for his many accomplishments and contributions. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JAMES RAY LAVINDER for more than thirty -two years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 2 of 2 ACTION NO. ITEM NO. C -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: November 15, 2011 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Michael C. Goff, Solid Waste Equipment Operator, upon his retirement after more than thirty -two (32) years of service Deborah C. Jacks Clerk to the Board B. Clayton Goodman III DDN County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY of INFORMATION: Michael C. Goff, Solid Waste Equipment Operator, retired on November 1, 2011, after more than thirty -two (32) years of service. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1of1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 15, 2011 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO MICHAEL C. GOFF, SOLID WASTE EQUIPMENT OPERATOR, UPON HIS RETIREMENT AFTER MORE THAN THIRTY -TWO YEARS OF SERVICE WHEREAS, Michael C. Goff was hired on April 1, 1979, and has served as a Laborer, Refuse Collector, Motor Equipment Operator and finally as Solid Waste Equipment Operator; and WHEREAS, Mr. Goff retired on November 1, 2011, after thirty -two years and seven months of devoted, faithful and expert service with the County; and WHEREAS, during his time working for Roanoke County, Mr. Goff served countless citizens by providing a variety of solid waste services, including most recently delivering the Freeloader, a trailer used by residents for large, clean -up operations; and WHEREAS, many citizens specifically requested that Mr. Goff deliver the Freeloader to their homes because of his driving skill and knowledge of the area; and WHEREAS, Mr. Goff consistently performed his duties in a pleasant, helpful and always courteous manner; which will be missed by citizens and staff alike. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MICHAEL C. GOFF for more than thirty -two years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 1of1 ACTION NO. ITEM NO. C -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 15, 2011 AGENDA ITEM: Proclamation declaring November 2011 as National Adoption Month in the County of Roanoke SUBMITTED BY: Patience O'Brien Assistant Director of social Services APPROVED BY: B. Clayton Goodman III j bH County Administrator COUNTY ADMINIS'TRATOR'S COMMENTS: SUMMARY of INFORMATION: The Roanoke County Department of Social Services (DSS) is requesting the Board adopt the attached proclamation recognizing November 2011 as National Adoption Month. In Roanoke County, the community recognizes past and present adoptions by honoring families with an Adoption Celebration Day event. The Roanoke County Circuit Court will be finalizing adoptions of five children served through our department on this morning. Dawn Espelage, Social Work Supervisor for Roanoke County DSS, will be present to provide the Board with information about our Adoption Program and to accept the proclamation. A representative from the Social Services Administration will also attend. Page 1 of 1 (nnixn #g of YtoauOkic ortztntaf 4. �c FtOANO,r O F 1838 DECLARING THE MONTH OF NOVEMBER 2011 AS NATIONAL ADOPTION MONTH IN THE COUNTY OF ROANOKE WHEREAS, 'families can provide love and security for children and many children wait for forever families; and WHEREAS, children who need forever families may be young or young adults of any heritage and may have special needs; and WHEREAS, adoption gives children a loving family in which to grow; and WHEREAS, many families in the Roanoke Valley have chosen adoption as a way to create or enlarge their families; and WHEREAS, adoptive families in the Roanoke Valley are recognized and congratulated for their commitment to children and to children's rights to loving and secure homes; and WHEREAS, National Adoption Day, which will be held on November 19, 2011, is sponsored by a coalition of national partners to draw special attention to foster children waiting for forever families and to celebrate all loving families who adopt. NOW THEREFORE, we, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim and recognize the month of November 2011 as NATIONAL ADOPTION MONTH in the County of Roanoke; and FURTHER, by this proclamation, we give notice to our citizens to celebrate the important role adoption plays in our society and call upon the citizens of Roanoke County to observe this month with appropriate programs and activities that honor adoptive families. Presented this 15th day of November 2011 Joseph 9. &6,ck I 04a4�� B.. "Butch" Church, Chairman aad-,C6 a mov--%-c Charlotte A. Moore, Vice - Chairman 2� J Lx� M� Michael W. Altizer Eddie "Ed" Elswick ___� "r `*__ -D C. 1�_k a,.. C.- Richard C. Flora ACTION NO. ITEM NO. E -'I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 18, 2011 AGENDA I'T'EM: Presentation of results of operations for the fiscal year ended June 30, 2011 and request to appropriate $894,302 SUBMITTED BY: Rebecca E. Owens Director of Finance APPROVED BY: B. Clayton Goodman III I)bH County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: KPMG LLP completed their audit of the financial operations of the County of Roanoke and the County of Roanoke Public Schools for the year ended June 30, 2011. The Audit Committee met last week to review the results of the year's operations and the management letter cornments from the auditors. The Comprehensive Annual Financial Report will be distributed to the Board of Supervisors as soon as it is received from the printer in December 2011. Below is information for both the County and Schools regarding the results of operations for fiscal year ended June 30, 2011: Results of Operations of the Countv of Roanoke for the Year Ended June 30 2077: Revenues The County operations for the year ended June 30, 2011, resulted in general fund revenues $1,394,302 over budget. Of this amount, $620,000 was related to a one -time receipt for business license tax years 2006 through 2011. Also, many of these revenues such as sales tax from the Clearbrook Walmart and Intergovernmental revenues for Social Services and Sheriff were anticipated during the 2011 -2012 budget preparation, were discussed with the Board and included in the current year's budget. Page 1 of 3 A summary of the general fund revenues is outlined in Attachment I and reasons for these variances are as follows: • Real estate taxes collections were $339,729 below budget as a result of the new construction and assessment growth being slightly under projection. • Personal Property tax collections were $951,059 below budget. Personal property is one of the most difficult revenues to predict because the numbers are not complete until the final bills are mailed and collected in June. The budget anticipated a growth of two percent (2 %) which did not occur. • Local sales tax was $240,548 above budget as a result of the clearbrook Walmart opening in January. • Business License Tax was $948,900 above budget. Most of this increase was related to a one -time payment from a business for tax years 2005 through 2011. • Recordation and conveyance tax was $222,348 less than budget as a result of the sluggish housing market and fewer refinancings than anticipated. • Use of Money and Property was $152,210 below budget which is attributed to lower interest earnings on investments this year. • Intergovernmental revenue was $842,321 above budget as a result of additional funds received for Social Services and Sheriff programs. During a work session on October 11, 2011, staff reviewed the June 30, 2011, financial results with the Board. Based on these discussions, staff recommends revenues above budget will be allocated as follows: • $500,000 to be added to the general fund unappropriated balance. This will increase the General Fund Unappropriated Balance from $20,072,318 to $20,572,3'18 at June 30, 2011, which is 10.57% of the 2011 -12 General Fund Revenues. ■ $775,522 to be appropriated to the Major county capital Reserve which will bring the balance in this fund to $938,151. • $118,580 to be appropriated to Fire and Rescue capital for a future use Expenditures Departmental expenditure savings amounted to $3,458,575 as shown on Attachment I. Personnel savings totaled $859,531 as a result of the county's process to review all vacancies and fill only critical positions. Operational and capital savings were $2.5 million as a result of departments delaying purchases and restricting travel and training. Based upon the policy for use of unspent expenditure appropriations at year end, departments are able to request Lip to sixty percent (50 %) of the savings within their own department for special purchases and programs approved by the county Administrator and the remaining reverts to the Minor county capital Reserve for future projects. Based upon this policy, staff recommends the following appropriations: Page 2 of 3 ■ $578,978 to be appropriated to departments for rollovers • $455,815 to be appropriated to departments for encumbrances $1,201,572 to be appropriated for expenditures that will occur in the 2011 -2012 fiscal yea r $1,222,209 to be appropriated to the Minor County Capital Reserve which will bring the balance in this fund to $3,310,874. Results of Operations of the Roanoke County Public Schools for the Year Ended .June 30, 2011 Attachment II is the report for the School operations year end for June 30, 2011. The School Board will take action to approve this report at the November 10, 2011, meeting. The Schools ended the year with a surplus of $9.8 million net of outstanding purchase orders of $473,950. No action is required by the County Board. STAFF RECOMMENDATION: The Board has previously approved by policy year -end appropriations and the only board action required is as follows: $775,522 to be appropriated to the Major County Capital Reserve $118,580 to be appropriated to Fire and Rescue capital for a future use Page 3of3 Attachment I County of Roanoke Summary of Operating Fund Revenues and Expenditures For the Year Ended June 30, 2011 Use of excess revenue collections: Appropriate to Fire and Resuce $ 11800 Transfer to Unappropriated Balance per policy (current balance $20,072,318) 50000 Appropriate to Major Capital Reserve (current balance $162,539) 775,622 $ 1,394,302 Expenditures: Personnel Budget Actual Amount Revenues: 33,522,756 30,968,836 2,553,920 Real Estate Taxes $ 87 $ 87,565,271 $ (339,729) Personal Property Taxes 27,85000 26,898,941 (951,059) Other Property Taxes 3 3,523,521 18,521 Local Sales Tax 8,56000 8 246,548 Communication Sales and Use Tax 3,900,000 4,167,743 267,743 Consumer Utility Tax 301,250 30 20,556 Business License Tax 5,44000 6,388,966 948,966 Bank Franchise Tax 37500 524,556 149,556 Motor Vehicle License Tax 1,910,000 2,125,698 215 Recordation and Conveyance Tax 1,247,000 1,024,652 (222,348) Hotel /Motel Tax 935 756,308 (178,692) Meals Tax 3,43000 3,563,201 133,201 Other Local Taxes 62600 650,714 24,714 Permits, Fees and Licenses 589,287 62005 31,598 Fines and Forfeitures 85800 888 30,995 Use of Money and Property 3 55,000 192,790 (162,210) Charges for Services 637,013 720,499 83,486 Rescue Fees 2,54000 2,65800 11800 Miscellaneous Revenue 1,153,222 1,285,753 132 Recovered Costs 20504 189,030 (16,774) Intergovernmental Revenue (State /Federal) 13,118,174 13,960,495 842,321 Other Financing Sources 1 1,217 - Beginning Balance 24,342,549 24,342,549 - $ 194,360,855 $ 195,755,157 $ 1,394,302 Use of excess revenue collections: Appropriate to Fire and Resuce $ 11800 Transfer to Unappropriated Balance per policy (current balance $20,072,318) 50000 Appropriate to Major Capital Reserve (current balance $162,539) 775,622 $ 1,394,302 Expenditures: Personnel $ 53,467 $ 52,597,758 $ 869,631 Operating 33,522,756 30,968,836 2,553,920 Transfers 87,298,391 87,263 35,024 Unappropriated Balance 20,072,318 20,072,318 - $ 194 $ 190,902,279 $ 3,458,575 Uses of unspent expenditure appropriations: Rollover for outstanding purchase orders $ 455,816 Department request for rollover per policy 578,978 Transfer to Minor Capital Reserve per policy (current balance $2,088,665) 1,222,209 Rollover for prior approvals 1,201,572 Attachment II MEETING DATE: November 10, 2011 AGENDA ITEM: Request for Appropriation of Final Year -End Balance from School Operations for Fiscal Year Ended June 30, 2011 BACKGROUND: The FY2010 -11 budget was adopted in March 2010 with 9% reductions in state aid fora net reduction in state aid of $12.2 million for the year. This included federal stimulus funding that was used by the state to backfill a portion of the state aid reductions. The year ended June 30, 2011 marks the second consecutive year of severe fiscal restrictions for the school budget and significant belt tightening by the School Board accordingly. Revenues — The School Board operations for the year ended June 30, 2011 resulted in general fund revenues of $1,056,724 (0.73%) over budget. A summary of general fund revenues is outlined in Attachment A and reasons for these variances are as follows: • Actual state revenues for FY2010 -11 were closely aligned with the projections in the budget with the exception of sales taxes. • Roanoke County Schools share of the state -wide sales tax collections were $1,218,428 over budget. Although the sales tax collections for the year improved from the prior year, there was significant volatility during the year with monthly collections ranging from a 7.56% decrease to 19.39% increase over the prior year. The improved forecast of this revenue item was built into the current year budget and is being closely monitored. • For the third time in the past ten years, enrollment declined in the School System. The March 31, 2011 actual enrollment of 14,259 was 215 students lower than the average daily membership for the prior year and only 59 students higher than budgeted. The enrollment declines appear to be based primarily on significantly smaller kindergarten class roles compared to the number of graduating seniors. In response to lower enrollment projections, the FY2011 -12 budget was based on enrollment of 14,074 students and is expected to be approximately 50 students under the budget based on the September 30, 2011 enrollments. With over 50% of the budget dependent upon state aid, it is critical that the enrollment projections are attainable and flexible enough to address state shortfalls like sales tax fluctuations as well as the ongoing economic crisis playing out in Richmond and across the nation. See Attachment B for a historical comparison of student enrollment. • Federal revenues for Medicaid were $244,802 over budget. These revenues are reimbursements for Medicaid services provided and billed to the federal government. This funding source has been subject to significant change in recent years resulting in an uncertain source of funding. The School System implemented a computerized Medicaid billing system this past year to assist with the challenging federal requirements and optimize this funding source for future years. Expenditures -- The School Board continued a hiring freeze for the 2 nd consecutive year as well as an overall spending freeze for much of the year in response to overall economic forecasts as well as the experience last year with the state cutting aid to education in the last quarter of the year. The School Board directed hiring freeze combined with the reduced departmental spending resulted in significant expenditure savings for the year with under - expenditures in the major spending categories accounting for $9.3 million, net of the emergency fund, or 6.5% of the budget (Attachment A). Under - expenditures were attributable to the following: T: \Board Meetings \2011 \11 -15 \Notes \schoolsattachmentII.doc • Savings in the personnel budget while under a hiring freeze ($5.8 million), • Utility savings ($1.2 million), • Lower health insurance contributions due to vacant positions ($0.7 million), • Lower than expected unemployment claims ($111,270), • Fuel savings ($0.4 million), • Unspent contingency funds ($258,215), • Travel (89,247), • Staff development ($178,233), • Operating supplies ($149,028), • Academic /athletic supplements ($183,329), • Overall spending cautions issued for the majority of the school year due to the economy ($538,141). The budget ordinance adopted by the Board of Supervisors on May 24, 2011 stated "that all school fund appropriations remaining at the end of the 2010 -11 fiscal year not lapse but shall be appropriated to the School Capital Fund in fiscal year 2011 -12 as follows: a) Two - thirds of the year end balance in the school operating fund will be allocated to the Major School Capital Reserve, b) One -third of the year end balance in the school operating fund will be allocated to the Minor School Capital Reserve ". SUMMARY OF INFORMATION: During 2005, the School Board and Board of Supervisors adopted a joint funding policy to provide for a sustainable funding stream for school and county capital improvements in future years. The Year End Balance and School Capital Reserve policies designate portions of the year -end balance for major and minor capital projects as noted above in the county budget ordinance. Based on the adopted policies, staff is recommending the following appropriations per Attachment C: Minor Capital Funds • Up to $3,294,614 allocated to Minor Capital Reserve (exact amount to be determined by School Board) for projects to be approved by the School Board at a later date based on evaluation of existing needs and priorities. Major Capital Funds • $6,589,229 allocated to Major Capital Reserve in the approved School Capital Improvement Plan. School Operating Fund Unappropriated Balance (Emergency Reserve) ► The School Board allocated funds in 2005 and 2007 to establish a reserve for financial emergencies due to unexpected revenue shortfalls or unplanned significant expenditure increases. This reserve is intended to protect the school system from the need for a mid- year reduction in staff or service levels as the result of an unanticipated financial draw on school resources. The Board of Supervisors approved the creation and operation of this reserve. The balance in the Emergency Reserve remains at $2,000,000 as allowed by policy. STAFF RECOMMENDATION: Staff recommends appropriation of the 2010 -11 year -end balance in accordance with policy as follows: • Up to $3,294,614 to Minor Capital Reserve (with exact amount to be determined by the School Board), • $6,589,229 to Major Capital Reserve, $473,950 to outstanding encumbrances, • $2,000,000 Emergency Reserve. T: \Board Meetings \2011 \11 -15 \Notes \schoolsattachmentII.doc Attachment Roanoke County Schools Year -End Balance for FY 2010-11 Audited Surplus as of 6 -39 -11 Less: Budget rollovers for encumbrances Balance to be allocated to Major /Minor Reserves 10 ( 473 3 950) 1 MINOR CAP MAJOR CAP 9 1 3,294 6 3 589 9 1112!2011 Budget 2010 -11 Year to Date Actuals Surplus Percentage of Budget Revenues: . (Deficit) ...,_ Sales Tax 13 1 5 8 1 193.33% State Revenue 43, 961, 537 43, 595347 (366, 240) 99.25% Federal Revenue 2333320 434 246 293.36% Federal Stimulus Revenge 7 73724,629 0 100-00% Tuition, Rent & Interest 670 628 (41 93.76% Transfer from County 62 62 9 100.00% Transfer from CPMT 1 1 9 199.99 °0 Beginning Balance 9 9 0 199.99% Total Revenue '145, 574, 609 146 1 190.73 % Expenditures: 70 School Board 236 233 63 81.31% 71 School Superintendent 379,922 10%595 270 23.85% 72 Budget & Finance 18 13 739 96.11% 73 Instructional Personnel 76 1 244,304 721763 3 9.440 74 Transportation 1 50 1 3 567 F 361 333 32.47% 75 Facilities & Operations 6 4 1 77.95% 76 Administrative Personnel 3 3 927 39.62% 77 Summer School 347,537 235,636 112 67.63% 73 Community Relations 11 10 939 91.65% 79 Secondary Instruction 565 492 73 37.93 .80 Deputy Superintendent 1 1 239 84.34% 31 Rernediation & Testing 393,391 362 31716 91.95% 32 Career & Technical Education 477 466 11 x 023 97.69% 33 Pupil Personnel Services 334,179 309,337 33 96.00% 34 Elementary Instruction 964 514 439,991 53.39% 85 Staff Development 349 232974 116 66.62% 36 Guidance 33 85 2 96.67% 37 Media Services 42333 4 36 99.19% Pupil Assignment 125 107 17 85.61% 39 Classified Personnel 20 77 14 19 993,636 95.17% 90 Adult Education 71 13 52 26.55% Less: Emergency Fund per policy 2 2 0 199,99 ° 0 Total Expenditures 145,574 136 9,391,969 93-61% Surplus as of 6 -39 -11 Less: Budget rollovers for encumbrances Balance to be allocated to Major /Minor Reserves 10 ( 473 3 950) 1 MINOR CAP MAJOR CAP 9 1 3,294 6 3 589 9 1112!2011 Attachment Average Daily Membership History Year ADM Budget Mar h 31 Over (Udder) Budget Growth (Decline from Prior Year 2001 -2 13,825 13,930 105 6 2002 -3 13,830 14,127 297 197 2003 -4 13,938 145279 341 152 2004-05 14 14,365 239 86 2005-06 14,365 14,728 363 363 2046 -7 14,400 14,777 377 4 2007 -8 14,60 14,802 202 25 2008 -9 14, 600 14 50 (152) 2009-10 14,40 14,474 74 176) 2010-11 14,200 14,259 59 2011-12 14,074 TBD TB o_t w{v oQt Roanoke County Schools Summary of Operating Fund Revenues and Expenditures For the Year Ended ,dune 3 o, 2011 145,574,509 136 9 6. Uses of unspent expenditure appropriations: Rollover for outstanding purchase orders Budget Actual Amount Revenues: 5,532 Expenditure savin 9,30 1,069 Sales tax 13,800,000 15,01 8A28 1 State acid for education 48,96 1,587 48 (366,240) Federal aid for education 238,320 484 246,330 Federal stimulus fund 7 7, 724,620 - Tuition, rent & interest 670 628 (41, 95) Transfers from C ounty 62 62 1 Transfers from CPMT 1,775,390 1,775 Transfer from Health Reserve - - - Beginning balance 9,620,428 9 145 146,63 1, 0.7 Use of excess revenue collections: Transfer to Major Capital Reserve per policy 1,056,724 Revenue deficit 1,056,724 Expenditures; Personne 99,53 93,696,8 17 5,834,209 Operating 6,379 5,41 538,141 U nused health benefi 9 ,747,643 9, 045,,5 1 702,102 Unused unemployment insurance 1.50, 000 38 ,730 111,270 Fuel servings 1, 8,34 759,227 357, Utility savings 3,866, 2, 708, 28,3 1,157,903 'ravel savings 274,2115 184,968 89,247 Academiclathletic supplement savings 1,073,797 890,468 183,329 S taff d velopment servings 312,226 133,993 178,233 Janitoria & building supplies savings 659,940 510,912 149,028 Transfers 20 20 - Resere for Emergencies 2AM00 2 145,574,509 136 9 6. Uses of unspent expenditure appropriations: Rollover for outstanding purchase orders 473,950 Transfer to Minor Capital Reserve per policy 3 Transfer to Major Capital Reserve per policy 5,532 Expenditure savin 9,30 1,069 Net Surplus 10 Total Contributions to Reserves from F 10- 11 YE per policy: Outstanding obligations at year end 473,950 Major Capital Reserve (273 of balance) 6,589,229 Minor Capital Reserve (173 of b -- pending SB approval 3 2 , 294 5 6 14 Emergency Contingency Fund increase - 1,37,793 ibx k +}xh lffxn? {x!hvbx {KxpxxS +b Ct o+liiti A+' x {Xt t�l+. kt�xo ,..k..,,,. . #�.,, ne:an .: i;ew.'b,. xew xex xix xe x<i< ""az> 'C x�x{s: wt+l xtkw x},{A' hxR \wt t.CO o.ko� x+lx +lox{o. k+l o: x{:'<Sx .' M�ltC} ;��, V ,�xx kkNO.w .kt*�tC v i� ry¢ w { ^. { +xY{x x{Rh+'ikkKO`{+N Os tYO �'4iY{{ \ +r!kvb+i .x+w. .k {. +w {Kf,.� xwo ^. x+'{'+l k+.+! Cxo C *xC {x•x9n ^ >9tC¢ >• �x Yx a4R 'rs�n `.wx#wtxn�ry ¢¢x¢x¢xt.txk *n,wt,u ;xtx{ ..t ..... ... 84 at:.v.: o.......... ....v ................. x s. ttr��. �. sxrx��.... rax> 3. rsksakx.._..... scxcs��:x �r< xar< xsxxr.. s. s....^ �xx... 3x._.._. �: z�_.._. s�;. �,' �x9� ;.,�a;s�;.FaVx;x�3.w.4;.M;.vn;x ACTION NO. ITEM NO. E -2 AT A REGULAR MEE - rING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DA'rE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: November 15, 2011 Request to adopt a resolution authorizing an amendment to the 2001A Lease Revenue Bonds Rebecca E. Owens Director of Finance B. Clayton Goodman III DD}� County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On April 10, 2001, the County Board authorized the acquisition of 0.68 acre of real estate for County office facilities and requested the Economic Development Authority (EDA) issue lease revenue bonds to finance the acquisition of office facilities for the County by Ordinance 041001 -10. On April 4, 2001, the EDA approved the financing at their meeting. Lease Revenue Bonds were issued on May 1, 2001, in the amount of $2,550,000 for the purchase of the building, the fire alarm and the closing costs. At that time, the County leased three of - the five floors of the building for Social Services, so the financing was sixty percent (60 %) non - taxable and forty percent (40 %) taxable. SunTrust provided the most competitive rate with 6.32% for the taxable bonds and 5.39% for the non - taxable bonds. Each year the County of Roanoke works with financial advisors Morgan Keegan to review all debt issuances for potential refundings for savings to the County. With the current market conditions, the County of Roanoke has the opportunity to refinance the existing 2001A Lease Revenue Bonds to a lower interest rate of not to exceed three percent (3 %). The proposed rate is 2.63% saving approximately $54,000 net of issuance costs. This financing information will be presented to the Economic Development Authority at their meeting on November 16, 2011, for their approval. If approved, the bond closing will be scheduled for December 15, 2011. Page 1 of 2 FISCAL IMPACT: The 2001A Lease Revenue Bonds are paid with net revenues of the building. No County appropriation of funds is required. In June 2008, the taxable portion of the Lease Revenue Bond in the amount of $1,060,000 was paid in full. The remaining balance of the non - taxable bonds at the time of the refinance will be $977,479.54. The proposed financing will keep the interest and principal payment the same and shorten the life of the amortization by approximately two and one half (2 ' / 2) months resulting in a net savings of approximately $54,999. STAFF RECOMMENDATION: Staff recommends approving the attached resolution which authorizes an amendment to the 2001A Lease Revenue Bonds. Paget oft AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 15, 2011 RESOLUTION OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA APPROVING THE AMENDMENT FOR THE ECONOMIC DEVELOPMENT AUTHORITY LEASE REVENUE BOND (COUNTY OFFICE BUILDING PROJECT), SERIES 2001A WHEREAS, the Economic Development Authority of Roanoke County, Virginia formerly the Industrial Development Authority of Roanoke County, Virginia ( "Authority "), at the request of the Board of Supervisors of the County of Roanoke, Virginia (the "County ") has previously issued its Lease Revenue Bond (County Office Building Project) Series 2001A (the "2001A Bond ") and its Taxable Lease Revenue Bond (County Office Building Project) Series 2001 B to finance certain capital improvements for the County, including the acquisition, renovation and equipping of an office building, a portion of which is used by the County's Department of Social Services (the "Project "). WHEREAS, the Note is secured by a Lease Agreement dated as of May 1, 2001 between the County of Roanoke, Virginia (the "County ") and the Authority (the "Lease Agreement ") pursuant to which the County agreed to pay principal of and interest on the 2001A Bond, subject to appropriation by the Board of Supervisors. WHEREAS, the County and the Authority propose to change the annual interest rate and amortization schedule of the 2001A Bond. WHEREAS, the amendment will be executed pursuant to the following documents: (i) First Amendment to Lease Revenue Bond dated as of December 1, 2011, among the County, the Authority and SunTrust Bank, as bondholder (the "Bank ") and (ii) Modification Agreement dated as of December 1, 2011, between the County, the Page 1 of 3 Authority, the Bank and one or more deed of trust trustees. Both of the documents listed above are referred to in this Resolution as the "Amending Documents." BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Amendment of Bond The Board of Supervisors approves the amendment of the Bond pursuant to a First Amendment to Lease Revenue Bond, provided the annual interest rate on the 2001A Bond shall not exceed three percent (3.0 %), the outstanding principal amount thereof shall not be increased and the maturity date thereof shall not be extended (collectively, the "Parameters "). 2. Authorization of Amending Documents The execution and delivery of and performance by the County of its obligations under the Amending Documents to which it is a party are authorized. The Amending Documents, and an amended and restated 2001A Bond if deemed necessary or desirable, shall be in such form and contain such provisions as the County Administrator and the Chairman of the Board, or either of them, shall approve such approval to be evidenced conclusively by the execution and delivery of the Amending Documents consistent with the Parameters. 