HomeMy WebLinkAboutAGENDA REPORT 2016 0706 CCSA REG JNT DC ITEM 09E ITEM 9.E.
cry OF MOORPARK.CALIFORNIA
City Council Meeting
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TO: Honorable City Council and Disaster Council p,.. . ,
FROM: Deborah S. Traffenstedt, Assistant City Manager �jr
Teri Davis, Program Manager
DATE: June 29, 2016 (CC Meeting of 7/6/16)
SUBJECT: Consider Resolution Amending the City's Emergency Operations Plan
(EOP) to Incorporate a Disabilities, Access and Functional Needs
(DAFN) Annex into the City's EOP Appendices
BACKGROUND AND DISCUSSION
On July 16, 2014, the City Council adopted an Emergency Operations Plan (EOP). At the
time of adoption, staff informed the Council that the Appendices of the EOP would continue
to be updated as needed to ensure that information such as City Emergency Operations
Center (EOC) staff assignments, emergency contact information, notification lists, etc.,
remained current, and the 2014 EOP adoption resolution included the following authority
for staff updates to the EOP Appendices: "The City of Moorpark recognizes the 2014 City
of Moorpark Emergency Operations Plan as a document containing multiple Appendices
and that those Appendices will be updated regularly." Staff has continued to make minor
updates to the EOP Appendices since adoption occurred in 2014.
On April 28, 2016, the Ventura County Emergency Planning Council approved a DAFN
Annex. Following adoption, the Ventura County Sheriffs Office of Emergency Services
distributed the DAFN Annex and has recommended incorporation into the EOP for each
City. The Ventura County DAFN Annex provides comprehensive disability and functional
needs consideration in one document and will be a useful reference as an appendix to the
City's EOP. Since the addition of the DAFN Annex to the City's EOP Appendices is more
than a minor update, staff has prepared a draft resolution for City Council adoption that will
incorporate the DAFN Annex into the City's EOP Appendices (see attachment to this
agenda report).
Section 2.48.040 of the City's Municipal Code states that the Moorpark disaster council
shall consist of members of the city council, and Section 2.48.090 includes language that
the disaster council shall be responsible for development of the city emergency plan and
that the plan shall take effect upon adoption by resolution of the city council.
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Honorable City Council and Disaster Council
July 6, 2016 Regular Meeting
Page 2
This agenda item will be scheduled for concurrent consideration by both the Moorpark
Disaster Council and the City Council. The staff recommendation includes having the
Disaster Council take action first to recommend approval of adoption of a resolution to
amend the City's EOP to incorporate a DAFN Annex into the Appendices, and for the City
Council to then take action to adopt a resolution to amend the City's EOP to incorporate a
DAFN Annex into the Appendices.
FISCAL IMPACT
There is no direct Fiscal Impact.
STAFF RECOMMENDATION
1) Disaster Council — Recommend City Council adoption of a resolution to amend the
City's EOP to incorporate a DAFN Annex into the Appendices.
2) City Council — Adopt Resolution No. 2016- amending the City's EOP to
incorporate a DAFN Annex into the Appendices.
Attachment: Resolution No. 2016- (includes DAFN Annex to be incorporated into
the EOP Appendices)
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RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE CITY'S
EMERGENCY OPERATIONS PLAN (EOP) TO
INCORPORATE THE VENTURA COUNTY DISABILITIES,
ACCESS AND FUNCTIONAL NEEDS (DAFN) ANNEX INTO
THE EOP APPENDICES
WHEREAS, the City of Moorpark recognizes the threat that emergencies pose to
people and property within the community; and
WHEREAS, on July 14, 2014, the City Council adopted an Emergency
Operations Plan (EOP); and
WHEREAS, on April 28, 2016, the Ventura County Emergency Planning Council
approved a DAFN Annex prepared by the Ventura County Sheriffs Office of Emergency
Services (County OES); and
WHEREAS, the Moorpark Disaster Council on July 6, 2016, recommended
amendment of the City's EOP to incorporate the Ventura County DAFN Annex into the
EOP appendices.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City's EOP is amended to revise the Appendices List
(Attachment 1) and to add the Ventura County Disabilities, Access and Functional