3. Execution of Documents The Chairman of the Board and the County Administrator, or either of them, are authorized to execute on behalf of the County the Amending Documents and, if required, to affix or to cause to be affixed the seal of the County to the Amending Documents and to attest such seal. Such Officers or their designees are authorized to execute and deliver on behalf of the County such instruments, documents or certificates, and to do and perform such things and acts, as they shall deem necessary or appropriate to carry out the transactions authorized by Page 2of3 this Resolution or contemplated by the Amending Documents; and all of the foregoing, previously done or performed by such officers or agents of the County, are in all respects approved, ratified and confirmed. 4. Nature of Obligations Nothing in this Resolution, the Bond or the Amending Documents shall constitute a debt of the County and the Authority shall not be obligated to make any payments under the Bond or the Basic Documents except from payments made by or on behalf of the County under the Lease Agreement. The County's obligations to make payments pursuant to the Lease Agreement shall be subject to and dependent upon annual appropriations being made from time to time by the Board for such purpose. Nothing in this Resolution, the Bonds or the Amending Documents shall constitute a pledge of the full faith and credit of the County beyond the constitutionally permitted annual appropriations. 5. Effective Date This Resolution shall take effect immediately. Page 3of3 FIRST AMENDMENT TO LEASE REVENUE BOND This FIRST AMENDMENT TO LEASE REVENUE BOND, dated December 1, 2011 (the "First Amendment to Lease Revenue Bond ") is made among the ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA, formerly known as the INDUSTRIAL DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA (the "Authority "), SUNTRUST BANK, as bondholder (the "Bank ") and the COUNTY OF ROANOKE, VIRGINIA (the "County "). RECITALS A. The Authority issued its $1,590,000 Lease Revenue Bond (County Office Building Project) Series 2001A (the "Original Bond ") to finance certain capital improvements for the County, including the acquisition, renovation and equipping of an office building. The Original Bond is secured by a Lease Agreement dated as of May 1, 2001 (the "Original Lease Agreement ") between the Authority and the County, a Leasehold Deed of Trust and Security Agreement dated as of May 1, 2001 (the "Original Deed of Trust "), between the Authority and certain deed of trust trustees, and an Assignment of Rents and Leases dated as of May 1, 2001 (the "Original Assignment ") from the Authority to the Bank, assigning the Authority's rights under a Prime Lease dated as of May 1, 2001 (the "Original Prime Lease ") between the Authority and the County. B. The Authority, the County and the Bank have agreed to amend the Original Bond in order to amend its interest rate and amortization schedule. AGREEMENT In consideration of the premises and the mutual covenants hereinafter contained, the parties hereto covenant and agree as follows: Section 1. Amendment to Original Bond. (a) The Original Bond is hereby amended to replace all references to June 15, 2016 with [April 15, 2016]. (b) The Original Bond is amended to provide that it shall bear interest at the annual rate of [2.63 %]. hereto. (c) Schedule I to Original Bond is hereby replaced with Schedule I attached (d) The Original Bond is amended so that all references in the Original Bond to (i) the "Lease" shall mean the Original Lease Agreement as amended by the Modification Agreement dated as of December 1, 2011 (the "Modification Agreement "), between the Authority, the County, the Bank and one or more deed of trust trustees, (ii) the "Deed of Trust ") shall mean the Original Deed of Trust as amended by the Modification Agreement and (iii) the "Assignment of Leases" shall mean the Original Assignment as amended by the Modification Agreement. \34618301.1 McGuireWoods LLP Draft of November 4, 2011 Section 2. Ratification Except as amended hereby the provisions of the Original Bond remain in full force and effect. Section 3. First Amendment to Lease Revenue Bond to be Attached to the Original Bond. The Bank agrees to attach this First Amendment to Lease Revenue Bond to the Original Bond. Any transfer or sale of the Original Bond shall include this First Amendment to Lease Revenue Bond which shall be deemed to be a part of the Original Bond. Section 4. Counterparts This First Amendment to Bond may be executed in any number of counterparts, each of which shall be deemed to be an original, and all of which together shall constitute but one and the same instrument. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] -2- IN WITNESS WHEREOF, the Authority, the County and the Bank have caused this First Amendment to Bond be duly executed as of the day and year first above written. ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA B Its: [SEAL] ATTEST: Secretary Chairman SUNTRUST BANK 0 Its: Acknowledged and agreed to: COUNTY OF ROANOKE, VIRGINIA County Administrator [Signature Page to the First Amendment to Lease Revenue Bond] -3- Schedule I AMORTIZATION SCHEDULE Date Payment I Prepared by: Renee B. Fain McGuireWoods LLP One James Center 901 East Cary Street Richmond, Virginia 23219 Tax Map No. 054 -A -1 B MODIFICATION AGREEMENT THIS MODIFICATION AGREEMENT (the "Modification Agreement ") is made as of December 1, 2011 by and among the ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA (previously known as the INDUSTRIAL DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA), a political subdivision of the Commonwealth of Virginia (the "Authority "), as Lessor and Grantor, the COUNTY OF ROANOKE, VIRGINIA, a political subdivision of the Commonwealth of Virginia (the "County "), as Lessee, SUNTRUST BANK, as Assignee (the "Bank ") and [MARTHA D. SHIFFLETT], as trustee (the "Deed of Trust Trustee "). RECITALS A. By Prime Lease, dated as of May 1, 2001 (the "Prime Lease ") and recorded in the land records of the Clerk's Office, Circuit Court of the County of Roanoke, Virginia (the "Clerk's Office ") at Deed Book 350, Page 303, the Authority leased certain real property (the "Property ") from the County. B. By Lease Agreement, dated as of May 1, 2011 (the "Lease Agreement "), and recorded among the land records of the Clerk's Office at Deed Book 350, Page 311, the County leased the Property from the Authority. C. By Assignment of Rents and Leases, dated as of May 1, 2001 (the "Assignment ") and recorded among the land records of the Clerk's Office at Deed Book 350, Page 358, the Authority assigned certain rights to the Bank. D. By Leasehold Deed of Trust and Security Agreement, dated as of May 1, 2001 (the "Deed of Trust ") and recorded among the land records of the Clerk's Office at Deed Book 350, Page 347, the Authority, to secure in part the Authority's $1,590,000 Lease Revenue Bond (County Office Building Project) Series 2001A (the "2001A Bond "), granted a leasehold interest in certain real estate to the Deed of Trust Trustee for the benefit of the Bank as holder of the 2001A Bond. E. The County, the Authority, the Deed of Trust Trustee and the Bank wish to amend and modify the 2001A Bond, the Prime Lease, the Lease Agreement, the Assignment and the Deed of Trust as set forth below. F. This Modification Agreement is exempt from recordation taxes in accordance with Virginia Code Sections 58.1 -809, 58.1 -811C and 58.1 -811E. \34615904.2 McGuireWoods LLP Draft of November 7, 2011 AGREEMENT NOW, THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. The Prime Lease, the Lease Agreement, the Assignment and the Deed of Trust are hereby amended so that all references in the Prime Lease, the Lease Agreement, the Assignment and the Deed of Trust (a) to the "2001A Bond" shall mean the 2001A Bond as amended by the First Amendment to Lease Revenue Bond (as defined in paragraph 2 below) and (b) to the Basic Documents shall mean the Basic Documents as amended by this Modification Agreement. Specifically, the County's obligation to pay Basic Rent pursuant to Section 5.2(a) of the Lease Agreement shall include payment of amounts sufficient to pay principal of and interest on the 2001A Bond, as amended by the First Amendment to Lease Revenue Bond. 2. The following definitions in Section 1.1 of the Lease Agreement are amended as follows: "Basic Documents" means the Lease Agreement, the Prime Lease, the Deed of Trust, and the Assignment of Rents and Leases, as amended by the Modification Agreement, dated as of December 1, 2011 among the County, the Authority, the Bank and the Deed of Trust Trustee, and the First Amendment to Lease Revenue Bond. "First Amendment to Lease Revenue Bond" means the First Amendment to Lease Revenue Bond, dated December 1, 2011, among the Authority, the County and the Bank. "Series 2001A Bond" means the Authority's $1,590,000 Lease Revenue Bond (County Office Building Project), Series 2001A, issued and sold to the Bank, as amended by the First Amendment to Lease Revenue Bond. 3. Except as amended hereby, the Prime Lease, the Lease Agreement, the Assignment and the Deed of Trust are hereby ratified and reaffirmed as of the date hereof. 4. The Deed of Trust Trustee joins in this Modification Agreement for the sole purpose of acknowledging and agreeing to the amendment of the Deed of Trust. 5. This Modification Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, and all of which together shall constitute but one and the same instrument. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] -2- IN WITNESS WHEREOF, the parties have caused this Modification Agreement to be duly executed as of the date first above written, by their duly authorized representatives. COUNTY OF ROANOKE, VIRGINIA [SEAL] 0 Chairman, Board of Supervisors ATTEST: County Administrator COMMONWEALTH OF VIRGINIA ) CITY /COUNTY OF ) The foregoing instrument was acknowledged before me this day of December, 2011 by and , as Chairman of the Board of Supervisors and County Administrator of the County of Roanoke, Virginia, respectively, on behalf of the County. My commission expires: Notary Registration Number: Notary Public [Signature Page of County of Roanoke, Virginia to Modification Agreement] -3- ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA [SEAL] Chairman ATTEST: Secretary COMMONWEALTH OF VIRGINIA ) CITY /COUNTY ) The foregoing instrument was acknowledged before me this day of December, 2011 by and , as Chairman and Secretary, respectively, of the Economic Development Authority of Roanoke County, Virginia on behalf of the Authority. My commission expires: Notary Registration Number: Notary Public [Signature Page of IDA of Roanoke County, Virginia to Modification Agreement] I Agreed to by: SUNTRUST BANK Its: COMMONWEALTH OF VIRGINIA CITY /COUNTY OF The foregoing instrument was acknowledged before me this day of December, 2011 by , as of SunTrust Bank on behalf of the Bank. My commission expires: Notary Registration Number: Notary Public [Signature Page of SunTrust Bank to Modification Agreement] -5- [MARTHA D. SHIFFLETT] 0 Its: COMMONWEALTH OF VIRGINIA CITY /COUNTY OF The foregoing instrument was acknowledged before me this day of December, 2011, by My commission expires: , as deed of trust trustee. Notary Registration Number: Notary Public [Signature Page of Deed of Trust Trustee to Modification Agreement] 02 ACTION NO. ITEM NO. E -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DA`rE: November 15, 2011 AGENDA ITEM: Resolution adopting the Roanoke County Emergency Operations Plan, 2011 Update SUBMITTED BY: Richard E. Burch Fire and Rescue Chief APPROVED BY: B. Clayton Goodman Ill bbH County Administrator COUNTY ADMINIS'TRATOR'S COMMENTS: SUMMARY of INFORMATION: The Virginia Department of Emergency Management oversees emergency preparedness efforts at the state level and requires local governments to have an Emergency Operations Plan (EOP). This plan is to be adopted by the governing body every four years. The last version was adopted November 11, 2007. The Roanoke County EOP with 2011 updates was reviewed at - the October 25, 2011, meeting during a work session with the Board of Supervisors; a review of the National Incident Management System (NIMS) was also completed at that time. In order to remain in compliance with State mandates, the department requests that the Board adopt the 2011 version of the Roanoke County Emergency Operations Plan. FISCAL IMPACT: A number of grants From the federal level require NIMS and EOP adoption. ALTERNATIVES: None Page 1 of 2 STAFF RECOMMENDATION: Staff recommends the adoption of the 2011 version of the Roanoke County Emergency Operations Plan. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 15, 2011 RESOLUTION ADOPTING THE ROANOKE COUNTY EMERGENCY OPERATIONS PLAN, 2011 UPDATE WHEREAS the Roanoke County Board of Supervisors of Roanoke Virginia recognizes the need to prepare for, respond to and recover from natural and manmade disasters; and WHEREAS Roanoke County has a responsibility to provide for the safety and well being of its citizens, businesses and visitors; and WHEREAS Roanoke County has established and appointed the County Administrator as Director of Emergency Management and assigned the Coordinator of Emergency Management position in the Fire and Rescue Department; and, WHEREAS the Roanoke County Board of Supervisors has received training on October 25, 2011, which included an overview of the National Incident Management System which has previously been adopted as the practice to be used in Roanoke County and reviewed the 2011 Emergency Operations Plan including the Basic Plan and the Emergency Support Functions. NOW, THEREFORE, BE IT RESOLVED by the Roanoke County Board of Supervisors of Roanoke Virginia, this Emergency Operations Plan as revised is officially adopted, and IT IS FUTHER RESOLVED AND ORDERED that the Director of Emergency Management is tasked and authorized to maintain and revise as necessary this document over the next four (4) year period and at such time be ordered to come before this board for review. Page 1of1 �Ro noke Co nt,y m Emerg:ency Ope�r t • 2011 Basic Plan -1 Table of Contents I. Basic Plan 11. Supportin Annexes 1. Command and Control 2. Dama Assessment 3. Inte Flood Observation and Warnin S 4. Animal Care and Shelterin Ill. Emer Support Functions 1. Transportation 2. Communications 3. Public Works 4. Firefi 5. Emer Mana 6. Mass Care 7. Resource Support 8. Health and Medical 9. Search and Rescue 10. Hazardous Materials 11. A and Natural Resources 12. Ener 13. Public Safet and Securit 14. Lon Term Recover 15. External Affairs Basic Plan-3 Record of Chan Chan Date of Pa or Summar of Chan Name of Number Chan Section Person Chan Authorizin Chan 1 2 3 4 5 6 7 8 9 10 Basic Plan-4 In Introduction A crisis or emer can happen at an and could impact one individual, a sin buildin or the entire communit This document is the Roanoke Count Emer Operations Plan (EOP Emer cause confusion and stress for all involved. In order to minimize these effects, initial activation and implementation of the emer plan should alwa be handled in a calm, consistent manner. Efficient implementation of the plan will provide a clear direction, responsibilit and continuit of control for ke officials, department heads and administrators. The basic idea to an well constructed emer plan is to minimize the possible threat to individuals and properties durin an actual emer In order to minimize the threat of an emer at least an annual evaluation and review need to be done to the emer plan. While no plan can be all inclusive for ever citizen, this document is the g uide for Roanoke Count to address and respond. Purpose The purpose of this plan is to direct actions intended to preserve life and protect propert from further destruction in the event of an emer The overall plan establishes an emer or to direct and control operations durin the emer situation b assi responsibilities to specific entities. All essential entities are to utilize an and all available resources when miti a preparin for, respondin to, and recoverin from a natural or man-made emer Plan Elements This plan consists of the basic plan, the appendices, and the emer support -function and incident annexes. The basic plan provides g eneral overview of Roanoke Count approach to emer response and operations. It explains the policies, or and tasks that would be involved in response to an emer The appendices g ive definition to the terms and acron used throu the basic plan, and are the location for an supportin fi maps, and forms. The emer support function annexes focus on detailin the specific responsibilities, tasks and operational actions to complete a specific emer operations function; while the incident annexes focus on an additional special plannin or response needs be the basic response plan for particular event scenarios. Scope This plan and all its contents appl to the Roanoke Count as a whole. Personnel or partners who have a role will have access to and be knowled of the EOP and expected to utilize durin an emer Basic Plan-5 I. Situation Roanoke Count has an adopted Hazard Miti Plan as re b the Vir Department of Emer Mana (VDEM). This plan addresses various potential natural disasters and the probabilit of occurrence. The Roanoke Count hazard miti plan is part of a g reater re plan developed throu cooperation b the Roanoke-Alle Re Commission. This plan shows that historicall Roanoke Count is most prone to floodin flash floodin wildfires and winter storms. Some of these incident t will have specific annexes attached to address that hazard. The major transportation routes, in Roanoke Count are Interstate 81 and state hi routes 11, 1165 220, 221, 311, 419, 460 and 581. Interstate 81 is one of the heaviest north/south transportation routes on the east coast and a slow down or blocka creates a multitude of problems within the area. The Roanoke Re Airport serves this area and is located in the adjacent localit of Roanoke Cit Roanoke Count completel surrounds the Cities of Roanoke and Salem g eo g raphicall y and a disaster in one of the localities t affects the other localities. The Town of Vinton: while part of Roanoke Count is covered in this EOP but the Town is re to maintain their own EOP and usuall will operate under their own plan. In situations where shared services are used (Buildin Inspectors, Real Estate Valuation the Count and Town will coordinate the use of these count emplo Roanoke Count is located in the southernmost end of the Shenandoah Valle between the Alle and Blue Rid Mountains and is approximatel 180 miles from Richmond, the state capital. The count covers approximatel 250 s miles and completel surrounds the Cities of Roanoke and Salem. Dividin the count is a northeast-to-southwest valle Elevation ran from 900 feet above sea level on the valle floor to about 3,900 feet on Poor Mountain in the southwestern part of the count exist. This elevation variance often causes different hazard issues particularl in winter storms where temperatures ma differ approximatel 8 — 10 de The Roanoke Valle is surrounded b mountain ran which are all in or partiall within Roanoke Count This g eo g raph y contributes a g reat deal to the disaster potential identified in the hazard miti plan, particularl flash floodin and wildfires. These ran include Catawba Mountain is to the north. It has a peak, called McAfee's Knob, at an elevation of 3,197 feet above sea level. Tinker and Read Mountains are to the Northeast. The Blue Rid is to the east with Stewarts Knob at an elevation of 2,400 feet. Also; the Blue Rid is to the south and includes Masons Knob near the Franklin Count border at an elevation of 3,217 feet. The hi elevation in the count is Poor Mountain to the southwest where it extends from 2,700 feet at Twelve O'clock Knob to 3,900 feet at its peak near Mont Count and includes the Bent Mountain area at 3,200 feet. Fort Lewis Mountain g enerall y runs parallel to Interstate 81 from the Salem area to Mont Count and is 3,280 feet at its peak. The Roanoke River ori in the Blue Rid Mountains, flowin east throu the middle of Roanoke Count drainin into Smith Mountain Lake in Bedford Count and Basic Plan-6 continuin into North Carolina, ultimatel reachin the Albemarle Sound. The Roanoke River is a potential source of floodin and the draina area from Mont Count to the west is monitored durin heav rain events. The Roanoke River Valle draina s serves the cities of Roanoke and Salem and most of Roanoke Count with a small area in the northern part of the count drained instead b Catawba Creek, which is part of the James River draina s that drains into the Chesapeake Ba The population of Roanoke Count is approximatel 92,376 people after the 2010 census. Demo include: 2.35 is the avera number per household 15.9 % of population g reater than 65 y ears of a 23.3 %of population less than 18 y ears of a Basic Plan -7 II. Assumptions The development of the Roanoke County Emergency Operations Plan is based on several assumptions that include but are not limited to; • Citizens of the county should be prepared to be independent for 3 days after the onset of a disaster, while it is understood that everyone may not be fully prepared this is urged through various public education events. • Roanoke County is home to several nursing home /adult care facilities including two of the larger facilities within the Commonwealth. These facilities have developed and maintain internal EOP's with MOU's to provide for their continued operation during the initial stages of an emergency. An emergency or disaster affecting Roanoke County will typically also affect the adjacent localities and particularly the Cities of Salem and Roanoke as the county completely surrounds these two localities. Roanoke County will maintain communications with these cities during a disaster in order to provide the best services possible to the citizens of Roanoke County and the Roanoke Valley. III.. Organization and Assignment of Responsibilities The Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended, provides that emergency services organizations and operations are structured around existing constitutional government. A successful local emergency management program involves local government officials, local government agencies, private sector and non - profit organizations. Their roles are summarized in the following discussions. Board of Supervisors/Elected Officials • Protect the lives and property of citizens • Establish the local emergency management program • Adopt and promulgate the Emergency Operations Plan (EOP) Director of Emergency Management (County Administrator) • Order evacuations as needed for an endangered area • Exercise direction and coordination during disaster operations • Hold overall responsibility for maintaining and updating the EOP Coordinator of Emergency Management • Ensure the local EOC is in a constant state of readiness • Develop and maintain the EOP Basic Plan -8 • Assume certain duties in the absence of the director of emer mana Ensure that the EOP is reviewed, revised and adopted ever four y ears Individual Department Heads Develop and maintain detailed emer plans and standard operatin procedures (SOPS for their assi ESF and/or department to include emer contact information Identif sources of emer supplies, e and transportation Ne and maintain mutual aid a for their area of responsibilit Maintain records of disaster related expenditures includin appropriate documentation • Protect and preserve vital records essential for the continuit of g overnment and deliver of essential functions • Establish and maintain list of succession of ke personnel Emer Support Functions (ESFs} An ESF is a g roupin g of g overnment and certain private-sector capabilities into an or structure to provide support, resources, pro implementation, and emer services that are most likel to be needed durin emer Operatin a and local departments participate in the Emer Support Functions ( ESF) structure as coordinators, primar response a and/or support a and/or as re to support incident mana activities. The ESFs: • Develop and maintain detailed plans and Standard Operatin Procedures { SOPS } to support their functional re • Identif sources of emer supplies, e and transportation • Maintain accurate records of disaster-related expenditure and documentation • Continue to be responsible for protection and preservation of records essential for continuit of g overnment • Establish a line of successions for ke emer personnel. Roanoke Count will operate under fifteen (15) different ESF g roupin g s as does the federal g overnment. Vir EOC is divided into seventeen (17) sections, V'EOC ESF #16 is Militar Support with this information coordinated under Count ESF 13, Public Safet and Securit VEOC ESF #17 is Volunteer and Donation Mana which is addressed in Count ESF 7, Resources. While various Roanoke Count individual departments are assi as the primar contact for an ESF, the ma not be the primar department to actuall provide that service in its entiret The ma act as a liaison with other a departments or the private sector to ensure deliver of that function. One example of this is electrical service deliver While Roanoke Count does not provide this service, the count will work with private providers to assist in service restoration where possible. Count ESF's and Primar Department(s) 1. ESF 1 Transportation — Communit Development 2. ESF 2 Communications — Communications and I.T. 3. ESF 3 Public Works — Communit Development and General Services Basic Plan-9 4. ESF 4 Firefi — Fire and Rescue 5. ESF 5 Emer Mana — Administration and Fire and Rescue 6. ESF 6 Mass Care — Social Services and Red Cross 7. ESF 7 Resources — Finance/Purchasin 8. ESF 8 Health and Medical — Fire and Rescue 9. ESF 9 Search and Rescue — Fire and Rescue, Police 10. ES F 10 Hazardous Materials — Fire and Rescue 11. ESF 11 A and Natural Resources - Police 12. ESF 12 Ener General Services 13. ESF 13 Public Safet - Police 14. ESF 14 Lon Term Recover - Real Estate 15. ESF 15 External Affairs- Public Information and Comm IT Citizen Involvement Roanoke Count provides on- communications to various communit g roups and particularl the nei civic lea The nei g roups meet as needed for their area and t on a q uarterl y basis the presidents will meet with Count Administration. The Count also participates on the re Citizen Corps Council (CCC) which implements volunteer or such as: • Citizens Emer Response Teams (CERT) • Medical Reserve Corps (MRC) • Nei Watch • Volunteers in Police Service 0 Fire Corps Roanoke Count is primaril involved with CERT and has assisted in the trainin of over 1000 Roanoke Valle residents throu a re approach. CERT g roups are trained to act as a first provider durin initial sta of a disaster prior to arrival of first responders. Activation of these CERT g roups is handled b the Roanoke Valle Chapter of the American Red Cross. ARC will t contact the team leader for a particular team who then coordinates activities for that g roup. Private Sector The private sector contributes si to the continued operation of Roanoke Count and its citizens. While individual companies will not be listed in this basic plan, man contribute to the safet and well bein of our citizens. Some examples include but are not limited to communications s (telephone and internet), electrical power, fuel ( natural g as and propane) and providin for the variet of other g oods such as food and water. Roanoke Count will maintain communications with the various private sector businesses throu the specific ESF. P rn Basic Plan-10 IV. Concept of Operations General The Roanoke Count Emer Communications Center ( ECC) will t be the first contact for our citizens at the onset of a disaster. The ECC serves as the "messa deliver point" durin da to da operations as the process emer calls. The are faced with havin to obtain the best information from an excited caller as q uickl y as possible and then sendin the most appropriate response with the assistance of a Computer Aided Dispatch S The Fire and Rescue Department Battalion Chief on dut is the first contact for Emer Mana The then determine the need to contact the Fire and Rescue staff on call person for expansion of the EM role. This could mean notification of a particular person, department or openin of the EOC. The initial contacts from the ECC can be made throu the 800 mhz radio s the Roanoke Count maintained pa s cell phones or hard line phones to the fire station. Once an event escalates the contacts for expansion of the EM s will g enerall y be via telephone from the on-call person in order to relieve the ECC as much as possible due to the probabilit the will be bombarded b calls. In the event an incident exceeds local emer response capabilities, outside assistance is available, either throu mutual aid a with nei jurisdictions or, throu the Vir Emer Operations Center (VEOC) and Statewide Mutual Aid (SMA). When the local emer operations center (EOC) is activated, there must be coordination between the EOC and of the field operations underwa to ensure services are delivered in a consistent manner and proper resources are utilized. Roanoke Count adopted NIMS in 2005 from Board of Supervisor action. This formal adoption was at the September 13, 2005 re scheduled meetin resolution #091305-2. While NIMS covers several areas, a primar section is Incident Command S ICS still covers man areas with the overall emphasis bein the proper mana and utilization of resources. Basic Plan- I I The Command and General Staff overall ICS chart as identified -from NIIVIS is as follows; Command is the only position that must be filled on every incident, any position not filled hm Command means that Command retains the responsibility for that function. As an event size and complexity escalates, so do the positions required to properly manage that event as the span of control for a supervisor should remain between 3 and 7. This organization can be used for any event whether planned oremergency and also can be expanded as necessary bo maintain span of control. Further description o[ the various sections, titles and assignments will be found inthe Direction and Control Annex. The organizational chart for the EOC|is ao follows with the Director ofEmergency Management assuming the ^Command"role. Emergency P[anning Mana ` Basic Plan-] 2 Basic Plan -13 Communications and Support Transportation Communicajflon5 E S F- I ESF-2 Public Parks ESF-3 Extemal Affairs ESF-15 Resource Mana ESF -7 Volunteer and Donations Mana Debi -is Mana Permits Finance and Recover Finance Purchasin and Records PIO Joint Infor-mation M Center Lon Term Recover ESF- 14 Dama Assessment Se of Action While itisunderstood that situations requiring the use of this EOP are varied, most situa amesu\t of first responder departments (Fire/Rescue and Police) initially being notified from the ECC as a result of pub|ic requests for service. This initial response may then escalate to additional notifications that require the E(]P and/or E{}C. The E(]P may also be used in the case of a planned event or potential of e pending disaster such as a winter storm. No ormal Operations The Public Information Officer and the various county departments provide information to the public inac on-going basis. This may be through o variety ofchannels and include general or emergency information. 1. Public information and educational materials will be provided to the public via newsletters, brochures, publications, county web-sites and other social media. 2. Develop, review and exercise emergency operations plans and standard operating procedures. 3. Assure the viability and accuracy of emergency contact lists, resource lists and emergency contracts. 4. Updote, review, and maintain the Emergency Operations Plan (EOP). 5- Ensure that the EC)P includes a provision that the Virginia Department of Criminal Justice Services and the Virginia Criminal Injury Compensation Fund shall be contacted in the event ofan emergency (a8 defined in the E(]P) when there are victims as defined in Code of Virginia §19.2-i1-01 The current contact for each organization must be maintained by the locality. This is handled through ESF-13 the Police Department will coordinate with the Sheriff's Office and Western Virginia Re Jail. Pre-Incident Actions The coordinator monitors various outlets for potential threats that may affect Roanoke County. These include but are not limited to[}H8.V[}EM and NVVS. Threats or potential issues for Roanoke County are attempted to be routed to the appropriate departments. The most common are weather announcements or alerts; particularly during the winter months and these are forwarded electronically to the E-Team which encompasses all departments. Response Actions The response phase ofoD emergency typically is the onset ofan emergency until the event transitions to recovery though some recovery functions may begin while the response io still underway. Some examples of response activities during a disaster are similar to those addressed b da to da 911 calls such as; Basic Plan-] 5 • Police response to control law and order • Response toa fire related emergency • Response to a request for emergency medical care Disaster response may also include other types of response activities as shown below. In addition, 8 heightened ovotarn of announcements, warnings and information will be provided tD the public. • Evacuations of endangered areas • Shelter of evacuated citizens • Accumulation ofdamage assessment information • Debris assessment requiring removal • Enhanced citizen communications Some actions that may be necessary at this po int in the incident are: �Suspension of doily functions of the government that do not contribute directly to the emergency operation � Efforts and resources may be redirected to accomplish an emergency task � Implement evacuation orders aaneeded � {}pen and staff emergency shelters oaneeded Assist in assessment and restoration of critical infrastructure Recovery Actions The recovery phase of an event is the return of the citizens and community to as close to pre-event condition as possible. This may bean extended period Of time depending on the magnitude ofthe emergency. Some recovery activities may have been started inthe latter sta of the response phase but will be continued as needed until completion. Some examples of recovery activities include: w Complete and submit damage assessment information � Staffing of Joint Information Center (,IlC) with various entities involved for all COD0rUu01c8tkons � Ensure critical infrastructure io repaired and operational w Establish volunteer reception center and donations management center � Coordinate with state and federal partners on opening Of a Joint Field Office (JFO) w Ensure proper clean up and rebuilding processes are in place toinclude permits Miti Actions The mitigation stage of the event is the rev of damage(s) and reducing or eliminating these damages from occurring in the future. This should include a rev and updating of the Hazard Miti Plan. The mitigation phase should also include the pO8Gibi|U« of hazard mitigation grants (HMPG) for the reduction of hazards. Basic Plan-16 Declaration of a Local Emer The Roanoke Count Board of Supervisors shall declare b resolution an emer to exist whenever the threat or actual occurrence of a disaster is or threatens to be of sufficient severit and ma to re si expenditure and a coordinated response in order to prevent or alleviate dama loss, hardship or sufferin A local emer ma be declared b the Director of Emer Mana with the consent of the local g overnin g board. If the g overnin g bod cannot convene due to the disaster or other exi circumstances, the director or in his absence, the deput director shall declare the existence of an emer subject to the confirmation b the g overnin g board within 14 da of the declaration. Activation of the Emer Operations Center (EQC) The Emer Mana or coordinator ma activate the EOC if the followin conditions exist: • There is an imminent threat to public safet or health on a lar scale • An extensive multia response and coordination will be re to resolve or recover from the emer or disaster event • The disaster affects multiple j urisdictions within a re that rel on the same resources to resolve ma emer events; and/or • The local emer ordinances are implemented to control the ma emer or disaster event Availabilit of staff and operational needs ma allow or re positions to be combined, or positions to not be filled (responsibilities held b the next hi position). Communication, Alert and Warnin will be provided to the public throu the Public Information Officer and Director various methods to include- 7 Emer Alert S ( EAS ) , social media, count website, local media or other s that are available. Basic Plan-] 7 V. Administration, Finance and Lo v'� All assets (human resources, facilit and e resources) of the count will become the purview of the Director of Emer Mana Administrator of Roanoke Count to direct in an wa and to respond to an emer These assets will t be under the control of the various department heads as assi and ma be re-assi as needed durin an emer All Roanoke Count emplo or volunteers will be assi to positions as close to their dail assi as possible. Where position assi ma var all efforts will be made to ensure safet of these personnel and appropriate trainin as needed will be delivered. Personnel ma also be re to work different shifts as those t assi in an office settin in order for continued service deliver for the emer The Director ma also assi this authorit to the Coordinator of Emer Mana while the count is operatin under a declared emer The Director of Finance is responsible for the procedures, forms and trackin of expenditures in a potential emer This includes all e purchases and also pa expenses. It is reco that additional expenditures ma be re and additional staff ma be re to assist with purchasin and recordin of this information. The Department of Purchasin which is part of Finance is responsible for the ac of materials and e as necessar to respond and address the event. This is further outlined as part of ESF-7. Basic Plan-18 V1. Plan Development d Maintenance Commonwealth of Vir-qinia Emerqencv Services and Disaster Law of 2000, as amended, requires jurisdictions to develop, adopt, and keep current a written crisis emergency management plan. Every four years, Roanoke County shall conduct a comprehensive review and revision of its crisis and emergency management plan to ensure the plan remains oUrnenL, and the revised plan shall be adopted formally by the Roanoke County Board of Supervisors. This will be done by resolution with a copy provided to the Virginia Department of Emergency Management. The Coordinator Of Emergency Management will update the Emergency Operations Plan as needed or at least on an ennUe| basis. The Coordinator will coordinate with each emergency resource organization and assure the development and maintenance of an appropriate emergency response capability. [tio the responsibility of the Coordinator or Emergency Management to assure that the p|eD is tested and exercised on a regu|erbasiS. Th(8 may done through various means and follow the Home/and Security Exercise Evaluation Program (HSEEP) as closely as possible. Some examples of exercises are table top dr1/1o functional and fu/1 scale exercises. Activations of the EOP and EOC with appropriate follow up and updates may take the place ofadrill. Basic Plan-] 9 V11, Exercise and Trainin Trained and knowled personnel are essential for the prompt and proper execution of the Roanoke Count Emer Operations Plan and sub-plans. The Director of Emer Mana will ensure that all response personnel have a thorou understandin of their assi responsibilities in a disaster or emer situation, as well as how their role and responsibilities interface with the other response components of the Emer Operations Plan. All personnel will be provided with the necessar trainin to execute those responsibilities in an effective and responsible manner. The Emer Mana Coordinator is responsible for the development, administration and maintenance of a comprehensive trainin and exercise pro customized to the needs of Roanoke Count This pro will be comprised of a g eneral, core, functionall specific, as well as on- refresher trainin pro desi to attain and sustain an acceptable level of emer preparedness. Trainin will be based on federal and state g uidance. Instructors will be selected from the Roanoke Count officials and staff, state and federal g overnments, private industr the militar and volunteer g roups trained in emer services and response. All trainin and exercises conducted in will be documented, t throu the annual reports submitted to the VDEM Re Coordinator. Basic Plan-20 Appendix 1 - Glossar of Ke Terms Amateur Radio Emer Services A public service or of licensed amateur radio operators who have voluntaril re their q ualifications and e to provide emer communications for public service events as needed American Red Cross A humanitarian or led b volunteers, that provides relief to victims of disasters and helps prevent, prepare for, and respond to emer It does this throu services that are consistent with its Con Charter and the Principles of the International Red Cross Movement. Command Section One of the five functional areas of the Incident Command S The function of command is to direct, control, or order resources, includin people and e to the best possible advanta Command Post That location at which primar Command functions are executed; usuall collocated with the Incident Base, also referred to as the Incident Command Post. Comprehensive Resource Mana Maximizes the use of available resources, consolidates like resources and reduces the communications load on the Incident Command Operation. Coordination The process of s anal a situation, developin relevant information, and informin appropriate personnel of viable alternatives for selection of the most effective combination of available resources to meet specific ob Emer An occurrence, or threat, whether natural or man-made, which results or ma result in substantial injur or harm to the population or substantial dama to or loss of propert or natural resources and ma involve g overnmental action be that authorized or contemplated b existin law because g overnmental inaction for the period re to amend the law to meet the exi would work immediate and irrevocable harm upon the citizens or the environment of the Commonwealth or clearl defined portion or portions thereof. Decontamination The process of makin people, objects, or areas safe b absorbin destro neutralizin makin harmless, or removin the Hazardous Materials/HAZMAT Emer c saster/1 nci dent An event that demands a crisis response be the scope of an sin line a or service and that presents a threat to a communit or lar area. An emer is usuall an event that can be controlled within the scope of local capabilities; a ma emer or disaster usuall re resources be what is available locall Basic Plan-21 Emergency Alen System A network of broadcast stations interconnecting facilities authorized by the Federal Communications Commission (FCC) to operate in a controlled manner to warn and inform the public of needed protective actions in the event of a disaster or emergency situation. Emergency peratiores Center A facility from which government directs and controls its emergency operations; where information about the status of the emergency situation is officially collected, assimilated, and reported on; where coordination among response agencies takes place; and from which outside assistance is officially requested. Emer Operations Dian A document which provides for a preplanned and coordinated response in the event of an emergency or disaster situation. Emer Management The preparation for and the carrying out of functions (other than functions for which military forces are primarily responsible) to prevent, minimize, and repair injury and damage resulting from natural or manmade disasters. These functions include fire- fighting, police, medical and health, rescue, warning, engineering, communications, evacuation, resource management, plant protection, restoration of public utility services, and other functions related to preserving the public health, safety, and welfare. Emergency en Support Function A functional area of response activity established to facilitate the delivery of Federal assistance required during the immediate response phase of a disaster to save lives, protect property and public health and maintain public safety. Exercise An activity designed to promote emergency preparedness; test or evaluate emergency operations plans, procedures, or facilities; train personnel in emergency response duties, and demonstrate operational capability. There are three specific types of exercises: tabletop, functional, and full scale. Evacuation Assisting people to move from the path or threat of a disaster to an area of relative safety. Federal Disaster Assistance Aid to disaster victims and /or state and local governments by federal agencies under provisions of the Robert T. Stafford Relief and Emergency Assistance Act of (PL 93- 288). Geographic Information System A computer system capable of assembling, storing, manipulating, and displaying geographically referenced information, i.e. -data identified according to their locations. Hazardous Materials Substances or materials which may pose unreasonable risks to health, safety, property, or the environment when used, transported, stored or disposed of, which may include materials which are solid, liquid, or gas. Hazardous materials may include toxic Basic Plan -22 substances, flammable and i materials, explosives, or corrosive materials, and radioactive materials. Hazardous Materials Emer Response Plan The plan was developed in response to the re of Section 303 (a) of the Emer Plannin and Communit Ri Act (Title 111) of Superfund Amendments and Reauthorization Act of 1986. It is intended to be a tool for our communit use in reco the risks of a hazardous materials release, in evaluatin our preparedness for such an event, and in plannin our response and recover actions. This plan is separate from the count Emer Operations Plan. Incident Command S A model for disaster response that uses common terminolo modular or inte communications, unified command structure, action plannin mana span or control, pre-desi facilities, and comprehensive resource mana In ICS there are five functional elements: Command, Operations, Lo Plannin and Finance/Administration. Incident Commander The individual responsible for the mana of all incident operations. Initial Dama Assessment Report A report that provides information re overall dama to public and private propert thereby providin a basis for emer declaration and/or disaster assistance. This is due to the VIDEM within 72 hours of the event. Inte Communications Plan This plan coordinates the use of available communications means and establishes fre assi for certain functions. Local Emer The condition declared b the local g overnin g bod when, in its j ud g ment, the threat or actual occurrence of a disaster is or threatens to be of sufficient severit and ma to warrant coordinated local g overnment action to prevent, or alleviate loss of 'life, propert dama or hardship. Onl the Governor, upon petition of a local g overnin g bod ma declare a local emer arisin wholl or substantiall out of a resource shorta when he deems the situation to be of sufficient ma to warrant coordinated local g overnment action to prevent or alleviate the hardship or sufferin threatened or caused thereb Local Emer Plannin Committee Appointed representatives of local g overnment, private industr business, environmental g roups, and emer response or responsible for ensurin that the hazardous materials plannin re of the Superfund Amendments and Reauthorization Act of 1986 (SARA Title III are complied with. Miti Activities that actuall eliminate or reduce the chance occurrence or the effects of a disaster. Examples of miti measures include, but are not limited to, the development of zonin laws and land use ordinances, State buildin code provisions, re and licensin for handlin and stora of hazardous materials, and the inspection and enforcement of such ordinances, codes and re Basic Plan-23 Mobile Crisis Unit A field response tram staffed and operated b mental health professionals speciall trained in crisis intervention. The Mobile Crisis Unit is available to provide on-scene crisis intervention to incident victims and to follow up work with victims and formal Critical Incident Stress Debriefin for service providers after the incident has been brou under control. Mutual Aid A A written a between a and/or j urisdictions in which the a to assist one another, upon re b furnishin personnel and/or e in an emer situation. National Response Framework Is a g uide to how the Nation conducts all-hazard response. It is built upon scalable, flexible and adaptable coordinatin structures to ali ke roles and responsibilities across the nation. National Weather Service The federal a which provides localized weather information to the population, and durin a weather-related emer to state and local emer mana officials. Preparedness The development of plans to ensure the most effective, efficient response to a disaster or emer Preparedness activities are desi to help save lives and minimize dama b preparin people to respond appropriatel when an emer is imminent. Preparedness also includes establishin trainin exercises and resources necessar to achieve readiness for all hazards, includin Weapons of Mass destruction incidents, Presidential Declaration A presidential declaration frees up various sources of assistance from the Federal g overnment based on the nature of the re from the g overnor. Primar Department While several Count departments will be performin varied and critical tasks durin a disaster, in most cases onl one will be considered the 'primary. I The primar department shall be responsible for detailed plannin testin and evaluation of their respective emer support function. The Department Director of the primar department shall serve as the principle advisor to the Count Administrator durin the response and recover phase. In addition, the Department Director or the primar a must assure that essential operations of his/her a will continue, unless otherwise directed b the Count Executive or his/her desi Re Information Coordination Center The center facilitates communications and coordination amon local, state, and federal 1 g overnment authorities to ensure an effective and timel response to re emer and incidents, includin coordination of decision-makin re events such as closin earl release of emplo evacuation, transportation decisions, health response, etc. Basic Plan-24 Situation Report A form which when completed at the end of each da of local Emer Operations e ' �bvl Center operations, will provide the Count with an official dail summar of the status of an emer and of the local emer response. A cop should be submitted to the State EOC via fax or submitted throu the Vir Department of Emer Mana website. Span of Control As defined in the Incident Command S Span of Control is the number of subordinates one supervisor can mana effectivel Guidelines for the desirable span of control recommend three to seven persons. The optimal number of subordinates is five for one supervisor. State of Emer The condition declared b the Governor when, in his j ud g ment, a threatened or actual disaster in an part of the State is of sufficient severit and ma to warrant disaster assistance b the State to supplement local efforts to prevent or alleviate loss of life and propert dama Superfund Amendments and Reauthorization Act of 1986 Established Federal re for the handlin of hazardous materials. Unified Command Shared responsibilit for overall incident mana as a result of a multi jurisdictional or multi-a incident. In the event of conflictin priorities or g oals, or where resources are scarce, there must be a clear line of authorit for decision-makin A contribute to unified command b determinin overall g oals and objectives, jointl plannin for tactical activities, conductin inte tactical operations and maximizin the use of all assi resources. Weapons of Mass Destruction An explosive, incendiar or poison g as, bomb, g renade, rocket havin a propellant char of more than 4 ounces, or a missile havin an explosive incendiar char of more than 0.25 ounce, or mine or device similar to the above; poison g as; weapon involvin a disease or or weapon that is desi to release radiation or radioactivit at a level dan to human life. (Source: 18 USC 2332a as referenced in 18 USC 921). -25 Appendix 2 —List of Acron APHIS Animal and Plant Health Inspection Service CERT Communit Emer Response Team CFO Chief Financial Officer CR Communit Relations DECO Deput State Coordinatin Officer DHS Department of Homeland Securit DRC Disaster Recover Center DMME Department of Mines, Minerals, and Ener DRM Disaster Recover Mana EAS Emer Alert S EOC Emer Operations Center ESF Emer Support Function EPA Environmental Protection A ERT-A Emer Response Team — Advance Element FBI Federal Bureau of Investi FCO Federal Coordinatin Officer FEMA Federal Emer Mana A ICS Incident Command S JIC Joint Information Center JFO Joint Field Office MACC Multi-a Command Center MOA Memorandum of A MOU Memorandum of Understandin NAWAS National Warnin S NCR National Capital Re NGO Non Or NIMS National Incident Mana S NOAH National Oceanic and Atmospheric Administration NRC Nuclear Re Commission 1\1 RIP National Response Plan Basic Plan-26 NWS National Weather Service PDA Preliminar Dama Assessment PIO Public Information Officer POC Point of Contact RACES Radio Amateur Civil Emer Services SAR Search and Rescue ScC State Corporation Commission SOP Standard Operatin Procedures USAGE U.S. Arm Corps of En USCG U.S. Coast Guard USDA U.S. Department of A VOAD Voluntar Or Active in Disaster WAWAS Washin Area Warnin S WK/ID Weapons of Mass Destruction Basic Plan-27 Appendix 3 — Authorities and References Federal 1. The Robert T. Stafford Disaster Relief and Emergenc Assistance Act, Public Law 93-288, as amended 2. The Homeland Securit Act I National Response Framework 4. Local and Tribal NIMS Inte r ation: Inteq-ratinQ the National Incident Management System into Local and Tribal Emerqencv Operations Plans and Standard Operatin Procedures, V. 1, Department of Homeland Securit 5. NIMS Resource T http://www.fema. State 1. Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended. 2. The Commonwealth of Virginia Emerunc Operations Plan, December 2007 Local 1. Re Hazard Miti Plan, Roanoke Count section 2. Roanoke Count Comprehensive Plan Basic Plan-28 Appendix 4 — Matrix of Responsibilities Primar or Lead Department Assistin or Support Department Basic Plan-29 t > CL 0 0 LO 10 0 F L E M a.2 45 4& LL :W e :* fl- q* 00 * :3 :M U q& 0 U U V ft UR 4L r M (n 6. 1 V) 0 U U) 0- U- e LL w E LO U. a U- U) LL 0 U- W LL- -C (n M LL aj U) C wo UL. CO 0 LL W X Department I- w Ui w X LU (n w X Ui w a. w -1 L" Uj Administration and COUnt Attorne Bud Comm IT Communit Development Economic Development Finance Fire and Rescue General Services Human Resources Libraries Parks and Recreatio Public Information Police Real Estate Valuation RVTV Schools Sheriff Social Services Treasurer Health Department Red Cross Primar or Lead Department Assistin or Support Department Basic Plan-29 Appendix 5 - Succession of Authorit Continuit of Government is critical to the successful execution of emer operations. -rherefore, the followin lines of succession are specified in anticipation of an contin which mi result in the unavailabilit of the rankin member of the administrative hierarch The decision-makin authorit for each or or service function is listed below b position in decreasin order. Organization/Service Function Roanoke Count Board of Supervisors Emer Mana Director Authorit in Line of Succession 1. Chair Person 2. Vice-Chair 3. Senior Member 1. Count Administrator 2. Assistant Count Administrator 3. Assistant Count Administrator Deput Director Coordinator of Emer Mana 1. Chief of Fire and Rescue 2. Chief of Police 3. Communications IT Director 1. Coordinator, Fire/Rescue Division Chief lwo� Basic Plan-30 Appendix 6 — Emer Operations Plan Distribution List The Roanoke Count Emer Operations Plan will be maintained b the Coordinator of Emer Mana Copies (electronic or hard cop will be made available to all Count Department Heads and hard copies also maintained for use in the Emer Operations Center. Basic Plan-31 Appendix 7 - Essential Records Court Records The preservation of essential records for the localit is the responsibilit of the Clerk of the Circuit Court. All essential records are to be stored in the records vault located in the Office of the Clerk of the Circuit Court. These records include the followin Real Estate Records* Criminal Records Wills Civil Records Chancer Records Marria Licenses The evacuation of records in the event of an emer will be accomplished onl b approval of the Clerk of the Circuit Court. The loadin and transportation of 'these records is the responsibilit of the Sheriff's Department. * A micro-film cop of all real estate records for the localit is stored in the Archives, State Librar Richmond, Vir Agencies/Organizations Each a within the structure of local g overnment should establish its own records protection pro Those records deemed essential for continuin g overnment functions should be identified and procedures should be established for their protection, such as duplicate copies in a separate location and/or the use of safe and secure stora facilities. Provisions should be made for the continued operations of automated data processin s and records. R Basic Plan-32 Appendix 8 - NIMS Adoption Resolution AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNT'S ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 13,205 RESOLUTION 091305 -2 ADOPTING THE NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS) AS THE COUNTY STANDARD FOR INCIDENT MANAGEMENT WHEREAS, the President of Homeland Security Directive (HSPD) -5, directed the Secretary of the Department of Homeland Security to develop and administer a National Incident Management System (NIMS), which would provide a consistent nationwide approach for Federal, State, and local governments to work together more effectively and efficiently to prevent, prepare for, respond to and recover from domestic incidents, regardless of cause, size or complexity; and WHEREAS, the collective input and guidance from all Federal, State, and local homeland security partners have been, and will continue to be vital to the development, effective implementation and utilization of a comprehensive NIMS; and WHEREAS, it is necessary and desirable that all Federal, State, and local emergency agencies and personnel coordinate their efforts to effectively and efficiently provide the highest levels of incident management; and WHEREAS, to facilitate the most efficient and effective incident management it is critical that Federal, State, and local organizations utilize standardized terminology, standardized organization structures, interoperable communications, consolidated action plans, unified command structures, uniform personnel qualification standards, uniform standards for planning, training, and exercising, comprehensive resource management, and designated incident facilities during emergencies or disasters; and Basic Pian -33 WHEREAS, the N|M8 standardized procedures for managing personne, communicationo, facilities and resources will improve the County's ability to utilize federal funding lo enhance local agency readiness, maintain first responder safety, and streamline incident management pmomaaea and WHEREAS, the Incident Command System components ofN0MS are already an integral port of various County incident management activities, including current emergency management training programs; and WHEREAS, the National Commission on Terrorist Attacks (041 Commission) recommended adoption ofa standardized Incident Command System. NQVVTHEREFORE.BE[TREGDLVEQbytheBoardof8upervisonaofRoanoke County. Virginia, that the National Incident Management System (N|MS) is established as the Count standard for incident mana On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Flona.Alfizar NAYS: None A COPY TEGTE --JL Diane S. Childers, CMC Clerk to the BoardofSupemisom oz File Ray Levinder, Chief ofPolice Rick Burch, Chief of Fire & Rescue K Basic Plan-34 Appendix 9 - Declaration of Local Emer WHEREAS, the Director of Emer Mana of Roanoke Count has hereb found: 1. That due to (Specif Event) Roanoke Count is facin dan conditions; 2. That due to the (Specif Event a condition of extreme peril to life and propert n ecess itates/ necessitated the proclamation of the existence of a local emer NOW, THEREFORE, IT IS HEREBY PROCLAIMED that an emer does now/or did exists throu said Jurisdiction; and IT IS FURTHER PROCLAIMED AND ORDERED that durin the existence of said emer the powers, functions, and duties of the Emer Mana Or of Roanoke Count shall be/were those prescribed b State Law and the Ordinances, Resolutions, and approved plans of Jurisdiction in order to miti the effects of said emer Date Chair, Board of Supervisors Roanoke Count Commonwealth of Vir Attest: Clerk, Board of Supervisors Roanoke Count Commonwealth of Vir Basic Plan-35 Appendix 10 - Roanoke Count Board of Supervisors Promul and Acceptance of 2011 EQP lw� Resolution Emer Operations Plan WHEREAS the Roanoke Count Board of Supervisors of Roanoke Vir reco the need to prepare for, respond to, and recover from natural and manmade disasters; and WHEREAS Roanoke Count has a responsibilit to provide for the safet and' well bein of its citizens, businesses and visitors; and WHEREAS Roanoke Count has established and appointed the Count Administrator as Director of Emer Mana and assi the Coordinator of Emer Mana position in the Fire and Rescue Department. NOW THEREFORE, BE IT RESOLVED b the Roanoke Count Board of Supervisors of Roanoke Vir this Emer Operations Plan as revised is officiall adopted, and IT IS FUTHER RESOLVED AND ORDERED that the Director of Emer Mana is tasked and authorized to maintain and revise as necessar this document over the next four (4) y ear period and at such time be ordered to come before this board for review. Chairman, Count Board of Supervisors AT-I-EST: Clerk Count Board of Supervisors Adopted this da of 2011 Basic Plan-36 Emer Support Function #1 - Transportation Primar Department Communit Development Secondar Departments Parks and Recreation General Services Schools Support Departments Fire and Rescue, Police, Other Departments with Transportation Assets Introduction Purpose: Emer Support Function (ESF) #1 — Transportation- ESF 1 staff will coordinate particularl with the Vir Department of Transportation (V'DOT) to ensure transportation needs are met durin an incident. This will also include that roadwa are open and repaired and the coordination of dama assessment information on transportation infrastructure. Coordination as re with other transportation routes will be included (air, rail). Scope: Assistance provided b ESF #1 includes, but is not limited to: • Coordinatin transportation activities and resources durin the response phase immediatel followin an emer or disaster • Facilitatin dama assessments to establish priorities and determine needs of available transportation resources • Processin all transportation re from count a and emer support functions. This ESF will coordinate evacuation transportation as needed as its first priorit • Facilitate and coordinate movement of the public after an evacuation has occurred. Policies: • Local transportation plannin will use the most effective means of transportation to carr out the necessar duties durin an incident; Local transportation plannin will reco State and Federal policies, re and priorities used to control movement of relief personnel, e and supplies; • To facilitate the prompt deplo of resources, priorities for various incidents are developed and maintained throu an inter-department process led b local g overnment prior to an incident. Each ESF is responsible for compilin submittin and updatin information for inclusion in the ESF #1 prioritized shipments. ESF #1-1 Concept of Operations General: The Emer Operations Plan provides g uidance for mana the use of transportation services and deplo of relief and recover resources. A disaster ma severel dama the transportation infrastructure and interrupt transportation services. Most localized transportation activities will be hampered b lack of useable surface transportation infrastructure. The dama to the transportation infrastructure ma influence the means and accessibilit level for relief services and supplies. Disaster responses, which re usable transportation routes, will be difficult to coordinate effectivel durin the immediate post disaster period. Clearin access routes will permit a sustained flow of emer relief, althou localized distribution patterns ma be disrupted for a si period. All g overnment transportation resources not bein used for the emer will be available for use. All re for transportation support will be submitted to the Emer Operations Center for coordination, validation, and/or action in accordance with this Emer Support Function. The primar transportations routes of the count include Interstates 81 and 581, and routes 11, 115, 11:61 1'17, 220, 221, 311, 419 and 460. These routes will be the restoration priorit followed b secondar routes. Or The Count in conjunction with the Vir Department of Transportation, is responsible for coordinatin resources needed to restore and maintain transportation routes necessar to protect lives and propert durin an emer or disaster. The Count will provide a liaison with the Vir Department of Transportation and provide information on road closures, alternate routes, infrastructure dama and debris removal, bus transit and restoration activities. The Count in conjunction with the Vir Department of Transportation and re support a will assess the condition of hi brid si and other components of the transportation infrastructure and where appropriate: • Close infrastructure determined to be unsafe • Post si and barricades • Maintain and restore critical transportation routes, facilities, and services ESF #1 -1 Actions • ESF #1 will develop, maintain, and update plans and procedures for use durin an emer • The personnel will sta up to date with education and trainin that is re for a safe and efficient response to an incident • Alert local primar a representative of possible incident, and be preparations for mobilization of resources • If necessar contact state or federal a and alert Secondar A Assess initial dama and work to decide on the priorities for reconstruction and restoration of critical transportation facilities • Keep record of all expenses, and continue throu the duration of the emer • Prepare appropriate facilities for possible use • Communicate and inform the Local EOC of actions and intentions • Local EOC to provide updates to State EOC on dama needs and conditions • ESF #1 staff coordinates the use of transportation resources to fulfill mission assi and follow established practices and procedures • Continue to provide support where needed Responsibilities Primar Department: Communit Development • Partners with other Local Governments, State and Federal departments as well as private industr to assess dama and impact on transportation and infrastructure • Coordinates and implements, response and recover functions under Primar a statutor authorities • Coordinate with ESF 13 to ensure evacuation routes are the priorit routes cleared • Assists with determinin the most viable transportation networks to, from and within the emer or disaster area and re the use of these transportation networks • Identifies resource re for transportation and coordinates their allocation • Coordinate with the Roanoke Count Schools for possible use of school buses and other resources • Coordinate with RADAR on possible use of their transportation assets, particularl handicapped accessible vehicles ESF ##1 -1 Support Departments: Parks and Recreation General Services • Assist with staffin and e to open and or maintain transportation routes • Maintain vehicle and e inventor of their fleet available for use durin a disaster Schools • Maintain inventor of vehicles and e available for use durin a disaster • Assist with staffin and e as available to clear transportation routes • Potential use of box/car trucks to assist in resource or suppl deliver All other Departments, special attention Fire / Rescue, Police • Maintain inventor of vehicles and e that ma be needed for transportation purposes, road clearin and so forth; • Provide on- feed back to the EOC on an noted problems with transportation infrastructure to ensure timel maintenance is made available throu entire ESF-1 section. ESF #1-1 Emer Support Function #2 - Communication Primar Department Communications and Information Technolo Secondar Departments Count Administration Support Departments Fire and Rescue Police Sheriff Introduction Purpose: The purpose of Emer Support Function #2 — Communication is to support public safet and other count departments b maintainin continuit of information and telecommunication e and other technical and electronic resources. ESF #2 is responsible for assurin that count staff maintains communications abilit and also means to inform the public are in place. Facilitate and support count departments with the restoration and reconstruction of telecommunications e 800 radio capabilit computers, networks and other technical resources. The localit will coordinate with ESF-15 and the State Emer Operations Center should outside assistance be re ESF-15 will coordinate the actual release of public information. ESF-2 will also coordinate to assist restoration for count citizen communications b workin with various private vendors. Scope: ESF #2 works to accuratel and efficientl transfer information durin an incident. This ESF is also responsible for the technolo associated with the representation, transfer, interpretation, and processin of data amon people, places, and machines. Communication includes transmission or reception of si si writin ima and sounds or intelli of an natures b wire, radio, optical, or other s Policies: • The Communications Center (ECC) operates 24 hours a da 7 da a week and serves as the 911 center and the localit public safet answerin point ( PSAP) for Roanoke Count to include the Town of Vinton • The EOC will be operational as needed durin disaster situations • The ECC is accessible to authorized personnel onl • The EOC staff will consist of the Director, Coordinator, and ke department heads or their desi representatives. Support personnel to assist with ESF #2-1 communications, lo and administration will also be desi The Director of Emer Mana will be available for decision-makin as re u i red The ECC will initiate notification warnin of appropriate personnel in initial sta of an emer and with emer responders throu an incident. Once initial notifications are made further notifications will t be made throu EOC. Concept of Operations General: The Emer Operations, Plan provides g uidance for mana emer communications resources. The Count Emer Communications Center is the point of contact for receipt of all warnin and notification of actual or impendin emer or disaster. The lead dispatcher on dut will notif appropriate ke personnel, chiefs and department heads as re b the t of report and standard operatin procedures (SOP). This contact for Emer Mana durin normal operations will t be the Fire and Rescue on dut Battalion Chief who will provide further direction as needed. The Emer Communications Center (ECC) is accessible to authorized personnel onl The ECC is most often the first point of contact for the g eneral public (911). If public notices and information is re to be distributed, the ECC will coordinate with the EOC. It is understood that various forms of warnin and notification will be re and some areas of the population still ma not be informed. The Communications and Information Technolo Department will coordinate with private companies to ensure that communications essential to handle emer are maintained. Durin a major disaster, additional telephone lines ma be installed in the Emer Operations Center (EOC) to coordinate emer operations. Amateur radio operators ma provide emer backup radio communications between the EOC and the State EOC, should normal communications be disrupted. The ma also provide communications with some in-field operators throu various fire/rescue stations. It is important that while communicatin standard or common terminolo is used so that multiple a are better able to interact and understand each other. The count has adopted "plain talk' and shall alwa use this durin an mutual aid event. Or The Coordinator of Emer Mana will assure the development and maintenance of SOPs on the part of each major emer support function. Generall each desi department should maintain up to date notification lists and, establish procedures for reportin appropriate emer information, develop mutual aid a with like a in adjacent localities, and provide on trainin to maintain emer response capabilities. When an emer threatens, available time will be used to implement increased readiness measures as listed in each annex to ES #2-2 this plan. The Coordinator of Emer Mana will assure that all departments are notified as soon as possible and appropriate actions are planned. The EOC support staff will include a recorder, messa clerk, and other support personnel as re relievin the decision-makin g roup of handlin messa maintainin lo placin maps, etc. An EOC wall map should be prepared and be readil accessible. A separate Reports Section should also be established as an ad to the EOC staff. Roanoke Count emer communications are heavil dependent of the commercial telephone network, both wired and wireless. The telephone s is vulnerable to the effects of emer and disasters and to possible s overload due to increased usa Technical failure or dama loss of telecommunications e could hamper communications or the abilit to communicate with emer personnel and the public throu the localit Amateur radio operators and other non volunteer g roups used to assist with emer radio communications support will be under the authorit of the Director of Emer Mana and the ESF-2 section. The amateur radio and other non volunteer operators will be re to be NIMS compliant. Actions The ECC will initiate notification and warnin of appropriate personnel. Landline telephones, voice or data-2 wa radio, and wireless telecommunications devices ma be utilized to notif public officials, EOC staff, emer personnel and others, as re Comm/IT Department personnel will coordinate with various telephone service providers to ensure communications routes are available • Emer service vehicles e with public address s ma be used to warn the g eneral public, and • Emer warnin ma ori at the federal, state, or local level of g overnment. Timel warnin re dissemination to the public b all available means: a. Emer Communications Center b. Emer Alert S c. Local radio and television stations d. NOAA Weather Radio — National Weather Service e. Mobile public address s f. Telephone g . General broadcast over all available radio fre h. Newspapers i. Amateur Radio Volunteers j. Social Media k. Si on public roads such as 'DOT or privatel owned ESF #2-3 Responsibilities • Develop and maintain primar and alternate communications s for contact with local jurisdictions, state a non and private sector a re for mission support • Ensure the abilit to provide continued service as the Public Safet Answerin Point (PSAP) for incomin emer calls, • Ensure the PSAP maintains means to disseminate information to first responders in order to handle emer • Ensure communication lines and e essential to emer services are maintained b the appropriate vendor • Provide additional staffin in the EOC to assist with communications functions • Develop and maintain an emer communications pro and plan • Provide telephone service providers with a restoration priorit list for telephone service prior to and/or followin a major disaster • Maintain records of cost and expenditures and forward them to Finance Section Chief ESF #2 4 Tab 1 to Emer Support Function #2 EMERGENCY NOTIFICATION PROCEDURES Until the EOC is activated, the Emer Communications 911 Center of Roanoke Count will notif the followin upon receipt of a severe weather flash flood or tornado warnin other emer messa as received from the State EOC or when directed b an on-scene incident cornmander: • Coordinator of Emer Mana The Coordinator notification will t be released throu the on dut Fire and Rescue Department Battalion Chief position. This person will receive and evaluate the information and contact the on call Coordinator or Deput Coordinator. This information will be evaluated as to whether notification should be made to the Director, other Count Department Heads and/or released to the public. Once operational, the EOC will receive messa and communicate with the State EOC. It is then the responsibilit of the Emer Communications Center of the count to rela emer messa to the EOC who is responsible to communicate with the Director of Emer Mana Es #2-5 Tab 2 to Emer Support Function #2 E The Communications, Information Technolo Department (Radio Shop) maintains a multi site, trunked 800 mhz trunked di radio s for Roanoke Count as well as approximatel 2500 subscriber units. This is the primar means of communications for all response departments. This department also coordinates with private vendors for telephone service with -the vendor providin connection to the buildin and Comm IT providin the support inside to include various handsets, wirin and so forth. Comm IT maintains a 7 site pa s that covers Roanoke Count and is primaril used b Fire / Rescue for alertin purposes. An additional back up communications from the Public Safet Center to field units is ham radio. This is available to send information from the EOC to Fire Stations 2, 31 51 61 71 81 91 10 and 11. 10� ESF #2-6 Emer Support Function #3 — Public Works Primar Departments,: Communit Development — Inspections/permits General Services — Debris removal Secondar Department: Parks and Recreation Support A Western Vir Water Authorit Introduction ESF #3 is titled public works which is the same as the state and federal titles. While Roanoke Count does not have a department with this title, the Communit Development and General Services Departments deliver and/or coordinate man of the same services as a traditional Public Works department. These services include maintenance of count buildin and g rounds, buildin inspections, buildin permits and debris or trash removal. Water and sewer deliver is provided b the Western Vir Water Authorit (WVWA), ESF-3 will work as a liaison with WVWA to coordinate continued deliver of these services. PUrpose: ESF-3 will assess dama to public and private propert to ascertain extent of repairs needed. The Real Estate Valuation Department will coordinate -the dollar amounts in ESF-14, ESF-3 will concentrate on identif dama infrastructure and coordinatin permits for repairs in the communit and also repair to count facilities. 9M ESF-3 will provide public works and en support as re durin a disaster. This will include support durin the various phases of an emer The will coordinate miti efforts to reduce or eliminate hazards, support of response activities and the individual departments, providin these services, coordinatin the recover process and especiall the permits for rebuildin and debris removal. Some examples of work coordinated are: • Coordinatin miti efforts in flood prone areas • Maintain abilit to process buildin permits followin a disaster expeditiousl • Coordinate debris removal as needed throu in house or contractor services • Repair dama count buildin to ensure continued service deliver • Assist ESF-1 , Transportation to ensure primar roadwa are reopened ESF #3-1 Policies: Communit Development will maintain process for buildin permit processin possibl throu satellite communit offices in the communit General Services will maintain debris removal lists to include contactors and disposal location(s) Concept of Operations General: In a disaster, buildin and structures ma be destro or severel dama Homes, public buildin brid and other facilities ma need to be reinforced or demolished to ensure safet Public utilities ma be dama and be partiall or full inoperable. Access to the disaster areas ma be dependent upon debris clearance and roadwa repairs. Debris clearance and emer road repairs will be g iven top priorit to support immediate lifesavin emer response activities. Prompt assessment of the disaster area is re to determine critical times and potential workloads. Earl dama assessment must be made rapidl and be g eneral in nature. Followin an incident, a multitude of independent dama assessment activities will be conducted b a variet of or includin the Localit Dama Assessment Teams, Insurance Companies, Vir Department of Emer Mana Utilit Companies and Federal Emer Mana A • Determine if buildin are safe or need to be closed and post as necessar • Clear debris as timel as possible • Coordinate with law enforcement to secure dama buildin ad areas that ma be unsafe • Coordinate with insurance companies Or To minimize threats to public health, the Department of General Services will serve as liaison with the Vir Department of Environmental Qualit (DEQ) and the Count Attorne to secure the necessar emer environmental waivers and le clearances that would be needed to dispose of emer debris and materials from demolition activities. The Department of General Services will coordinate with DEQ to monitor disposal of debris materials. The count departments mentioned will inspect buildin for structural, electrical, g as, plumbin and mechanical dama followin a disaster situation. The will ensure that an repairs or rebuildin that occurs followin the incident will compl with the count buildin codes, zonin and land-use re and comprehensive plan. The Local Buildin Official is responsible for determinin the state of a buildin and placin notification on the facilit The buildin owner retains responsibilit for decidin whether to demolish or restore the structure. Durin the recover phase the Buildin Official is responsible for the facilitation of the buildin permit issuance process and for ESF #3-2 the review and approval of the site-related and construction plans submitted for the L w rebuildin of residential and commercial buildin Durin a widespread destruction, facilitation and expeditin permits and inspections will be coordinated with the Count Attorne to ensure the rebuildin process is met. Examples: • Assessin dama facilities • Inspect for structural, electrical, g as, plumbin and mechanical dama • Determine what t of assistance will be needed • Facilitation of the buildin permit process • Debris removal • Mana contracts with private firms Actions/Responsibilities • Alert personnel to report to the EOC Review plans • Be keepin record of expenses and continue for the duration of the emer • Prepare to make an initial dama assessment of assi structures • Coordinate overall dama assessment with Real Estate • Activate the necessar e and resources to address the emer • Assist in assessin the de of dama of the communit • Assist in coordinatin response and recover • Identif private contractors and procurement procedures Prioritize debris removal • Inspect buildin for structural dama Post appropriate si to close buildin Es #3-3 Tab 1 to Emergency Support Function #3 Community Development Resources Digging Eauipment Max HP Fuel depth Reach Bucket Welaht nesc_ Twe Tipping Dump Pniiinmant MAY HP Fria) Load Helaht Rm-kat lAlainht nacr T%ma Case 621 B Loader (enclosed cabs 124 51 gal. Diesel 26 ' 293 lb 9.5' 2.25 cu yd 26,500 lb Hydraulic IV 2604 - Cat 315 CL 115 75 gal. 21.5 ' 36' 95 cu yd 35,936 Ib Thumb & IV Excavator 54 Diesel 2,806 lb 7' .3 cu yd 5,558 lb Pallet III 2007 Forks Cat 267 Multi- Terrain 14,956 2950 lb 6 Ton 31" 25'- 6" 162" Mechanic II 1994 - Daewoo 130 -2 92 66 gal. 18 24' 75 cu yd 29,250 lb al Thumb IV Excavator Diesel & Pallet Forks 2605 - Cat 304 CR 16 gal. Mini - Excavator 37 Diesel 11 18.25' .20 cu yd 9,896 lb N/A II (enclosed cab) Front - Case 580 E 60 20 gal 12 19 75 c yd 12 lb Pallet V Backhoe Diesel Back- Forks 25 cu yd Tipping Dump Pniiinmant MAY HP Fria) Load Helaht Rm-kat lAlainht nacr T%ma Case 621 B Loader (enclosed cabs 124 51 gal. Diesel 26 ' 293 lb 9.5' 2.25 cu yd 26,500 lb Pallet Forks IV Case 1846 47, 356 19.5 gal, 26 Ton 34" 30'- 6" 10211 Landscap i I Uniloader 54 Diesel 2,806 lb 7' .3 cu yd 5,558 lb a Rake & III 2007 Auger Cat 267 Multi- Terrain 14,956 2950 lb 6 Ton 31" 25'- 6" 162" Landscap II Loader 73 25 gal. Diesel 5,800 lb 7.75' .5 cu yd 9,371 lb a Rake, Auger, & 11 (enclosed cabs Forks Equipment Max HP Fuel Engine Drum Size Weight Towing Type 1996 Woodchuck 24 gal. Gasoline 3.0 L Up to 8'' Diameter 4,000 lb Pintle p1 Chipper Hitch Empty Trailers GVWR Weiaht Canar_ity Height Lennth Width Towina Tvne 1998 Pintle 47, 356 7, 350 lb 26 Ton 34" 30'- 6" 10211 i I Interstate Trailer Hitch 2007 Pintle 14,956 2950 lb 6 Ton 31" 25'- 6" 162" II Hudson Trailer ESF #3-4 lire Trucks HF F11P1 rMkm FW Nat Rarl Tranc Tuna 2999 Mack Tandem 29 Cat 199 gal. 78 599 24,999 13.5 Tons 16 cu yd 18 Speed I I Axle Dump Truck Engine Diesel , 119 Ft 2" Max. 1299 lb ( Manual) IV 1994 Ford F800 18 HP 100 gal. 5 Speed Single Axle Dump 225 Diesel 35 "999 15,429 9.9 Tons 19 cu yd (Automati III Truck 18 HP 7.5 Gal. c) 1999 Ford F899 859 G {PM 95 Ft 1.5 " Max 359 lb 5 Speed IV Single Axle Dump 219 100 gal. Diesel 35,000 16.400 9.5 Tons 12 cu yd with 2 Speed Il i Truck 5 HP Gal. Rear Dischar Solids Fniiinmant Fnnina F111a Rllnv Finw ne Head Handlina Wainht Rain Tima Tama 4" Sykes Trash 29 Cat 39 Gal. Pump Engine Diesel 745 GPM 119 Ft 2" Max. 1299 lb 39 Hrs. IV 4" Stone Trash 18 HP 7.5 Gal. Pump Kohler Gasoline 850 GPM 95 Ft 1.5 °" Max 359 lb 5 Hrs. IV 4" Stone Trash 18 HP 7.5 Gal. 859 G {PM 95 Ft 1.5 " Max 359 lb 5 Hrs. IV Pump Kohler Gasoline 3" Honda 5 HP Gal. Water Pump Honda .82 Gasoline 275 GPM 85 Ft. N/A 89 lb 2 Hrs. V 2" Honda 3.5 HP Gal. Water Pump Honda .5 Gasoline 159 GPM 92 Ft. NIA 45 lb 1.5 Hrs. V ESF #3 -5 Emer Support Function #4 -Fire Fi Primar Department Fire and Rescue Secondar Department Vir Department of Forestr Vir Department of Fire Pro Introduction Purpose: Emer Support Function (ESF) #4 — Fire Fi directs and controls operations re fire prevention, fire detection, fire suppression, rescue, and hazardous materials incidents; as well as to assist with warnin and alertin communications, evacuation, and other operations as re durin an emer Scope: ESF #4 mana and coordinates fire-fi activities includin the detection and suppression of fires, and provides personnel, e and supplies to support the a involved in the firefi operations. Policies: • Priorit is g iven to life safet ( public and fire fi safet and protectin propert (in that order • The Incident Command S will be utilized on all incidents includin mutual aid • Personnel will sta up to date with procedures throu education and trainin • Mutual Aid policies will be maintained with surroundin jurisdictions • State wide mutual aid will be utilized in situations where local mutual and automatic aid is exceeded Concept of Operations general: The Count Fire and Rescue Department is prepared to assume primar operational control in fire prevention strate fire suppression, and hazardous material incidents. Fire department personnel who are not otherwise en in emer response operations will assist other local departments in warnin and alertin the public, evacuation, and communications as is necessar and appropriate durin an emer situation. ESF #4-1 When this Emer Support Function is activated all re for fire fi support will, in most cases, be submitted to the Emer Communication Center for coordination, validation, and/or action. The Director of Emer Mana or his/her desi will determine the need to evacuate lar areas and will issue orders for evacuation or other protective action as needed. However, the incident commander ma order an immediate evacuation prior to re or obtainin approval, if in his/her jud this action is necessar in order to safe lives and propert Should an evacuation become necessar the warnin and instructions will be communicated throu the appropriate means. Durin an evacuation in which a lar number of citizens are sheltered, the local Fire Department ma coordinate the positionin of an on site EMS unit to support the shelter operation. Or A fire representative will be assi to the EOC in order to coordinate the fire service response. The fire representative will be a part of the EOC staff and will assist with the overall direction and control of emer operations. The Police Department will implement evacuations as ordered and provide securit for the evacuated area. Fire and Rescue will assist in these tasks where possible. In the event of a hazardous materials incident, the Incident Commander should implement immediate protective actions to include evacuation as appropriate. The Fire Department has both career and volunteer fire-fi operatin from thirteen public safet buildin throu the count Actions • Develop and maintain plans and procedures to provide fire and rescue services in time of emer • Document expenses and continue for the duration of the emer • Coordinate with State a as re particularl the Departments of Forestr and Fire Pro • Check fire fi and communications e • Fire and Rescue representatives should report to the Local Emer Operations Center to assist with operations, particularl in openin the EOC • Fire and Rescue personnel ma be asked to assist with warnin and alertin evacuatin communications, and emer medical transport • Follow established procedures in respondin to fires and hazardous materials incidents and in providin rescue services • Re mutual aid from nei jurisdictions as needed Es #4-2 Responsibilities • Fire prevention and suppression • Emer medical treatment and transportation • Hazardous materials incident response • Assist with evacuation • Search and rescue • Temporar shelter for evacuees at each fire station until a short term shelter can be opened • Assist in initial warnin and alertin of the public • Re assistance from supportin a when needed Arran direst liaison with fire chiefs in the area Implements Mutual Aid ES #4-3 Tab 1 to ESF 4 The Roanoke county Fire and Rescue Department operates from the following 13 Public Safety Buildings 1. station 1 North county Fire and Rescue Station 150 Hershberger Rd Roanoke VA 24012 540 -561 -8010 2. station 2 Vinton Fire and Rescue 120 ''west Jackson Av Minton VA 24179 540 - 033 -0629 3. company 3 cave spring Fire station 4212 old cave Spring Rd Roanoke VA 24018 540 - 772 -2043 Rescue 3 cave spring 'Rescue 3206 Valley Forge Av Roanoke VA 24018 540 - 772 -2053 4. company 4 Catawba Fire station 5585 Catawba Hospital Dr Catawba VA 24070 540 - 387 -6326 5. Station 5 Hollins Fire and Rescue Department 7401 Barrens Rd Roanoke VA 24010 540- 561 -8026 6. Station 6 Mount Pleasant Fire and Rescue 2909 Jae Valley Rd Roanoke VA 24014 540 -427 -3410 7. Station 7 Clearbrook Fire and Rescue 5342 Indian crave Rd Roanoke VA 2.4018 540- 772 --2051 8. Station 8 Bent Mountain Fire and Rescue 9606 Bent Mountain Rd Bent Mountain VA 24059 540- 772 -7510 ESF #4 -4 9. station 9 Fort Lewis Fire and Rescue 391 - West Main St Salem VA 24153 540 - 387 -6166 10. station 10 Masons Cove Fire and Rescue 3310 Bradshaw Rd Salem VA 24153 540 - 387 -6167 11. station 11 Back Creek Fire and Rescue 7125 Bent Mountain Rd Roanoke VA 24018 540 -772 -2119 12. station 12 Read mountain Fire and Rescue 43 East Park Dr Roanoke VA 24012 Rescue Volunteer staff operate out of Rescue stations 2, 3 5 1 8 1 10 and 12 Fire Volunteer staff operate out of Fire stations 2, 3 4 5 6, 8 9 1 01 11 and 12 ES F #4 -5 Tab 2 to ESF 4 ,moo Fire Equipment All I Roanoke County stations have at Fast a pumper equipped as Type I pending the required four person staffing as Type I requires. Station 1 - 1 Type I Pumper Station 2 - 2 Type I Pumpers 1 Type I Aerial 1 Type VI Engine (Brush) Station 3 - 2 Type I Pumpers 1 Type I Aerial 1 Type II Tender (Tanker) 1 Type VI Engine (Brush) Station 4 - 1 Type I Pumper 1 Type II Tender (Tanker) 1 Type VI Engine (Brush) Station 5 - 2 Type I Pumpers 1 Type I Aerial Station 6 - 1 type I Pumper "V 1 Type II Tender (Tanker) 1 Type VI Engine (Brush) Station 7 - 1 Type I Pumper 1 Type VI Engine (Brush) Station 8 - 1 Type I Pumper 1 Type I Tender (Tanker) this unit also meets criteria of Type I pumper 1 Type VI Engine (Brush) Station 9 - 1 Type I Pumper 1 Type I Tender (Tanker) this unit also meets criteria of Type I pumper 1 Type I Platform Aerial 1 Type VI Engine (Brush) Station 10 - 2 Type I Pumpers 1 Type V Engine (Attack) Station 11- 2 Type I Pumpers 2 Type VI Engine (Brush and Attack) Station 12 - 2 Type I Pumpers 1 Type VI Engine (Brush) ES F 4 -6 Tab 3 to ESF 4 Emer Contact Information The Fire and Rescue Department utilizes a count pa s for contact of members durin emer or non emer situations. This can be done direct from the Computer Aided Dispatch S b dialin the local phone number and enterin the individual or g roup ID number or via a count maintained website. The Department maintains the list of these contact methods as well as the individual contacts. ESF #4-7 Emer Support Function #5 — Emer Mana Introduction Primar Departments: Emer Mana Administration Secondar Departments: Fire and Rescue Police Communications and Information Technolo Count Attorne Support Departments: All count departments as assi b Director of Emer Mana Introduction Purpose: Directs controls and coordinates emer operations from the Emer Operation Center (Eoc). Ensure Incident Action Plan ( IAP ) developed and implemented. T ESF — 5 will be EOC "Command". Scope: ESF #5 coordinates the response of all the departments within the communit and the use of communit resources to provide and coordinate emer response and recover activities. Identif actions to be taken in the pre-incident prevention or miti phase. Coordinate with departments, or and private or when capabilities are exceeded and mutual aid is re Identif post-incident response phase activities Examples of functions that support and facilitate plannin and coordination are: • Alert and notification • Deplo and staffin of emer response teams • Incident action plannin • Coordination of operations within count for lo and material • Direction and control • Information mana • Facilitation of re for assistance • Resource ac and mana ( to include allocation and trackin • Worker safet and health ESF #5-1 • Facilities mana • Financial mana • Other support as re Policies: • Provides a multi-departmental command s • Mana operations at the count level • Utilizes the Incident Command S principles which include use of common terminolo modular or inte communications, unified command structure, coordinated action plannin and mana span of control, pre- desi facilities, and comprehensive resource mana • ESF #5 staff supports the implementation of mutual aid a to ensure seamless resource response • Provides representatives to staff ke positions on Emer Response Teams • Departments participate in the incident action plannin (IAP) process which is coordinated b ESF #5 Concept of Operations General: The Coordinator of Emer Mana • Assures development and maintenance of SOPs on the part of each major emer support function on an annual basis • Each department should maintain current notification rosters for all emplo member and volunteer • Desi staff to the Emer Operations Center • Establish procedures for reportin appropriate emer information • Report relevant information and updates to VEOC • Coordinate emer response plan with various count departments Plannin Section: • Produce situation reports, which will be distributed to the EOC staff, on-scene incident command staff, and the localit and VEOC • Submit updates to VEOC throu WebEOC or other means as available • Support short term and lon term plannin activities • Develop 1AP for approval b IC • Record the planned activities Or • Emer operations ma be directed and controlled from the Emer Operations Center (EOC) • Coordinator or desi will t act as EOC IC • EOC will be the primar coordinatin point for the count durin a disaster ESF #5-2 • EOC staff will var accordin to the event but as shown in Tab 3 to ESF 5 • Succession of authorit is shown in the Basic Plan for Director, Deput Director, Coordinator and Deput Coordinator positions • Each individual department will maintain a succession list for their assi responsibilities and assi ESF • Develop and scale the Incident Command S and use ICS for all events • Exercise the plan annuall as pursuant to The Code of Vir The Coordinator of Emer Mana will coordinate trainin for this emer support function and conduct exercises involvin the EOC. Responsibilities: • Maintain a notification roster of EOC personnel and their alternates • Maintain a s and procedure for notif EOC personnel Coordinate and maintain Emer Mana mutual aid a dealin with adjunct jurisdictions and applicable relief or where applicable Maintain plans and procedures for providin timel information and g uidance to the public in time of emer throu ESF #15 and PIO position a. Identif and maintain a list of essential services and facilities, which must continue to operate and ma need to be protected b. Test and exercise plans and procedures c. Conduct outreach/miti pro for the communit Ensure compatibilit between this plan and the emer plans and procedures of ke facilities and private or within the communit some of the predominant facilities are: • Friendship Manor Complex • Richfield Retirement Complex • Hollins Universit • Carilion Roanoke Memorial Hospital • Lewis Gale Medical Facilit • Western Vir Emer Medical Council • Western Vir Re Jail • Maintain recordin keepin durin a disaster to facilitate potential reimbursement • Encoura on- hazard miti activities, which will reduce the probabilit of the occurrence of disaster and/or reduce its effects • Provide lo support to on scene emer response personnel • Maintain essential emer communications throu the established communications network and coordinated with ESF-2 • Provide reports and re for assistance to the other localities and Vir EOC • Ensure that the cit Crisis and Emer Plan is developed and coordinated with the local EOP pursuant to Code of Vir 3.2 §44-146 • Activate and convene cit emer assets and capabilities • Ensure that ESF 13 identifies instances when there are criminal victims as defined b Code of Vir §19.2-11.01, the local g overnment must contact The Department of Criminal Justice Services and the Vir Criminal In Compensation Fund immediatel to deplo assistance in the event of an emer ESF #5-3 Direction, Control and Coordination A separate Direction and Control Annex will be maintained to identif Incident Command procedures. Additionall the primar count department assi as an ESF primar coordinator is shown in the Basic Plan. The primar departments are shown below thou various other departments and a provide support. The individual department head or director assumes this responsibilit and desi a representative. The Coordinator of Emer Mana will facilitate ESF 5 with the Director; the other ESF assi for the event will be addressed or chan at that time and as needed. 1. ESF 1 Transportation — Communit Development 2. ESF 2 Communications — Communications and I.T. 3. ESF 3 Public Works — Communit Development and General Services 4. ESF 4 Firefi — Fire and Rescue 5. ESF 5 Emer Mana — Administration and Fire and Rescue 6. ESF 6 Mass Care — Social Services and Red Cross 7. ESF 7 Resources — Finance/Procurement 8. ESF 8 Health and Medical — Fire and Rescue 9. ESF 9 Search and Rescue — Fire and Rescue 10. ESF 10 Hazardous Materials- Fire and Rescue 11. ESF 11 A and Natural Resources - Police 12. ESF 12 Ener — General Services 13. ESF 13 Public Safet - Police 14. ESF 14 Lon Term Recover — Real Estate 15. ESF 15 External Affairs — Public Information and Comm IT Administration, Finance, and Lo The Department of Finance will coordinate record keepin and expenditures durin disaster for potential reimbursement. This will include normal hours worked and/or extra time worked. • All participants in EOC will si in and out • All departments operatin in disaster assi will track work crews, the assi and time re • All operatin personnel will document time appropriatel on timesheets per count polic All overtime related to disaster response will be tracked separatel b person • All disaster related purchases shall be tracked separatel from ever da costs All purchases re for continued EOC operations will be coordinated b the lo section. This includes food and supplies. ,ESF #5-4 Tab I to Emer Support Function #5 EMERGENCY MANAGEMENT ORGANIZATION AND TELEPHONE LISTING Departmental contact information for emplo maintained b each individual department. EOC staffin contact information will be with department heads. This list maintained separatel ESF #5-5 Tab 2 to Emergency Support Function #5 EMERGENCY OPERATIONS CENTER (EOC) Mission To provide centralized direction and control of any or all of the following functions: direction of all emergency operations; communications and warning, consolidation, analysis and dissemination of damage assessment data; collection and analysis of monitoring readings; forwarding consolidated reports to VEOC; and, issuing emergency information and instructions as required Organization 1. See Organization Chart (Tab 9) and Direction and Control Annex 2. The EOC staff will be organized as follows: EOC operations will vary depending upon the type and severity of a disaster but will always follow the ICS system. A typical layout of the full EOC implementation is shown Tab 4. In all cases, the EOC IC will report to the Director of Emergency Management. Concept of operations The EOC will be activated and operated as follows: 1. The activation of the EOC will be ordered by the Director or Coordinator of Emergency Management based upon the best available information. Depending on the situation, a partial or full activation will be ordered. 2. Partial activation will be ordered when the emergency requires relatively few personnel to accomplish the necessary tasks. Such situations might vary from weather warnings or operations resulting from minor storm damage, fire, and vehicular accidents with multiple casualties, etc or if a threat is received and EOC is activated to monitor threat prior to full activation. 3. Full activation will be ordered when widespread destruction has occurred or there is an imminent threat of such destruction. An incident of such magnitude would require commitment of a large number of personnel and equipment resources to properly respond to and recover from an incident. 4. Initial situation briefings will be provided by the Director of Emergency Management or designee. 5. Direction and control of county personnel and resources employed in support of disaster operations is exercised by the department or agency furnishing support. ESF #5 -6 6. All re for State or Federal resources are made via the Vir Department of Emer Mana throu WebEOC or at X804) 674-2400 or 1-800-468-8892. 7. Dependin upon the severit and ma of the incident, the EOC ma have to operate for an extended period of time. Therefore, each department or a assi personnel to the EOC should allow for additional relief personnel on a shift basis. An extended event will t re 12 hour shifts in the EOC. Location The Emer Operations Center (EOC is located at 5925 Cove Rd in the Count Public Safet Center. This site is full operational with backup power to include UPS s There are two potential back up locations. If the primar EOC onl re temporar evacuation (less than 24 hours) for whatever reason, operations will be coordinated from the North Count Fire Station #1 at 150 Hershber Rd. If the primar EOC will not be able to be utilized for a g reater period of time, operations will be transitioned and conducted at the Western Vir Re Jail at 5885 West River Road. ES #5-7 Tab 3 to Emergency Support Function #5 PRIMARY EOC STAFFING Skeletal Staffing 5-10 staff Coordinator of Emergency Management Police Fire and Rescue Comm IT Phone and Message Clerk Assistance (1 -3 people) "Other staff /departments may be added depending upon the event Full Staffing Director of Emergency Management Coordinator of Emergency Management County Attorney Fire and Rescue Police Communications /IT General services Community Development Parks and Recreation Finance Real Estate PIO *Other staff /departments may be added depending upon event Some other departments or agencies depending upon the event Social Services Library Human Resources Sheriff RVTV Red Cross Health Department Electric Providers (AEP or Craig Botetourt) Gas Providers WVWA Potential State Partners depending upon event State Police (VSP) Transportation (VDOT) Emergency Management (VDEM) Forestry (DOF) Fire Programs (DFP) Environmental Quality (DEQ) ESF #5-8 Other EO C Staff Messengers Runners GISIMapping Support Additional phone operators ESF 5 -9 Tab 4 to Emer Support Function #5 EOC FLOOR PLAN Insert a current map or floor plan of the E la — H�F - — -- -- - -QL [—', -- Sta Area DIAD2 M84 T LU 11112 I W4 L LL (A w 21172 23124 1 0 1 1 -0 r 05M 07M -AA lk 15" 16 17M 8 Milo -to -AV U. W 25W 27rA , to LL ell ch 01) L � L Z=n- LLJ ► Iv- 31132 33034 35M 37r3O 29M In U . Oe (n lid LJ 45A 47/48 w 43044 M CTJ LL Ur U- LJ U i cr) j CA[) ( ;a nW iw 49M ESF #5-10 Tab 5 to Emer Support Function #5 SUGGESTED EOC MESSAGE FLOW Call Taker Receive incomin messa Record on messa form (Tab 6) and include messa numbers and all information that can be obtained from caller. Forward completed messa to Coordinator position at ESF-5. Coordinator Position Coordinator position and ESF 5 staff will record messa on messa lo (Tab 7) to include messa #, messa description, time and who messa will be forwarded to. The will then make a cop of messa form and send ori to appropriate ESF table or staff. Message Clerk(s) I Runners Ensure messa sent to Coordinator are copied with cop filed and maintained. Ensure messa lo is filled out and then makes sure messa is hand delivered to appropriate ESF station in EOC. If appropriate and correct staff to address the messa is not in the EOC, messa will be faxed or rela b telephone. If this is the case, resolution of the messa will be when EOC has been contacted back b the handler and of the outcome. Upon receivin completed messa back from ESF desk, record date/time received on messa lo and maintain for file. ESF Desks Receive messa from messa clerk. Address messa b assi to field unit, callin person back for additional information or other as appropriate. Messa ma re consultation with other ESF stations or staff. Return messa form to ESF-5 and messa clerk upon completion. ESF #5-11 Tab 6 to Emergency Support Function #5 EOC MESSAGE FORM EOC MESSAGE URGENT ❑ ROUTINE ❑ MESSAGE NO: DATE: TIME: INFO ONLY ❑ TO: NAME: FROM: ORGANIZATION: ORGANIZATION: TELEPHONE: TELEPHONE: SITUATION /]NCIDENT DESCRIPTION: Sent to ESF # ACTION TAKEN /RESPONSE/REPLY: EOC ESF ACTION OFFICER: ESF #5-12 Tab 7 to Emergency Support Function #5 EOC MESSAGE LOG EOC MESSAGE LOG EOC: DATE: Time Message No. In Out Incident/Message Description To From ESF #5 -13 Tab 8 to Emergency Support Function #5 ESC SIGNIFICANT EVENTS LOG ( Road closures, evacuated areas... EOC SIGNIFICANT EVENTS LOG Date: TIME AREA AFFECTED EVENT STATUS E F -14 Tab 9 to Emer Support Function #5 INCIDENT COMMAND SYSTEM The Emer Operations Center and the various field operations shall operate under the Incident Command S Full description is shown in Command and Control Annex. EOC Staff ESF #5-15 Field Operations (expanded or collapsed as re ESF #5-16 • Emer Support Function #6 — Mass Care, Housin Human Resources Primar Departments: Social Services Department —Lead Fire and Rescue Department ( Medical ) Support Departments/A Schools Parks and Recreation Libraries Police American Red Cross Department of Health Introduction: ESF #6 Mass Care, Housin and Human Resources address the non-medical mass care, housin and human services needs of individuals and/or families impacted b disaster. Roanoke Count participates with the American Red Cross, Roanoke Valle Chapter on shelter operations. Roanoke Count staff ma set up an emer shelter in the initial sta of an event while a public shelter is bein readied b the R.C. A ARC shelters do not allow pets. Pet shelterin is coordinated throu the Count Police Department and ESF 11. Poll*lcles: • ESF-6 support ma var dependin on an assessment of incident impact(s), the ma and t of event, and the sta of the response and recover efforts • To support mass care activities and provide services without re to economic status or racial, reli political, ethnic, or other affiliation • To coordinate with other ESF's re recover and miti assistance, as appropriate for the impacted citizens • To support mass care activities and provide services without re to economic status or racial, reli political, ethnic, or other affiliation • To reduce duplication of effort and benefits, to the extent possible. This includes streamlinin assistance as appropriate and identif recover and miti measures to support local plannin efforts • Roanoke Count will make ever effort to return the shelter facilit back to the wa it was found to include but not be limited to cleanin repair/replacement of dama g oods and reimbursement of the staff re to open or ensure operation of the facilit ESF #6-1 • ESF# 6 is intended to address non - medical mass care, housing and human service needs for individuals and family members of the community affected by a disaster. The services and programs may include the following: • Sheltering • Food service • Emergency First Aid • counseling • Family Assistance center (FAC) • Reunification Services • Virginia Criminal Injuries Compensation Fund General: Roanoke County will provide sheltering if the need is short term and within its capabilities and in cooperation with the American Red Cross, Roanoke Valley Chapter. As any disaster in Roanoke County most likely also impacts the adjoining Cities of Roanoke and/or Salem, contact will be made direct from the EOC's or Coordinators to ascertain the possibility of a joint shelter. A joint shelter is the preferred method when possible instead of attempting to duplicate required services. Sheltering • An emergency shelter is an immediate short-term accommodation either (1) designated by local officials for persons threatened by or displaced by an incident, or (2) designated by state officials directing a mandatory evacuation across jurisdictional boundaries either before or after an incident • Public emergency shelters will provide accommodations for all population groups. Appropriate shelter provisions will be made within the shelter facilities to accommodate people with special medical needs that do not require hospital admission or people without their own transportation • Sheltering for pets is addressed in ESF #11. Pets are not allowed in ARC shelters or Roanoke County operated emergency shelters • For mass evacuations directed by state officials, the VDSS will coordinate the designation of shelter facilities and the operation of shelters for people who evacuated out of their home jurisdiction. These are designated as State Managed Shelters (SMS), there are no SMS designated in Roanoke County Feeding • Feeding is provided to disaster victims and emergency workers through a combination of fixed sites, mobile feeding units, and bulk distribution of food • This will include meeting the requirements of victims with special dietary needs whenever possible • Food may be prepared on site, prepared off site and distributed at the shelter or possibly packaged ready to eat meals (MBE's) ESF #6 -2 0 Emer First Aid Emer first aid, consistin of basic first aid and referral to appropriate medical personnel and facilities, is provided at mass care facilities and at desi sites. Provision for services is coordinated with ESF-8. Roanoke Count will provide a basic life support provider with e at a minimum. As shelter populations increase, so does the level of care. Counselin • Counselin will be offered as possible and coordinated with the Department of Social Services and the Red Cross • Provide counselin throu local g overnment services if it appropriate based on the scale of the emer and the capabilities of the counselin services. • Outside counselin can be provided via the Department of Criminal Justice's Victims' Services Section, and the Department of Mental Health, Mental Retardation, and Substance Abuse Services, Emer Mental Health Section, and activated via the local g overnment. Famil Assistance Center ( FAC ) services will be coordinated form the Count EOC and with the State EOC and VDEM Securit • ESF 13 will offer securit at a Roanoke Count shelter. This ma actuall be delivered throu the Police Department or Sheriffs Office or another sworn law enforcement a • ESF 13 will secure areas evacuated due to the disaster to include entr into the area Transportation: • ESF 1 will coordinate transportation as necessar and as available from an evacuated area to a shelter location • Transportation ma be b a Roanoke Count resource or an outside private transportation compan Famil Assistance Center (FAC) The purpose, of the FAC is to provide the seamless deliver of services and the dissemination of information to victims and families followin a lar scale incident or one in which there are mass casualties, as stated in the Commonwealth of Vir Emer Operations Plan, ESF #6 (CoVEOP). The scope of services that the FAC ma provide include: reunification services, behavioral health care, medical records collection, communication services, benefits, application entr points, and personal care. Reunification Services • This service collects information re individuals residin within the affected area and makes the information available to immediate famil members outside ESF #6-3 0 the affected area. The s also aids in reunification of famil members within the affected area when the have been separated If the services of the Vir Criminal Injuries Compensation Fund (CICF) are re b the FAC, the State Pro should be contacted, who will deplo the appropriate personnel to the FAC. These services will be necessar in cases where there are victims of crime in need of financial or advocac assistance. This is coordinated throu ESF 13. The current contact information for the pro is: ClCF P.O. Box 26927 Richmond, Vir 23261 Phone: (804) 367-1018 Toll Free: (800) 552-4007 0 E #64 0 Tab 1 to Emer Support Function #6 Desi Shelters Shelter location selection is t one of the more difficult decisions. Some of the q uestions to ask and consider ma be: What g eo g raphical area is impacted b the disaster? The shelter should be out of the immediate hazard area but when possible in the g eneral area of the count How man people ma potentiall need or use the shelter? This is difficult to pro as man people have other shelter means ( famil y , friends... and man citizens ma not have the same abilities What len of time is the shelter expected to be needed? Often the initial dama assessment ma not available until after the shelter decision is made. Schools should considered as one of the hi priorities to re-open after a disaster in order to return the population to as much normalc as possible. A shelter t cannot be desi and the school remain open Are electrical services still available in the area of or at the shelter? The Roanoke Count shelters have no or ver limited back up power available while this is available at our re sites Re Shelters in conjunction with appropriate cit Salem Civic Center 1001 Blvd Salem VA 24153 Coordinate throu Salem Emer Mana Roanoke Civic Center 710 Williamson Rd Roanoke VA 24016 Coordinate throu Roanoke Emer Mana Schools — School use and coordination will initiall be throu School Administration who will facilitate with the appropriate facilit Initial contact will be throu the Deput Superintendant or their desi The School Administration number is 540-562-3700, ni or emer contact information will be maintained separatel from this plan. This will then t coordinated with the school principal and the count EOC staff. Glenvar Hi School 4549 Malus Dr Salem VA 24153 540-387-6536 ES #6-5 • Northside High School 0753 Northside High School Rd Roanoke VA 24019 540-561-8155 William Byrd High School 2902 Washington Av Vinton VA 24179 549 - 399 -3990 Hidden Valley High School 5000 Titan Tr Roanoke VA 24018 540 - 770 -7320 Churches --- Some churches have agreed to be utilized as shelters with other churches having expressed interest. The following are listed and have been through the ARC assessment process. They each have food preparation, rest room and break out room space in addition to the larger room area where cots can be used. Vinton Baptist Church 200 Washington Av Vinton VA 24179 540 - 343 -7035 Northview United Methodist Church 521 Ridgecrest Dr Roanoke VA 24019 540 - 300 -0040 County Facilities - The following buildings are under direction of the County Parks and Recreation Department. While they are available for use as shelters the food preparation areas will be limited. Contact will be through the Parks and Recreation on call staff. Green Ridge Recreation Center 7415 Wood Haven Rd Roanoke VA 24019 Brambleton Recreation Center 3733 Brarnbleton Av Roanoke VA 24018 �41WIDgel 0 Tab 2 to Emer Support Function #6 Shelter Re Form American Red Cross DISASTER SHELTER REGISTRATION Famil Last Name: _ Famil Member(s):_ Please note an special medical conditions and a Shelter Location: Shelter Telephone No: -Date of Arrival: Pre-Disaster Address & Telephone No: Post-Disaster Address & Telephone No: Number of Children in Famil Pet(s) (Include Name, Breed, T & Location):_ Famil Member not in Shelter (Location if Known) SI-U-RR� F Date/Time Left Shelter:- Si I do,, do not . authorize release of the above information concernin m whereabouts or g eneral condition. A A "this "Disaster Shelter Re form (#5972) is the standard form used in all American Red Cross Shelter Centers. It is a four-part carbon form with the back cop made of card stock. Copies are distributed within the Shelter Center for various functions such as famil assistance and outside in This form should be kept on hand locall in read Shelter Mana Kits. It is available from the American Red Cross National Office throu local chapters. The recommend keepin 150 forms for ever 100 expected shelterees. ESF #6-7 0 Tab 3 to Emer Support Function #6 Special Needs Population Re Special Care in Times of Emer General Special Needs Populations will be accommodated whenever possible. Due to the level of care potentiall re Roanoke Count re that a famil member or friend accompan a special need shelteree in order to assist with care and in order to ensure an appropriate level of care is maintained. As an event pro in time, ESF 8 will attempt to schedule Medical Reserve Corp personnel to assist. MRC is coordinated with the Department of Health. Special Transp irtation Resources Roanoke Count Public Schools Roanoke Count Parks and Recreation CoRTran ESF #6-8 Emer Support Function #7 - Resource Support Primar Department: Finance and Procurement Secondar Departments: Human Resources General Services Parks and Recreation Police Fire and Rescue Communit Development Economic Development Introduction Purpose: Identif procure, inventor and distribute critical resources, for localit durin an emer Scope: Roanoke Count staff from the EOC will determine what resources are available and what ma be needed. Potential sites for receivin storin and distributin resources will be identified if outside assistance is needed. Resource support ma continue until the disposition of excess and surplus propert is completed. Durin an incident if demand for resources exceeds the localit capabilities, then outside re will be made based on MOUs, Mutual Aid a and throu the Statewide Mutual Aid Polic (SMA). ESF 7 will also be the coordination of conver volunteers and donations mana as re for a major emer This will re off site buildin and staff support as well Policies: 0 Roanoke Count will use their own resources and e durin incidents and will have control over the mana of the resources as needed to respond to the situation • Individuals involved in distributin and/or obtainin resources will be aware of emer procurement policies and have the authorit to do so in an emer situation 0 Each department with an emer mana role will be responsible for identif its resources that could be used in an emer ESF #7-1 Concept of Operations General. Roanoke county will identify sites that could be utilized for points of distribution, volunteer registration and donations management as required. This will be done in cooperation with the Department of Economic Development for location(s) and the VEOC for potential VOAD assistance. • Points of distribution sites will require parking areas large enough for large truck access and potential fork lift capability. This will also a lot large enough where "drive thru" lanes could be formed for easy citizen access • Donations Management sites will require large warehouse type structures where supplies could be received, inventoried, sorted and then distributed. • Volunteer registration sites would require a large room with phone bank capability (6 --10) lines. This should be at least 1000 sq ft. All county departments shall maintain an up to date resource list for the resources under their direction. This should include personnel with contact information and equipment by type if applicable. This information should be maintained during EOC operations and made available to ESF 7 as needed. Managing convergent volunteers may also require a significant amount of resources. This will require a building where registration begins. Registrants will be required to be at least 18 years of age. The general process will consist of; • Controlled entry area with tables to complete a registration form, forms are checked for completeness at this time • Interview station where registrants asked capabilities and willingness to serve in various capacities. If a current task matches registrant capabilities they will move to next station. If not, they will stage or leave for later contact • Task assignment station where capabilities are confirmed • Safety briefing area required for all participants • Identification station where registrants are given proper access information • Specific job training station(s) as required Act"lons/Responsibiliffes: • The Finance Department Procurement Division will coordinate resource management and procurement during a disaster. • Develop resource lists that detail type, location, contact arrangements, and acquisition procedures for critical resources • Prepare mutual aid agreements with local, and surrounding jurisdictions to aid the locality • Develop SOPS to manage the processing, use, inspection, and return of resources coming to the locality ESF #7 -2 • Identif actual or potential facilities and ensure the are read and available to receive, store, and distribute resources ( private, donated 0 Develop trainin to test plan, and to ensure maximum use of available resources and understandin of policies to obtain resources from outside the localit • Develop and maintain a detailed list of available communit resources 0 Ensure the communit is aware of available resources ESF #7-3 Tab 1 to Emer Support Function #7 Sta Areas/Points of Distribution 0 ESF #74 Emer Support Function #8 - Public Health and Medical Services Primar Department: Fire and Rescue Secondar Department: Health Department Western Vir Emer Medical Services Council Introduction The purpose of ESF #8 is to provide health and emer medical services to the residents of Roanoke Count durin and/or after an emer situation. This re coordination with the Western Vir Emer Medical Services Council (WVEMS), the Vir Department of Health (VDH) and the local hospital communit Purpose: Guide a response usin communities resources and to coordinate a response with the local g overnment and/or state a when the incident exceeds the communit capabilities. gyp- The scope is an all hazards approach based on the communit abilit to provide medical resources. When an incident exceeds the communit capabilities, outside assistance should be re throu MOUs, Mutual Aide A and the coordination, of this plan with the local g overnment's EOP. Policies: • Roanoke Count Fire and Rescue in cooperation with the Count Volunteer Rescue S will deliver emer medical care and patient transportation • Internal policies and procedures and re • Privac policies and laws with re to provision of medical care • Policies re provision of first aid and health care • When the communit capabilities are exceeded, outside assistance should be re Concept of Operations ESF #8-1 General: The communit will respond with available resources as desi in the plan Support and assistance from the local g overnment will be re based on mutual aid a and coordination with local g overnment plans. If the communit EOC is activated durin the response, will representatives of this ESF be assi to the EOC? Responsibilities/Actions: • Provide personnel, e supplies and other resources necessar to coordinate plans and pro for a medical response durin an incident; • Desi an individual to coordinate medical, health, and rescue services; • Coordinate and develop SOPs for personnel in this ESF • Develop and maintain procedures for providin a coordinated response with communit resources and then with local g overnment and private or • Maintain a roster of ke officials in each medical support area. • Review emer plans with local g overnments • Implement mutual aid a as necessar M ESF #8-2 Tab 1 to Emer Support Function #8 Hospitals, Clinics, and Medical Facilities Lewis Gale Medical Center 1900 Electric Rd Salem VA 24153 540-776-4000 Carilion Roanoke Memorial Hospital 1906 Belleview Av Roanoke VA 24014 540-981-7000 Veterans Administration 1970 Roanoke Blvd Salem VA 24.153 540-982-2463 ESF #8-3 Tab 2 to Emer Support Function #8 Hospitals, Clinics, and Medical Resources and Personnel ESF #8-4 Tab 3 to Emergency Support Function #8 Commonwealth of Virginia Emergency P Lifeguard 10 (Roanoke) and Lifeguard 11 (Radford Carillon Patient Transportaion 24 -Hour Communications Center (for emergency and non - emergency transportation requests) 1 -888- 377 -7628 540- 345 -7628 Medflight III (Lynchburg) Pegasus (Charlottesville) 1- 800 - 552 -1826 — emergency 434 -924 -9287 —non emergency E5F #8 -5 Tab 4 to Emer Support Function #8 Vir Funeral Directors Associations Inc. Mortuar Disaster Plan Or Mission —To develop an efficient and effective mana response s in mass fatalit disaster situations to facilitate the preparation, processin and release of deceased human remains to the next of kin or famil representative. Organization — The Vir Funeral Directors Association (VFDA) is responsible for the statewide coordination of the mortuar activities in the state. VFDA's Disaster Response Team is comprised of two state coordinators, four re coordinators, and seven district coordinators. Each district has a response team comprised of members who have completed trainin in the VFDA- approved pro that q ualifies them as certified disaster coordinators. The VFDA response teams will provide support in recover evacuation, and identification of the remains. The State Medical Examiner's Office is b law responsible for the deceased. Vir is divided into four medical examiner districts that include the Northern Vir District based in Fairfax, the Western District based in Roanoke, the Central District based in Richmond, and the Tidewater District based in Norfolk (Attachment 1). Concept of Operations — In the event of a mass fatalit disaster situation, the State EOC will contact the State Medical Examiner's Office, who will in turn notif the Vir Funeral Directors Association (VFDA). Once contacted b the State Medical Examiner's Office, the VFDA will activate the Mortuar Response Plan and response teams. The VFDA Response Teams will operate under the direction of the District Medical Examiner of the district in which the incident occurred. In order to ensure a prompt and professional response, the Vir Funeral Directors Association maintains a resource manual of needed supplies, e and vehicles. If additional resources are necessar to effectivel respond to a disaster, the VFDA Executive Director has emer purchasin authorit up to a specified limit. The VFDA also has a speciall e disaster trailer to assist the State Medical Examiner's Office and other funeral directors in the state with disaster field response. ES #8-6 Tab 5 to Emer Support Function #8 Vir Medical Examiner Districts COMMONWEALTH OF VIRGINIA DEPARTMENT OF HEALTH OFFICE OF THE CHIEF MEDICAL EXAMINER 400 East Jackson Street Richmond, VA 23219-3694 (804) 786-3174 OFFICES OF THE MEDICAL EXAMINER Central District (Richmond) 400 East Jackson Street Richmond, VA 23219-3694 (804) 786-3174 Northern District (Fairfax) 9797 Braddock Road Suite 100 Fair-fax, VA 22032-1700 (703) 764-4640 ern 71k Eastern District (Norfolk) 830 Southampton Avenue Suite 100 Norfolk, VA 23510 (757) 683-836 Western District (Roanoke) 6600 Northside Hi School Rd Roanoke, VA 24019 (540) 561-6615 ES #8-7 Emer Support Function #9 - Search and Rescue ,Introduction Primar Department Fire Department Support Departments Police Communications/IT Support A Vir Department of Emer Mana Volunteer Search and Rescue Groups Vir State Police I Provide for coordination and effective use of search and rescue resources to assist in location and extrication of missin and/or trapped individuals. Scope: Communities are susceptible to man different natural and technical hazards that ma result in the dama or collapse of structures within the count Search and Rescue must be prepared to respond to emer and provide specialized assistance. Operational actives can include locatin extricatin and providin on site medical treatment to victims trapped in collapsed structures. Additionall people ma be lost, missin disoriented, traumatized, or in in which case the a must be prepared to respond to these incidents and implement appropriate tactics to assist those, in distress or imminent dan Definitions: Search and Rescue activities ma encompass several areas within Roanoke Count The Count is prone to various potential search roles, these ma be from collapsed buildin missin persons or lost hikers alon the Appalachian Trail. This ESF will coordinate both urban and rural searches. • Urban Search and Rescue (USAR) — activities commonl associated with disasters such as buildin collapse when people are trapped where specialized e is re to locate and/or remove trapped and injured citizens • Rural Search and Rescue (RSAR) — activities commonl associated when person(s) are lost. This could be from an outdoor activit such as hikin or a natural disaster Policies: ESF #9-1 • The EOP provides the g uidance for mana Search and Rescue resources • All re for Search and Rescue will be submitted to the communit ECC, or EOC, for coordination, validation, and/or action • Communications will be established and maintained with ESF #5 — Emer Mana and VEOC to report and receive assessments and status information • Will coordinate with other localities, state, and federal a when necessar • Personnel will sta up to date with procedures throu trainin and education • Search and rescue task forces are considered federal assets under the Robert T. Stafford Act onl when re for a search and rescue for a collapsed structure Concept of Operations General: Durin a search and rescue operation of an emer local -fire and law enforcement departments will coordinate the operation. T law enforcement will validate that someone, is actuall missin and help with identification while assistin on the actual search. Fire and Rescue will provide personnel for the actual search activit Or The Fire and Rescue Department is a member of the Re 6 USAR State Team alon with the Cities of Roanoke and Salem. The Re 6 Team is listed as a state resource to respond as re throu Vir Re 6 (WV-1\1C, Mont Count Count This response outside of the count will onl be as resources are available. When a call for a rural search or a missin person is received, the Police Department will respond to assist in validation of the call and identification of the missin person(s). The Fire and Rescue Department will respond as necessar to assist in the actual search activit The Fire and Rescue primar base of resources will be housed at the Clearbrook Public Safet Buildin Station 7 but available to respond as needed. The I.T. Department ma assist with maps and the ECC ma assist with enhanced communications with the missin part Actions • Maintain plans and procedures to implement search and rescue operations in time of emer • Provide emer medical treatment and pre-hospital care to the in • Coordinate with ESF 4 and ESF 8 for additional staff or transportation of injured • Follow established procedures in respondin to urban search and rescue incidents • Record disaster related expenses. Responsibilities • Mana search and rescue task force deplo to, emplo in, and redeplo from the affected area • Coordinates lo support for search and rescue durin field operations • Develops policies and procedures for effective use and coordination of search and rescue ESF #9-2 Provides status reports on search and rescue operations throughout the affected area ESF -3 Tab 1 to Emer Support Function #9 Search and Rescue Resources and Personal Roanoke County Fire and Rescue Department Special O E Cache Inventor Item Quantit AIMMMIUM OedrG" Search camera w/ accessories 1 Con-Space audio probe 1 -AijrAhorA. n d Aftarah, ents, ART - A (2 11105 2811) 6 ART - B (26", 3711) 8 ART - C (3311-49v 8 ART - D (45". 6741 6 ART - E (631'm 97@") 6 ART - F 93 - 144" 6 6" Extension 6 12" Extension 18" Extension 24" Extension 6 6 8 48" Extension 72" Extension 4 2 ESF #94 Heav Dut y Whalers 4 Whaler Splice 2 Raker Rails 4 Raker Rail Splice 2 Raker Hailer 8 Spot Shore Rail 12 A-Frame Gant Kit 1 Rescue Column Kit I Tri-Pod Kit ( Heav y) 2 Steel Pickets 8 ART-LITE Kit 2 Multiple Airshore Tips 1 - it %JWI%-4 - Lip qualMoll 1. CRISM Lip luca%ollill, ILA -dmmmft� Electric Core Drill w/ accessories I Unifire 14" Concrete Saw 2 Demolition Hammer 401b.(3/4" Hex) 1 Rotar Hammer (SDS Max 2 18 Volt Rotar Hammer 2 18 Volt Hammer Drill (112") 2 Metal Cuttin Circular Saw 1 18 Volt Recip. Saw 2 Robo-pak 18v batter pack 2 Petra en cuffin torch 1 Petra en PCS cuttin g torch 1 Cuttin torch accesor kit 1 3" Trash pump w/ accessories 1 aws I Li Ri Slin 8 ' 2 Ri Slin - 109 2 Liftin Shackles 4 Grade 70 Chains (25') 2 Cable come-a-lon 2 Ton 1 Shorin ES #9-5 18v - 5 1/2" circular Saw 1 } 7 114 circular saw 3 10 1/4 circular saw 1 12" compound miter saw 1 Paslode Nailer 2 Framing Square 5 Seed Square 2 Measuring Tape 9 Hand Saw 5 5 C row Bar Flat Bar 2 311. Hammer 2 Claw Hammer 12 Wood shoring tool kit 1 '' - General Use -- Stihl MS460 Chain Saw 1 Stihl 024 Chain Saw carbide 1 Stihl 028 Chain Saw wood 1 Chain Saw Safety Chas 2 Shovel (pointed) 5 Shovel flat 2 Shovel lar e scoo 1 Sledge Hammer 2 Post Hole Di er 1 Pry Bar 1 Mattock 1 Rock Pick 1 Bolt Cutter 3 Mechanics Tool Set 1 110v 1/2" Impact Wrench 1 Collapsible saw horses 2 Bottle jack 10 Ton 1 ' ESF #9 -6 Yamaha 6kw Generator 1 1500w tripod li 2 500w halo li 2 Circle D Li 1 Extension cords 10 a1100' 2 Extension cords 12 all 00' I Extension cords 12 2 Extension cords 14 a150' 2 11 Ov 3 wa pi 2 110v distribution boxes 2 Low volta li 2 ail Ferno-Washin basket 1 Junkin basket Stretcher 1 Wire confined space basket 1 Miller Board 1 Backboard 1 Foldin Backboard 1 LSP'Half Back 2 BLS Trauma Ba 1 M Ammu 300'- 112" rope 3 200'- 112" Rope 4 1000' - 518" Rope 1 600" - 518" Rope 1 Ri Ba (complete) 3 Lar Pulle and Prussik ba 1 Ed Pro Ba 1 Class-11 harnesses 2 ESF #9-7 Yosemite Rig Rural Wheel (for basket) Steel picket anchor system 1 1 1 . gmiw M AN i Scott dual regulator air cart 1 Scott SABA units 5 Air Reels wlcons ace cable 2 Air Reels wolcons ace cable 2 100' Air Hose 15 Scott 60 min air bottles 5 Con -Space Communications 1 Hercules Tri -Pod wl winch 1 ART -LITE Pod 1 Haul Safe 1 Confined space fan 1 30' colla sible air duct 1 Class III harness 5 Tran n h i Trench panel wl strong back Trench panel wol strong back Pre cut anale blocks for L Trench 6 6 7 Ladders 24' extension ladder 1 14' roof ladder 1 10' Attic ladder 2 Little Giant ladder 1 Lumbar w Sori 2x4xI2 2 2x12x12 8 4x4x1 2 6 4x4x8 2 ESF #9 -8 4x6xl 2 6x6xl 2 Pl-"ood 4'x8x314" 10 Plvwood 2'x8'xl/2" 4 PPE� Bullard A-2 helmets 6 Mornin Pride USAR helmets 2 Pair - leather work g loves 12 Pair - cut resistant g loves 3 Torch leathers 2 Weldin Gloves 3 Torch safet g o gg les 2 E Protection 24 Case - Disposable ear protection- 1 Air purif respirators 6 N-95 masks 30 Swiftwater PFD"s 4 Swiftwater helmets 4 Throw Ba 2 Gas can ( re g ular as 2 Gas can ( mixed as 2 Chain bar lobe 2 Two c mixin oil 4 'loo' Water Hose 2 Water hose appliances 1 Hand water pumpundhose 1 5 g al. buckets 4 ES #9-9 Fire line tae 2 round marking paint 8 duct tape 8 clipboards and pens Scrub brushes 2 Brooms 2 Disaster Response Unit (mass casualty) Level - 2 MCU (50 catients) 1 1 E5 F #9 -19 Emer Support Function #10 -Oil and Hazardous Materials Prim r Department: Fire and Rescue Department Secondar A Vir Department of Emer Mana Vir Department of Environmental Qualit Introduction The Roanoke Count Fire and Rescue Department is the first responder department for potential hazardous materials emer Fire / Rescue will maintain personnel at the Hazardous Materials Operations trainin level as defined and delivered b the Vir Department of Fire Pro Scope: Initial response will be handled b the Fire / Rescue Department; this will include a reconnaissance of the area to determine material (s) in q uestion and potential course of action. Respondin Fire / Rescue personnel shall be trained at the Operations level which consists of defensive tactics. Defensive tactics include various actions to address the situation without actuall bein in the material. The definition of hazardous material for this ESF will be an product or material that causes harm to people, propert or the environment when released from its container or is released into the atmosphere. Numerous products that are used ever da ma be deemed hazardous when improperl utilized. Some example of this are • Petroleum products ( diesel fuel,,,) spilled on the g round • Gases (LP and Natural) released into the atmosphere Policies: The Fire / Rescue Department shall maintain responders to the Operations level and proper e as this trainin level re This will include e such as re for emer decontamination, dammin and dikin and spill containment. Responses that re a g reater level of trainin and specialized e will include notification of the Vir EOC for a Hazardous Materials Officer response. In addition to VEOC notification, additional steps that are in place include; 0 Fixed Facilities will report annuall under SARA Title III ESF #10-1 • Notif the communit of the need to evacuate or shelter in place • Mutual aid a will be implemented • Establish communications with ESF # 5 and ESF #15 Concept of Operations General: The Fire Chief or desi is in char of a hazardous materials emer as defined under SARA Title 111. It is a common occurrence for other t of emer (motor vehicle crash) to escalate into a haz mat event due to spilled -I-'Iuids. Or The Fire Chief desi will assume primar operational control of all hazardous materials incidents. Incidents involvin g reater than twent (20) g allons of spilled fuel will include notification to the VEOC at 1-800-468-8892 or 1-804-674-2400: in addition, incidents with five (5) or more g allons directl into the watershed will be reported. This VEOC report will be entered into the state s and includes a notification to the appropriate a for the state (VDEM and DEQ). A response re offensive tactics will be forwarded to the VEOC for a Hazardous Materials Officer response. The will t re contact with the on scene IC for further information and in turn re a State Hazardous Materials Team respond. A combination team comprised of personnel from the Cities of Roanoke and Salem make up the state team for this Re A re for this team should g o throu the VEOC. Determination should be made of a need to close down a roadwa or evacuate an area in a haz mat event. This decision should be coordinated with the Police Department for their assistance. The count ESF# 15 (Public Information) will coordinate the dissemination of public information. Actions/Responsibilities: • Review procedures for hazardous materials response • Maintain communications with local businesses who use or store hazardous materials • Develop procedures aimed at minimizin the impact of an unplanned release of a hazardous material to protect life and propert • Maintain trainin for personnel in hazardous materials response and miti • Follow established procedures in respondin to hazardous materials incidents • Record expenses ESF #10-2 Tab 1 to ESF 10 Clean up contractors 'ELInc 800 Liberty Rd Roanoke VA 24012 540 -581 -0735 LCM Corporation 3321 Shenandoah Av Roanoke VA 24017 540- 344 -5583 Safety - 'Veen 15090 Stewartsville Rd Vinton VA 24179 540 -890 -4478 ESE #10 -3 Emer Support Function #11 - A and Natural Resources Primar Department: Police Department Secondar A Health Department Red Cross Local/Re Food Banks Vir Voluntar Or Active in Disaster (VVOAD) Federation of Vir Food Banks Vir Department of A and Consumer Services Vir Department of Social Services Introduction Purpose: A and Natural 'Resources works to address the provision of nutrition assistance; control and eradication of an outbreak of a hi conta or economicall devastatin animal disease, hi infective plant disease, or economicall devastatin plant pest infestation; assurance of food safet and securit and protection of cultural resources and historic propert resources durin an incident. If a disaster reaches these levels ESF 5 will assist as needed. The primar purpose of ESF 11 at the Roanoke Count local level is to coordinate Animal and Pet Shelterin The additional tasks as outlined in above para will be coordinated with Social Services, Health Department and assi b the Director of Emer Mana as re Scope: Determine the potential number of household pets and locations for possible shelters. "the area involved in the disaster and the approximate number of residents will be used for this estimation. Roanoke Count will provide shelters for household pets onl Additional pets such as exotics, reptiles or rodents will not be sheltered but the owners ma be provided with local private shelters that ma assist them. In order to assist in the estimation of the number of pets in an area, 'the followin FEMA accepted formula can be used; • The number of households in Roanoke Count is approximatel 39,955 0 # of households (HH) in affected area X .574 is approximate number of household pets 0 # HH X .372 (37.2%) is number of households ownin do X 1.7 for total number of do # HH X .324 ( is number of households ownin cats X 2.2 for total number of cats ESF #11 -1 Policies: • Each supportin department or a is responsible for mana its assets and resources • Actions will be coordinated with a responsible for mass feedin the American Red Cross and the Western Vir Re Jail will assist as available. This is primaril a function of ESF 6 Concept of Operations General: Provides for and assists in shelterin of household do and cats. Provides assistance to owners of other t of animals with care and shelterin options. Or The Director of Emer Mana will determine what tasks are to be completed and desi the appropriate a and individuals b titles that are responsible for: • Assess dama to facilities and infrastructure • Assess current food suppl of communit and determine if safe for human consumption • Assess sensitive areas on communit such as plant and animal laboratories, to ensure secure • Conduct inventor of sensitive items, in re to a and horticulture Responsibilities • Assist with g uidance to unaffected areas as to precautions that ma be taken to ensure animal and plant health • Provides information and recommendations to the Health Department for outbreak incidents • Assist with and assi veterinar personnel to assist in deliverin animal health care and performin preventative medicine activities • Participate in subse investi jointl with other law enforcement a • Maintain and update Animal Care Annex to Count EOP O ESF #11-2 Emer Support Function #12 - Ener Primar Department: General Services Secondar A American Electric Power Crai Electric Introduction Roanoke Count utilizes power supplied from private industr and does not g enerate or provide transmission lines. Count staff will coordinate with providers in the area to make informed decisions in the event of power disruptions. Count staff will coordinate with local providers on estimations of power outa This information will in turn be part of the decision makin process with other ESF's in the determination of other re actions. Additional steps or actions ma be based upon; ■ Potential len of outa ■ Weather forecasts and projections, extreme heat or cold ■ Number of impacted citizens ■ Critical Infrastructure involved ■ Hi hazard occupancies (Nursin Homes...) Help to prioritize facilities and infrastructure so that power ma be restored or other ener supplies ma be provided in such a wa to enable life to be restored to full capacit as soon as possible. Scope: ESF #12 will collect, evaluate, and share information on ener s dama Estimate the impact of ener s outa in the communit Provide information concernin the ener restoration process such as: ■ Pro schedules, ■ Percent completion of restoration, ■ Determine schedule for reopenin facilities The incident ma impact the communit onl or it ma be part of a lar incident that impacts the entire localit or the re ESF #12-1 In the latter cases, the communit will follow its plans, policies and procedures, but ensure that the are also followin local and re plans. Policies: • Assist with deliver of fuel, power, and other essential resources • Maintain contact with local service providers as to deliver and availabilit • Work with utilit providers to set priorities for allocatin commodities • Personnel will sta up to date with procedures throu education and trainin • Restoration of normal operations at critical facilities will be a priorit • Maintain a list of critical facilities and continuousl monitor those to identif vulnerabilities • Make decisions concernin closures Concept of Operations General: The suppl of electric power to customers ma be cut off due to either g eneration capacit shorta and/or transmission/distribution limitations. Generation capacit shortfalls are a result of: • Extreme weather conditions • Disruptions at g eneration facilities Other ener shorta (such as natural g as or other petroleum products) ma result from: ■ Extreme weather ■ Strikes • International embar • Disruption of pipeline s • Terrorism Or The communit ma activate its EOC: Examples: ■ Provide for the health and safet of individuals affected b the event; • Compl with local and state actions to conserve fuel, if needed; • Coordinate with local g overnment and utilit providers to provide ener emer information, education, and conservation g uidance to the communit • Coordinate information with local, state, and federal officials and ener • Send re to the local or State EOC for fuel and power assistance, based on current polic • Coordinate with ad local g overnment if power outa affects an area be the count ESF #12-2 (WOV The State Corporation Commission ( SCC ) is the desi commodit mana for natural g as and electric power. The Vir Department of Mines, Minerals and Ener (DMME) is the commodit mana for petroleum products and for solid fuels. Followin a catastrophic disaster, the Vir Emer Operations Center (VEOC), with staff support from SCC and DMK/IE, will coordinate the provision of emer power and fuel to affected jurisdictions to support immediate response operations. The will work closel with federal ener officials (ESF 12), other Commonwealth support a and ener suppliers and distributors. The communit will identif the providers for each of their ener resources. Actions: • Identif q uantif y , and prioritize the minimum essential suppl of fuel and resources re to ensure continued operation of critical facilities; • Monitor the status of all essential resources to anticipate shorta • Maintain liaison with fuel distributors and local utilit representatives; & Implement local conservation measures; • Keep the public informed; 0 Implement procedures for determinin need, and for the distribution of aid; 0 Allocate available resources to assure maintenance of essential services; 0 Consider declarin a local emer and 0 Document expenses. Responsibilities: • Review plans and procedures. Review procedures for providin lod and care for displaced persons ( see ESF #6) & In the event of a fuel shorta establish procedures for local fuel suppliers/distributors to serve customers referred to -them b local g overnment 0 Keep the public informed and aware of the extent of the shorta the need to conserve the resource in short suppl and the location and availabilit of emer assistance 0 Provide emer assistance to individuals as re • Enforce state and local g overnment conservation pro • Identifies resources needed to restore ener s ESF #12-3 Tab 1 to Emer Support Function #12 Utilit Providers (List all utilit providers that provide services to y our communit ES F #12-4 Emer Support Function #13 - Public Safet and Securit Primar Department-. Police Support Department: Sheriff Support A Vir State Police Western Vir Re Jail Federal Partners: Department of Homeland Securit (DHS) Dru Enforcement A (DEA) Federal Bureau of Investi (FBI) Bureau of Alcohol, Tobacco and Firearms (ATF) Introduction Purpose: The Roanoke Count Police Department is responsible for law enforcement activities within the count The ma be assisted b adjoinin jurisdictions, the Vir State Police or the Roanoke Count Sheriff's Office thou the Sheriff's Office is primaril char with safet and securit within the Roanoke Count jail. Scope: ESF #13 responds to emer in the communit usin existin procedures and on a dail basis. Durin a disaster, the on- calls for service would continue as well as calls to address the disaster. These ma include but are not limited to • Maintain law and order • Assist with public warnin • Provide securit of communit facilities • Control traffic • Control traffic for special events or disruptive incidents • Provide securit of unsafe areas or potential crime scenes • Assist with evacuation of buildin or the entire communit • Provide securit if the count opens a shelter Policies: • The count plan will be coordinated with the state plan and pursuant to Code of Vir ■ Law enforcement will coordinate the response with other the ESFs and be based on the details of the events • The Police Department will maintain MOU's with surroundin jurisdictions, for response when events are be their resources • ESF 13 will operate in a disaster from the EOC and coordinate with other ESF's and the Director of Emer Mana • The Police Department will operate under the Incident Command S durin dail and disaster Concept of Operations General: The Count Police Department is prepared to respond and assume operational control in the event of various law enforcement roles. These ma include events such as terrorist activities or communit securit durin a natural disaster. When the Emer Support Function is activated all re for law enforcement and securit support will, in most cases, be submitted to the Emer Communication Center for coordination, validation, and/or action. Law Enforcement Officers who are not otherwise assi emer response activities ma be called upon to assist other count departments in warnin and alertin the public, evacuation of endan areas and continued securit of same. The Director of Emer Mana or his/her desi will determine the need to evacuate lar areas and will issue orders for evacuation or other protective action as needed. However, the incident commander ma order an immediate evacuation prior to re or obtainin approval, if in his/her jud this action is necessar in order to safe lives and propert Should an evacuation become necessar the warnin and instructions will be communicated throu the appropriate means. Durin an evacuation in which a lar number of citizens are sheltered, the Police Department ma be called upon to coordinate securit at a shelter operation. Existin procedures in the form of department directives ma provide the basis for a law enforcement response in times of emer The Emer Communications Center is the primar and initial point of contact for the receipt of all warnin and notification of actual or impendin emer or disasters. Or Local Law Enforcement will utilize their normal communications networks durin disasters. • Desi areas that need to be evacuated. • Provide traffic control and securit Terrorism: The Police Department provides initial response to a potential terror attack in the count While this EOP and ESF more commonl responds to natural hazards, this t of event would be handled under the same g uidelines. A terror event will result in an immediate notification to the state and federal authorities who would then respond to assist as needed. Actions/Responsibilities • Maintain police intelli capabilit to alert g overnment a and the public to potential threats • Develop strate to effectivel address special emer situations that ma re distinct law enforcement procedures, such as civil disorders, hosta takin weapons of mass destruction, terrorist situations, and bomb treats/detonations • Test primar communications s and arran for alternate s if necessar • Assist with the implementation of the evacuation procedures for the threatened areas, if necessar • Provide traffic and crowd control as re • Provide securit and law enforcement to critical facilities • Implement existin mutual aid a with other jurisdictions • Document expenses • Coordinates backup support from other areas • Initial warnin and alertin • Securit of emer site, evacuated areas, shelter areas, vital facilities and supplies • Traffic control • Evacuation and access control of threatened areas • Assist the Health Department and the Medical Examiner with identification of the dead Tab 1 to Emergency Support Function #13 ENTRY PERMIT TO ENTER RESTRICTED AREAS 1. Reason for entry (if scientific research, specify objectives, location, length of time needed for study, que\ificetions, sponsoring party, NSF grant number and date on separate pago). |fcontraobor/eQent'indude name of contractual resident party, attach evidence of right of interest indestination, resident, purpose. 2. Name, address, and telephone of applicant, organization, university, sponsor, ormedia group. Also contact person i[ questions should arise. 3. Travel (fill out applicable sections; if variable call information to dispatcher for each entry) Method ofTravel Description of Vehicle Route ofTravel Destination by legal location or|endmark/E811address Alternate escape route ifdifferent from above 4. Type of2'way radio oyabam to be used and your base station telephone number we can contact inemergency Resident: cellular or home number. Entry granted into hazard area. Authorizing Signature Date The conditions for entry are attached to and made a part of this permit. Any violation of the attached conditions for entry can result \n revocation cf this permit. The Waiver of Liability ia made a part of and attached to this permit. All persons entering the closed area under this permit must si the Waiver of Liability before Tab 2 to Emer Support Function #13 Law Enforcement Resources The Roanoke Count Police Department maintains 140 sworn officers with vehicles. While the majorit of these vehicles are standard Police Cruisers or sedans, the followin specialized vehicles are under their PD direction; - 5 Vans - Small Bus primaril utilized b trainin academ - 10 Four Wheel Drive (FWD) vehicles, - Special Weapons Response Vehicle (SWAT) - 4 Communit Services Officer Vehicles (pickup) with animal transport cages [T text] Emer Support Function #14 - Lon Term Communit Recover and Miti Primar Department Real Estate Valuation Secondar Fire and Rescue Police General Services Parks and Recreation Libraries Finance Sheriffs Office All Count Departments as assi Introduction Purpose: Emer Support Function (ESF) #14 — Lon Term Communit Recover and Miti develops a comprehensive and coordinated recover process that will brin about the prompt and orderl restoration of communit facilities and services, infrastructure, and economic base, while providin for the health, welfare and safet of the population. Scope: ESF #14 support ma var dependin on the ma and t of incident and the potential for lon term and severe conse Recover cannot be however until a Dama Assessment process is completed. ESF #14 will address si lon impacts in the affected area on housin business and emplo communit infrastructure, and social services. Policies: Lon term communit recover and miti efforts are forward lookin and market based, focusin on permanent restoration of infrastructure, housin and the local econom with attention to miti of future impacts of a similar nature when feasible • Use the post-incident environment as an opportunit to measure the effectiveness of previous communit recover and miti efforts • Facilitates the application of loss reduction buildin science expertise to the rebuildin of critical infrastructure • Personnel will sta up to date with policies and procedures throu trainin and education ESF #14-1 [T text] Concept of Operations General: The recover phase is characterized b two components: the emer response phase which deals primaril with life savin and emer relief efforts (i.e., emer food, medical, shelter, and securit services); and the broader recover and reconstruction component which deals with more permanent and lon redevelopment issues. Althou all local departments are involved in both components, the emphasis and focus chan amon departments as the shift from one component to the other. In the emer response and relief recover component, the primar local departments involved include fire and rescue, law enforcement, health, social services, education, and public works departments; whereas in the recover and reconstruction component, the emphasis shifts to local departments dealin with housin and redevelopment, public works, economic development, land use, zonin and g overnment financin The two components will be occurrin simultaneousl with the emer relief component takin precedence in the initial sta of recover and the recover and reconstruction component receivin g reater attention as the recover process matures. The Director of Emer Mana will be the lead coordinatin department in the life-savin and emer relief component of the recover process and the count administration will take the coordinatin lead durin the reconstruction phase. The recover anal process is comprised of the followin phases: reentr needs assessment, dama assessment, the formulation of short- and lon priorities within the context of basic needs and available resources, and the identification and implementation of appropriate restoration and development strate to fulfill priorities established, as well as brin about an effective recover pro The dama assessment process for the localit is described in the Dama Assessment Support Annex of the EOP. Team leaders for the Dama Assessment Teams have been identified and the necessar forms included within this support annex. Althou dama assessment is primaril a local g overnment responsibilit assistance is provided b state and federal a as well as private industr that have expertise in specific functional areas such as transportation, a forestr water q ualit y , housin etc. The process to re and receive federal assistance will be the same as all other natural or man-made disasters. The Vir Department of Emer Mana will be the coordinatin state a in the recover process, and FEMA will be the coordinatin federal a Utilizin the preliminar dama assessment information collected, short-term and lon priorities are established and recover strate developed in coordination with other state a local g overnments, the federal g overnment, and private industr Real Estate Valuation will start ESF 14 and lead dama assessment operations as described in Dama Assessment Annex. Lon Term Recover Operations ma then be reassi to other departments b the Director as an event transitions. ESF #14-2 [T text] Short-term recover strate would include: W , Emer Services • Communications networks; • Transportation networks and services; • Potable water s • Sewer s • Oil and natural g as networks; • Electrical power s • Initial dama assessment; • Emer debris removal; • Securit of evacuated or destro area; and • Establishin a disaster recover center and j oint field office Lon strate would strive to restore and reconstruct the post-disaster environment to pre-existin conditions. Federal and state a will provide technical assistance to localities in the lon plannin and redevelopment process. Economic aid will be provided to assist localities and states in rebuildin their economic base, replacin and restorin their housin inventor and ensurin that all construction and development complies with buildin codes and plans. Re cooperation and coordination will be stressed and promoted at all levels of g overnment in order to achieve the priorities established and facilitate recover efforts. The localit will develop strate in coordination with re local g overnments and Economic Plannin Councils. Federal and state catastrophic disaster plans will support this effort. Items or actions to be focused on in this phase include: • Completion of the dama assessment; • Completion of the debris removal; • Repairin the transportation s • Repairin of private homes and businesses; and • Hazard Miti projects. Or The Director of Emer Mana will direct response, recover and reconstruction efforts in the disaster impacted areas of the localit in coordination with the Coordinator of Emer Mana all local departments, and the appropriate state and federal a A Presidential Declaration of Disaster will initiate the followin series of events: • Federal Coordinatin Officer will be appointed b the President to coordinate the federal efforts; • State Coordinatin Officer will be appointed b the Governor to coordinate state efforts; ■ A Joint Field Office {,CFO} will be established within the state (central to the dama area) from which the disaster assistance pro will be coordinated; and • A Disaster Recover Center (DRC) will be established in the affected areas to accommodate persons needin individual assistance after the have re with FEMA. ES #14-3 [T text] A Presidential Declaration of Disaster ma authorize two basic t of disaster relief assistance: • Individual Assistance — Supplementar Federal Assistance provided under the Stafford Act to individuals and families adversel affected b a major disaster or emer Such assistance ma be provided directl b the Federal g overnment of throu State or local g overnments or disaster relief or • Public Assistance — Supplementar Federal Assistance provided under the Stafford Act to State and Local g overnments or certain private, non-profit or other than assistance for the direct benefit of families and individuals. As potential applicants for Public Assistance, local g overnments and private non a must thorou document disaster-related expenses from the onset of an incident. Miti has become increasin important to local officials who must bare the a of loss of life and propert when disaster strikes. The Director of Emer Mana will take the lead in determinin miti projects needed followin a disaster and make applications for available miti g rants. Actions ■ In cooperation with other ESFs, as appropriate, use hazard predictive modelin and loss estimation methodolo to ascertain vulnerable critical facilities as a basis for identif recover priorities; • Gather information to assess the scope and ma of the social and economic impacts on the affected re • Coordinate and conduct recover operations; • Conduct initial dama assessment; • Coordinate earl resolution of issues and deliver of assistance to minimize dela for recipients; • Coordinate assessment of accurac and recalibration of existin hazard, risk, and evacuation modelin • Facilitate sharin of information and identification of information of issues amon a and ESFs; • Facilitate recover decision makin across ESFs; • Facilitate awareness of post incident di mappin and pre-incident hazard miti and recover plannin Responsibilities • Develop plans for post-incident assessment that can be scaled to incidents of var t and ma • Establish procedures for pre-incident plannin and risk assessment with post incident recover and miti efforts; ESF #14-4 [T text] • Develop action plans identif appropriate a participation and resources available that take into account the differin technical needs for risk assessment and statutor responsibilities b hazards; • Ensure participation from primar and support a • Lead plannin • Lead post-incident assistance efforts; and • Identif areas of collaboration with support a and facilitate intera inte ESF #14-5 Tab 1 for ESF 14 Damage Assessment Field Sheet EF #14- Map # Account # Address Owners Name Property Type Damage Category Dollar Damage Flood Insurance Other Insurance Primary Residence Secondary Residence Private Bridges � EF #14- Tab 2 for ESF 14 Damage Assessment Field Sheet - Personal Property Map # Address Owners Name Mobile Home Land Owner Other Owner Size Make Model Major Damage Minor Damage Auto or RV's Owner Land Owner VIN # Make Model License # Boat Owner Land Owner # on side of Boat including first 2 letters VA Total Damage ESQ' #14-7 T 0 u C 0 t o v 8- r 0 � � A W W - 4-- Q r �.A ! w w � UL cn E 0 i U C W Un 0 4 i < wo m E R3 � (a n C� T 0 u C 0 v 8- C 0 0 i U C v N R3 � > 0 Ln E CL L V C ..0 N ar C C [�3 0 � � C V 41 4k ru E ru C� tw N t u `v 0 L CL CL u V) � v ci C.1 C C m CL E 0 V ,L 0 0 N L 0) 0 v E M 161 161 fu L 0 Q L Cl) a Q? 0 d a 00 44 I LL 1I11�� u.� LL U) LU 0 CL) CL Z7 L. W CL 0 0. :3 4-P 4-P U m hol 0 O Vf bl) Q) co m 0 ho W 4-j m Q) L) L M (U 0 , a) to fu U m c M E _0 0 L- 4-J V) a) 0 T--A R3 LL Z) a) L- 0 0 bn ro C: _0 c E ❑ L3 m _0 vi E ro 4-J ❑ M u _0 4-J (A (3) 4- 0 4-J 0 :3 c U Z7 M :3 U u 4-P LU LIM LA >- E LA tw 0 U- 0 u c 0 0 tw co m c > E fu _0 _0 E 0 CL L- m E Ln % ru tw fu 0 u LIM Ln 0 E w z L- © fu _0 a) E 0 o E 47 LA IQ) Lm Li- V a) 0 ru CL c a) 4-P U • to c: fu aj tLx m < x (1) (1) C (1) @ M 4-0 4-P C =3 L) CL — M CL 0 0 0 , C: V) ru (1) :3 C) U 4-P u 0 Lf) :3 :3 4-1 > % E °C c o E C fu Q) o to E 0 _0 X - : 0 3 06 E u fcu: o E :3 C: 0 E 0 V) 0 U :3 i7i 4-1 V) t < Lu 0 ra > a M x a- 3: LL Ln -73 Lu Lu 0 Ln _0 Ln LIM C) LL- LL 3: :3 u 4--P fu E C: cu 0 ` E Ln =3 0 Ln ru u- 0 3: 0 :tf :3 4-j a_ Z o ao cn =3 2 0 0 V) Qj c= bn < L- CL 0 0 2 ru 0 E z rq Q E CO ru z 4 fu = CL) CL Z7 L. W CL 0 0. :3 4-P 4-P U m hol 0 O Vf bl) Q) co m 0 ho W 4-j m Q) L) L M (U 0 , a) to fu U m c M E _0 0 L- 4-J V) a) 0 T--A R3 LL L- 0 C: tw m E _0 ru tw fu 0 0 E z L- © fu _0 0 + 0 0 > c w 41- > Ln 0 c Ln 0 Ln _0 Ln a) ro E ,...• 3 u E C: 0 ro Ln 0 U E 0 Z) 0 0 4-j ru E ru Q E ru z E 0 fu = > L- 0 E c 0 ru 0 _ 0 C: 0 0 z 0 z 0 Ln U 0 ton Ul ca -&j E 0 o LIM o E 0 -:4 Ln 0 E a- =3 cr w ❑ LIM c a) tn m CL E E >- a) w fu L- L- 0 0 L fu _0 =3 LIM V) u fu E _0 C: 0 _0 0 a) 0 0 CL a) fu > ❑ 4a V) L- L- U- 0 w _0 CL CL _0 Emer Support Function #15 - External Affairs Primar Department Public Information Office (media releases) Communications and Information Technolo (Joint Information Center) Support Departments Police Fire and Rescue Libraries General Services Parks and Recreation Communit Development Support A Local Television Local Radio Stations Local Newspaper Introduction Purpose: Provide for efficient, coordinated and continuous flow of timel information and instructions to the public usin all available communications media prior to, durin and followin an emer or disaster. In addition to the media releases, Joint Information Center (JIC) coordination will be a part of ESF-15. The JIC is the central point of contact for the communit to receive information on an event. Media releases, public information releases or communit in are all part of a g reater Joint Information S (J IS). Scope: Provide emer public information actions before, durin and followin an emer Potential public information response could involve personnel from all j urisdictions, or a and areas within the affected area. All count emplo workin in the disaster area should be informed in order to provide a consistent messa to the public. Concept of Operations General: The Public Information Office is responsible for providin the communit with information on impendin or existin emer to include immediate protective actions the should take such as shelterin or evacuation. This will primaril be done throu local print and broadcast media but also include various social media outlets as available to the count ESF #15-1 A Joint Information Center (JIC) ma be activated, if the situation warrants. The JIC will t be at an off -site location from the disaster but usuall in proximit to the EOC. JIC membership ma be all the participatin g overnmental (local, state, federal) private entities or non- a participatin in the disaster. The Communications and Information Technolo Department will coordinate and oversee the JIC and ensure up to date information is made available to the JIC staff from the EOC. The PIO will also maintain contact with the JIC to ensure a clear and consistent messa is available and delivered to the public whether throu PIO releases or the,..IIC. All departments and or are responsible for providin the PIO with appropriate timel information about the incident and actions needed to save lives and protect propert Or From the onset of an event, the PIO will establish ESF-15 as part of the EOC. As the event escalates, the decision to open a JIC will be made b EOC staff. This will primaril be if the disaster or event in q uestion be to or appears to be increasin be the capabilities of the ESF-1 5 table in the EOC. The Comm IT Department will coordinate the JIC operations. This will t be located in the main IT conference room on the floor below the EOC. ESF-15 will coordinate information provided to the JIC in order to ensure correct and timel information is made available to the public. In addition, the JIC will coordinate release of information from the local, state, or federal g overnment level information as the situation ma dictate. Responsibilities/Actions: • Develop standard operations procedures (SOPS} to carr out the public information function • Develop and conduct public information pro for communit awareness of potential disasters, as well as personal protection measures for each hazards present • Develop Rumor Control Procedures • Prepare advance sample copies of emer information packa for release throu the news media durin actual emer • Brief local news media personnel, communit officials, local, state, and federal a on External Affairs policies, plans, and procedures • Maintain current lists of radio stations, televisions stations, cable companies, websites, and newspapers to be utilized for public information releases • Maintain a and liaison arran with other a and the news media • Maintain arran to provide a briefin room for the media in the vicinit of the EOC or at the location of the disaster • Coordinate with VDEM PIO, Governor's Press Secretar and the Secretar of Public Safet to prepare press releases durin ma events • Assist with the preparation/transmission of EAS messa ESF #15-2 • Disseminate news releases and daily Situation Reports from the State EO[|via the county vvebSite — • Establish, with assistance from V[>EM and other agencies, the Virginia Public Inquiry Center for the general public to o@U for information • Monitor the media to insure accuracy of information and correct inaccurate as quickly as possible • Plan and organize news conferences m/ith the Governors staff, if necessary • Provide information to the public about available community disaster relief assistance and mitigation programs • Coordinate efforts to provide information to public officials • Facilitate communications between the public and Cdher agency officials to ensure that affected people have access and knowledge about benefits for which they may beeligible ESF #15-3 Tab 1 to Emer Support Function #15 Emer Public Information Resources A complete and up to date list of media contacts are maintained b the Public Information Office. These include local television stations of WDBJ, WSLS, WSET and WFXR. Local print media to include the Roanoke Times, Salem Times, Vinton Messen and Cave Sprin Connection. Several radio stations are also included who cover the Roanoke Valle area. ESF #15-4 Tab 2 to Emer Support Function #15 Emer Public Information PIQ Prearran Messa Hazardous Release or Spill ( No explosion or fire 1. Local - Public Information 1'4-4otification of an Incident (Fire and/or Explosion Imminent) At ' ( a.m./p.m. ) toda an incident/accident occurred on (hw Certain dan materials have been spilled/leaked/released from a tank car/truck. Due to the toxicit of material released to the atmosphere, all traffic on (hw is bein rerouted via Due to the possibilit of an explosion and major fire, all residents livin within feet of the site are ur to leave immediatel and report to (school, church, etc.). Follow directions g iven b emer workers or Police Department. You will be notified when it is safe to return to y our homes. Sta tuned to this station for additional information/instructions. ESF #15-5 Tab 3 to Emer Support Function #15 Emer Public Information P10 Prearran Messa (FIRE AND/OR EXPLOSION IMMINENT) 2. Local - Public Information lVotification of an Incident (Fire and/or Explosion Imminent) At (a.m./p.m.) toda an accident occurred on (hw at _(location). All traffic on (hw is bein rerouted via (hw until further notice. Due to the possibilit of an explosion and major fire, all residents livin within the site are ur to leave immediatel and report to church, etc.). Follow directions g iven b emer workers or Police Department. feet of (school, You will be notified when it is safe to return to y our homes. Sta tuned to this station for additional information/instructions. ESF #15-6 Tab 4 to Emer Support Function #15 DATE: TO: Emer Public Information Sample Health Advisor for Shelter Centers FROM: Cit Health 'Department SUBJECT.- Health Risks Resultin from (event, site, & date The (event) at —(Site) in Cit Count on (date) released chemical particles into the environment in concentrations sufficient to cause health problems in some persons. Individuals sufferin from chronic respirator conditions, the elderl infants and y oun g children, and other individuals hi sensitive to air pollutants are at increased risk. Althou residents were evacuated, it is possible that some evacuees ma experience s which are characteristic of over exposure to these chemicals. Shelter residents should be monitored for s which are characteristic of exposure to the chemicals which necessitated the evacuation. These s are sources . (enter s from MSDS or other In addition to specific information on patient's medical condition and treatment, record specific information related to the incident such as patient's location when exposed to contaminants, estimated distance of that location from (site of incident), and estimated time of onset of s Report incidents to the Department of Health. ESF #15-7 Tab 5 to Emer Support Function #15 DATE: W91 Emer Public Information Sample Health, Advisor for Health Advisor FROM: Cit Health Department SUBJECT: Health Risks Resultin from ( event, site, & date The Cit Public Health Department has issued a Public Health Advisor concernin possible chemical/biolo contamination by ' (event) at the (location) in /Cit The chemical release occurred at (date & time). Substances released into the environment durin this incident can present health risks to susceptible persons. Persons who have been exposed to these chemicals ma experience one or more of the followin s . (list s on the MSDS) An person who was in the vicinit of ' (site of event) between ' (hours) on ' (da should be alert to s indicatin exposure to the chemicals released. Persons experiencin s of contamination are advised to consult their ph or g o to the nearest hospital emer department for evaluation. ESF #15-8 Tab 6 to Emer Support Function #15 Emer Public Information Sample Health Advisor for Ph DATE: TO: All Primar Care Ph in (area, cit count FROM: Cit Health Department SUBJECT: Health Risks Resultin from (event, site & date) The (event) at (site) in Cit released chemical particles into the environment in concentrations sufficient to cause health problems in some persons. Individuals sufferin from chronic respirator conditions, the elderl infants and y oun g children, and other individuals hi sensitive to air pollutants are at increased risk. Althou precautions were taken, it is possible that some residents in the area ma experience s which are characteristic of over exposure to these chemicals. Exposure to _ name of chemicals involved) should be considered with patients experiencin In addition to specific information on patient's medical condition and treatment, record specific information related to the incident such as patient's location when exposed to contaminants, estimated distance of that location from (site of incident) and estimated time of onset of s Report incidents to the Cit Health Department. ESF #15-9 Tab 6 to Emer Support Function #15 Emer Public Information Sample Health Advisor for Primar Health Care Facilities DATE: TO: All Primar Care Facilities in Roanoke Count and the Roanoke Valle FROM: Health Department and Roanoke Count SUBJECT: Health Risks Resultin from The (event) at (event, site & date) (site) in Cit released chemical particles into the environment in concentrations sufficient to cause health problems in some persons. Individuals sufferin from chronic respirator conditions, the elderl infants and y oun g children, and other individuals hi sensitive to air pollutants are at increased risk. Althou precautions were taken, it is possible that some residents in the area ma experience s which are characteristic of overexposure to these chemicals. Exposure to ' (list name(s) of chemicals involved) should be considered with patients experiencin In addition to specific information on patient's medical condition and treatment, record specific information related to the incident such as patient's location when exposed to contaminants, estimated distance of that location from (site of incident), and estimated time of onset of s Report incidents to the Department of Health. For additional information, contact the Cit Health; Department at XXX- XXX-XXXX ESF #15-10 Command and Control Annex Introduction Purpose: It is imperative that emer operations be conducted in compliance with the national Incident Mana S ( NIMS } b a structured Incident Command S (ICS). The g eneral overview of how the EOC will be mana is in the EOP, Basic Plan.- Additional detail is provided in ESF-5, Emer Mana and even more detail is provided in this annex. In addition to emer ICS is extremel beneficial for planned events. This allows ever workin on the event to know who is in char of what. The Incident Mana S sets forth procedures which are to be emplo at ever emer incident that involves more than one department, a or jurisdiction within the Roanoke Valle or when multiple units are operatin from a sin department. These procedures are desi to: ■ Increase the effectiveness of emer personnel while minimizin loss of life and propert durin operations E Establish and maintain the desi of responsibilit and accountabilit of specific individuals ■ Establish personnel accountabilit for the safet of on scene incident personnel a Maintain an effective span of control ■ Eliminate freelancin ■ Incorporate flexibilit when dealin with var incidents ■ Ensure an understandin of operatin procedures and expectations b all participatin a ■ Allow the re participants to respond to various incidents with the confidence and knowled that all involved municipalities are strivin for the same g oal in a like manner This s was developed for use b all Roanoke Valle emer service providers involved in emer incidents. The g oal is to consolidate the stren of all participants and orchestrate their efforts for the most efficient control of the incident at hand. This document provides the Incident Command S (ICS re that will allow Roanoke Valle emer responders to work to on multi incidents, in accordance with the NIMS re Scope: All federal, state, tribal, and local levels of g overnment, as well as man private sector and non- or use ICS for a broad spectrum of emer These can ran from small to complex incidents, both natural and manmade, and include acts of catastrophic terrorism. I -1 Planned events such as parades, fairs or even lar buildin moves should also utilize ICS in order to, g ive assi and allow ever to be informed for that event or be prepared if somethin was to g o wron Functional Areas The ICS is usuall or around five major functional areas.- • Command ■ Operations ■ Plannin • Lo ■ Finance / Administration The Incident Commander (IC) or Unified Command (UC) will establish the sixth functional area, intelli based on the re of the situation at hand. Command staff include the Incident Commander, Liaison, Safet and Public Information while General Staff positions add Operations, Plannin Lo and Finance. The IC ma schedule Command or Command and General Staff meetin as re Transitional Steps Some of the more important transitional steps that are necessar to appl ICS in a field incident environment include the followin ■ Reco and anticipate the re that or elements will be activated and take the necessar steps to dele authorit as appropriate ■ Establish incident facilities as needed, strate located, to support field operations ■ Establish the use of common terminolo for or functional elements, position titles, facilities, and resources. ■ Rapidl evolve from providin oral direction to the development of written Incident Action Plans (IAP) when needed ICS -2 ICS Or The ICS is applicable across a spectrum of incidents that ma occur in the Roanoke Valle these incidents ma differ in size, scope, and complexit because of their: ■ Functional unit mana structure ■ Modular or structure that is extendable to incorporate all necessar elements. Responsibilit and performance be with the IC, and is built from the top down. Functional Structure Command Operations Plannin Logistics Firvance I Intetfigence I F I I I Administration I Fi 1: Basic Functional Structure Modular Extension The ICS structure remains modular or is available to expand and retract as the incident chan The modular concept is based upon the followin considerations: ■ Develop the form of the or to match the function or task to be performed ■ Staff onl those functional elements that are re to perform the task. ■ Observe recommended span-of-control g uidelines which should be 3-7 dependin on task ■ Perform the function of an non-activated or element at the next hi level ■ Deactivate or elements no lon re A. Mana Assi ■ The Incident Commander's initial assi will normall be to appoint one or more Section Chiefs to mana the major ICS functional areas. ■ Section Chiefs will further dele mana authorit for areas as re ■ If needed, Section Chiefs ma establish branches or units as appropriate for the section ■ Each functional unit leader will further assi individual tasks with the unit as needed ■ Section Chiefs will serve as the General Staff for the incident ICS -3 B. Staffin The IC will use the separate sections to or staff as the need arises. ■ If one individual can simultaneousl mana all major functional areas, no further or is re ■ Assi an individual to be responsible for functions re independent mana Titles Distinctive Titles are another part of the ICS and NIMS concept that are accepted and adopted across all disciplines and does not matter where in the nation. Or Level Incident Command Leaders i Title Incident Commander Support Function FDeput Command Staff Officer Assistant General Staff (Section) Chief Deput Branch Director Deput Divisions/Groups Supervisor N/A Unit Leader Mana Strike Team / Task Force Leader Sin Resource Boss Table 1: Leadership Titles Int I am ING] I I I I I R, M Experience has proven that at incidents involvin multi-a there is a critical need for inte mana resources into one operational or that is mana and supported b one command structure. This is best established throu an inte multi- disciplined or In the ICS, emplo what is known as the Unified Command fills this critical need. Unified Command is a team effort that will allow all a with primar responsibilit for an incident, either g eo g raphical or functional, to participate in the mana of the incident. Developin and implementin a common set of incident objectives and strate demonstrate this participatin that all can subscribe to, without losin or abdicatin a authorit responsibilit or accountabilit In the Roanoke Valle fre trainin and realistic exercises involvin those a that ma be represented at actual incidents should be considered a prere for successful mana of multi-a incidents. A successfull mana multi-a incident will occur onl when the participatin a personnel have confidence in each other's competencies, authorities, responsibilities and limitations as -the relate to the incident. -me ICS -4 A. Unified Command Spokesperson Within a Unified Command, one person isselected as spokesperson for the group. T the person representing the agency with the highest resource commitment Or most visible activity on the incident is selected. In some cases this task may simply be assigned tothe person with the most experience. B. Unified Command Principles Unified Command incorporates the fodkzvun0 principles: 0 One set Of objectives is developed for the entire incident 0 A collective approach to developing strategies 10 achieve incident goals E Improved information flow and coordination between all jurisdictions and agencies involved 1n the incident N All agencies with responsibility for the incident have an understanding of one another'S priorities and restrictions X No agenc authority or legal requirements will be compromised or neglected 0 Each agency is fully avvene of the p/eno, actions and constraints of all others M The combined efforts of all agencies are optimized as they perform their respective assignments under a single Incident Action Plan M Duplicative efforts are reduced or eliminated, thus reducing cost and chances for frustration and conflict C. Initial Unified Command Meetin Checklist \tks essential to begin planning eS early eSpossible. Initiate Unified Command es soon as two or more agencies having jurisdictional or functional responsibilities come together Onanincident. All of the jurisdictional agencies' Incident Commanders need to get together before the first operational period planning meeting in an Initial Unified Command Meeting. This meeting provides the responsible agency officials with en opportunity to discuss and concur On important issues prior tO joint incident action planning. The agenda for the command meeting should include: 0 State jurisdictional/agency priorities and objectives ~ Present jurisdictional limitations, concerns and restrictions ~ Develop e collective set ofincident objectives M Establish and agree on acceptable priorities M Adopt en overall strategy orstrategies to accomplish objectives 0 Agree on the basic organization structure ~ Designate the most qualified and acceptable Operations Section Chief ~ The Operations Section Chief will normally be from the jurisdiction or agency that has the greatest involvement in the incident, although that ianot essential 0 Agree on the General Staff personnel designations and planning, logistical, and finance agreements and procedures E Agree on the resource ordering process tobefollowed 0 Agree on cost-sharing procedures E Agree on informational matters E Designate one agency official to act as the Unified Command spokesperson ICS -5 D. Command Meetin Re The following checklist provides aSeries of items to be addressed during the meeting between Incident Commanders where the development ofincident strategy and objectives /8done: • The Command Meeting should include only agency Incident Commanders • The meeting should be brief, and important points should bedocumented. The important points should include agency capabilities and limitations, functional and jurisdictional responsibilities and the to individual's agency's objectives • Prior to the meeting, the respective responsible officials should have reviewed the purposes and agenda items described above, and are prepared to discuss them. The end result of the planning process will be a single 1AP that addresses multi- jurisdiction or multi-agency priorities and objectives and provides an appropriate level of tactical direction and resource assignments for the unified efforts. IC3 -0 Incident Command S Structural Desi Roanoke Count Adopted Horizontal Structural Desig Side Alpha will alwa be the address side of buildin unless othenvise noted in pre-plans Side Charlie Side Bravo Quadrant Q uadrant Bravo Charlie Quadrant Quadrant Alpha Delta Side Alpha Side Delta ICS -7 Exp Desi Exposure Charlie Exposure Bravo Exposure Alpha Exterior Designativns Exterior Division Charlie Exterior Division Bravo Exterior Division Alpha Exposure Delta Exterior Division Delta ICS -8 Vertical Structural Identification Division I will be the g round level floor that y ou enter on Side Alpha Law Enforcement ma use other in special situations such as SWAT when the count top down ICS -9 Command Staff Positions Incident Commander, Liaison Officer, Safet Officer and Public I nformation Officer Incident Commander The Incident Commander is responsible for the overall mana of all incident activities, includin the development and implementation of strate and for approvin the orderin and release of resources. A. Major responsibilities and tasks ■ Conduct initial briefin ■ Set up re or elements ■ Ensure plannin meetin are conducted ■ Approve and authorize implementation of the IAP ■ Determine information needs from staff ■ Mana incident operations ■ Approve re for additional resources ■ Authorize information releases • Report incident status • Approve demobilization plannin • Coordinate staff activit ■ Release resources and supplies B. Incident Command Decision Makin Process 1. Size up or assess the situation ■ What is the nature of the incident? o What hazards are present? o What hazards exist for response personnel and the public? o Do warnin need to be issued? o Are there injured people who need to be treated or assisted? o Is evacuation re ■ How lar an area is affected? ■ Will the area be isolated? ■ 'What location would make a g ood sta area.? ■ What entrance and exit routes would be g ood for the flow of response personnel and e 2. Identif contin ■ Consider what could happen. ■ Remember Murph Law 3. Determine g oals and objectives 4. Identif needed resources X What resources are needed.? is -10 ■ Where will y ou g et them? ■ How lon will it take them to g et here? • Are -there special resource re 5. Build a plan and structure, includin • Responsibilities and tasks ■ Chain of command • Coordination issues 6. Take action C. Transfer of Command Takin over the command of an incident re that the Incident Commander obtain a complete up-to-date incident briefin This can onl be accomplished if the individual who is relin corrimand can brin the new commander up to date on what the situation is at the time of the briefin Therefore, it is important that the commander bein relieved prepares the ICS-201, Incident Briefin Form as completel as possible for the new commander. This should be completed in a face to face fashion. Public Information Officer The Public Information Officer ( PIo} is a member of the Command Staff and is responsible for interfacin with the public and media and/or with other a that re incident related information. The Public Information Officer's responsibilities include: ■ Identif Public Information Officer activities dependin on the event ■ Establish an Information Center (if re ■ Prepare a press briefin • Collect and assemble incident information ■ Provide liaison between media and incident personnel ■ Respond to special re for information Safet Officer The Safet Officer is a member of the Command Staff and is responsible for monitorin incident operations and advisin the IC on all matters relatin to operational safet includin the health and safet of emer responder personnel. The Safet Officer has emer authorit of the IC to stop or prevent unsafe acts durin incident operations. Responsibilities include: ■ Obtain a briefin from the IC ■ Identif hazardous situations associated with the incident environment prior to first plannin meetin ■ Attend the plannin meetin to advise on safet matters ■ Identif potentiall unsafe situations ■ Advise incident personnel in matters affectin personnel safet ■ Exercise emer authorit to prevent of stop unsafe acts ■ Investi (or coordinate investi of) accidents that occur within the incident area ics -11 ■ Review the Medical Plan Liaison Officer The Liaison Officer is a member of the Command Staff and serves as the point of contact for representatives of other g overnmental a non a non or and/or private entities. Representatives from assistin or cooperatin a and or coordinate throu the Liaison Officer. Responsibilities include: ■ Obtain a briefin form the IC ■ Provide point of contact for assistin and/or cooperatin a ■ Maintain current status of potential intera problems or pendin issues ICS -12 General Staff Positions Operations, Plannin Lo and Finance Sections Operations Section The Operations Section mana tactical operations at the incident that are directed toward: ■ Reducin the immediate hazard M Savin lives and propert ■ Establishin situation control ■ Restorin normal conditions Operations Section Chief The Operations Section Chief: ■ Directl mana all incident tactical activities ■ Implements the IAP ■ Should be desi for each operational period M Will have direct involvement in the preparation of the IAP for the period of responsibilit ■ Ma have one or more deputies, preferabl from other a in multi- jurisdictional incidents ■ Deputies will be q ualified to a similar level as the Operations Section Chief Partners Several departments or a could be in the Operations Section and work to or in combinations dependin on the situation. Some of these a could include: ■ Fire ■ Law Enforcement ■ Public Health ■ Public Works ■ An other Department or A in the response Other participants ma include private individuals, companies, or non- or some of which ma be full trained and q ualified to participate as partners in the Operations Section. Operations Section Or The or structure for incident tactical operations can var and ma be based on: ■ A method to accommodate jurisdictional boundaries ■ An approach that is strictl functional in nature ■ A mix of functional and g eo g raphical approaches ICS -13 Oper-atiolls Section Branch Division or GrOLI Resource Fi 2: Ma Or Elements Branches Establish branches for reasons such as: ■ The numbers of divisions and/or g roups exceed the recommended span of control for the Operations Section Chief • The nature of the incident calls for a functional branch structure ■ The incident is multi-jurisdictional A. Span of Control The Operations Section Chief shall set up branches and allocate divisions and g roups within them to sta within the recommended span of control Example: If one g roup and three divisions are reportin to the Operations Section Chief, and one division and one g roup are added, a two-branch or should be formed as shown in Fi 3: ICS -14 Operations Section G,rGup A Divis I Division: c:l FDivision Before Oper,ati-ons. Section F_ Branch I Branch H F_ Diris lon E Group A Fmvisian 'Sion C FDivision D o new, P F After Fi 3: Two-Branch Or B. Nature of the Incident Example: A lar aircraft crashes within a localit Various departments within the cit to include police, fire, emer services, and public health services, would each have a functional branch operatin under the direction of a sin Operations Section Chief. In Fi 4 the Operations Section Chief and Deputies are from different departments. The or could be ali differentl dependin upon the emer operations plan for the localit and t of emer Operations Section Chief Depu t Deput ( law ) (health Branch Branch 11 Branch III ( law ) (fire I F (EMS Fi 4: Functional Branch Structure C. Multi-Jurisdictional ICS -15 Generall mana multi- resources under the a that normall control them. Operations Section Chief Deput (if re- ired F_ Branch Branch Branch Branch Branch { Count y] ( Tribal ) (City) ( State ) (Federal) Fi 5: Multi-Jurisdictional Incident Division &Groups Divisions and g roups are established when the number of resources exceeds the Operations Section Chief's mana span of control. See Fi 7 The use of the two terms is necessar because: ■ Division alwa refers to a -geographical assi and demarcates ph or g eo g raphical areas of operation within the incident area ■ Group alwa refers to a functional assi and demarcates functional' areas of operation for the incident. Both divisions and g roups ma be used in a sin incident if there is justification for their use and if proper coordination can be effected. Operations Section Group A Division B Group C Division D (resource A) ( area B) fresource C) (g e-o g raphic area D) Fi 7: Divisions & Groups A. Divisions As additional t of resources are added, the or is restructured to assi resources into divisions as in Fi 8. ICS -16 The best wa to create g eo g raphical divisions is to divide the area accordin to natural separations of terrain or other prominent g eo g raphical features such as rivers. The size of the division should compl with appropriate span-of-control g uidelines. See Fi 9. Operations Section I Division A DtVision B Division C ( areas A)I il g eo g ra ph ic area B I ( g eo- g raphic area C) Fi 9: Use of Geo Divisions B. Functional Groups Use functional g roups for areas of like activit such as rescue, evacuation, and medical as shown in Fi 10. Operations Section Emer Suppression Group Rescue Group Medical Services Group Fi 10: Use of Functional Groups Air Operations Branch An air operations branch ma not be applicable to all incidents. The Operations Section Chief establishes the branch to meet mission re The size, or and ICS -17 Fi 8: Two-Division Organization operation will depend primaril upon the nature of the incident and the availabilit of air resources. Operations Sc-ction Chief I Air Operations Branch Director Air Support Air TactiGal Group Group Supervisor Supervisor F_ _T Helibase Fixe Win Helicopter Fixed. Win Base Coordinator Coordinator Heliport Airfield Helicopterns Fixed Win Aircraft Fi 6: Air Operations Or Note: When onl one helicopter is used, it ma be directl under the control of the Operations Section Chief Nwo� A. Safet Fli safet is a paramount concern in complex operations and supports the re for a desi air operations branch to avoid conflict of assets, and inte safet considerations into operational plannin and mission execution. B. Director The Operations Section Chief ma desi a Director for the air operations branch When: ■ The complexit of air operations re additional support and effort ■ The incident re mixin tactical and lo utilization of helicopters and other a C. Air Tactical Group Desi an Air Tactical Group Supervisor whenever both helicopters and fixed- win aircraft must operate simultaneousl with the incident air space. This individual coordinates all airborne activit with the assistance of a helicopter coordinator and a fixed-win coordinator D. Air Support Group Ics - 18 The air support g roup: ■ Establishes and operates bases for helicopter air assets ■ Maintains re liaison with off incident fixed-win bases ■ Is responsible for all timekeepin for aviation assets assi to the incident Resource Or Initiall in an incident, assi individual resources will report directl to the IC. As the incident g rows in size or complexit individual resources ma be or and emplo in a number of wa to facilitate incident mana A. Sin Resources Durin initial incident operations sin resources can be emplo on an individual basis. Durin sustained operations, situations will t arise that call for the use of sin helicopter, vehicle, mobile e etc. B. Task Forces Resources combined into task forces to mana several ke resource elements under one individual's supervision to aid in span of control. These could be from multiple disciplines such as; • 3 fire en for fire suppression • 1 ladder compan for truck compan operations • 1 police officer for securit • 1 overall supervisor C. Strike Teams Strike teams are "like" units who respond to These would be from the same discipline such as; • Group of Police Officers for crowd control or securit Or • Multiple fire en for fire suppression ics -19 General Staff Plannin Section The Plannin Section: 0 Collects, evaluates, and disseminates tactical information pertainin to the incident a Maintains information and intelli on the current and forecasted situation ■ Maintains the status of resources assi to the incident ■ Prepares and documents IAPs and incident maps ■ Gathers and disseminates information and intelli critical to the incident. Or The Plannin Section has four primar units as shown in Fi 1 1, and ma include a number of technical specialists to assist in evaluatin the situation and forecastin re for additional personnel and e Plannin Section Resources Unit Situation Unit Demobilization Unit Documentation Unit Technical Specialists Fi 11: Plannin Section Or Plannin Section Chief Duties of the Plannin Section Chief include: ■ Oversees all incident related data g atherin g and anal re incident operations and assi resources • Develops alternatives for tactical operations ICS -20