Needs (DAFN) Annex (Attachment 2) into the Appendices.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 6th day of July, 2016.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment 1: Revised City of Moorpark EOP Appendices List
Attachment 2: Ventura County Disabilities, Access and Functional Needs Annex
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ATTACHMENT 1
EMERGENCY OPERATIONS PLAN
APPENDICES (Restricted Use Document, Due to Privacy Information)
City of Moorpark EOC Staff Notification List Appendix-1
City of Moorpark City Emergency Notification List Appendix-2
Other Essential Contacts Notification List Appendix-3
City of Moorpark EOC Phone Numbers Appendix-4
City of Moorpark Secure Locations Appendix-5
EOC Voice and Data Ports Appendix-6
Ventura County Satellite Phone Numbers Appendix-7
•
EAS Activation Procedures Appendix-8
Moorpark Administrative Procedures Appendix-9
Pre-Identification Shelter Sites Appendix-10
Residential Care Facilities List Appendix-11
Outreach to Access and Functional Needs Population Appendix-12
National Weather Service—Restricted Use Numbers Appendix-13
100— Unit Mass Casualty Trailer ... Appendix-14
City of Moorpark Critical Facilities Information Appendix-15
EOC Arrival ProceduresAppendix-16
City of Moorpark EOC Layout ... Appendix-17
WebEOC Log In Procedures Appendix-18
VC Alert Procedures Appendix-19
Ventura County Disabilities, Access and Functional Needs (DAFN) Annex Appendix-20
City of Moorpark-2014 Revised 07/06/2016 Appendices
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CITY OF MOORPARK EMERGENCY OPERATIONS PLAN ATTACHMENT 2
Disabilities,Access and Functional Needs(DAFN)Annex
Prepared by Ventura County Sheriffs Office of Emergency Services(OES)
Table of Contents
Quick Guide 1— DAFN Considerations during Disaster Response 3
1.0 Introduction 5
1.1 Purpose 5
1.2 Scope 5
1.3 Policy 5
2.0 Authorities and References 6
3.0 Assumptions and Considerations 7
3.1 Planning Assumptions 7
3.2 People with Disabilities, Access and Functional Needs Planning Considerations 7
3.2.1 Definition of"Disabilities, People with Access and Functional Needs" 7
3.2.2 Alert and Warning/Public Information 8
3.2.3 Evacuation 8
3.2.4 Care and Shelter 8
3.3 Ventura County Population Considerations 9
4.0 Roles and Responsibilities 10
4.1 Overview 10
4.2 Ventura County 10
4.2.1 Office of Emergency Services . . 10
4.2.2 Human Services Agency 10
4.2.3 Health Care Agency 11
4.2.4 Area Agency on Aging 11
4:2.5 Superintendent of Schools 11
4.3 Non-Profit Organizations 12
4.3.1 Volunteer Organizations Active in Disasters 12
4.3.2 Other Key Non-Profit Partners 12
4.4 For-Profit Entities 12
4.5 California State Entities 13
4.5.1 California Governor's Office of Emergency Services 13
4.5.2 California Department of Mental Health 13
4.5.3 California Department of Social Services 13
4.6 Federal Entities 13
4.6.1 Federal Emergency Management Agency 13
4.6.2 FEMA Office of Disability Integration and Coordination 14
5.0 Concept of Operations 14
5.1 Pre- Response/Initial Action 14
5.2 DAFN Coordination 15
5.3 Post-Response Actions 16
5.4 Training 16
Appendix A: Acronyms 18
Appendix B: DAFN Populations 19
Attachment 1: Position Guide—DAFN Unit Coordinator 23
Attachment 2: DAFN Planning Group 22
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EMERGENCY OPERATIONS PLAN—DAFN Annex
Quick Guide 1—DAFN Considerations during Disaster Response
Alert and Warning/Public Information
When there is a need for alert and warning information to be disseminated to the public, immediate
considerations for the DAFN population include:
1. Evaluate the disaster affected or potentially affected area to determine the population demographics.
2. Coordinate with the County Public Information Officer(PIO) to disseminate appropriate information.
3. Coordinate PIO information with the DAFN Coordinator in the County EOC to ensure all populations are
considered.
4. Utilize all available public information dissemination methods for deaf, blind, foreign language and all
other DAFN populations including:
•TDD/TDY (for foreign language translation)
•Mental Health client list
•In Home Support Services (IHSS) client list
•Adult Protective Services list
•Children Protective Services list
a Veterans Services list
•Area Agency on Aging Client list
•Superintendent of Schools student lists
•Southern California Edison (Listing of Persons with Durable Medical Equipment)
•Ventura County 2-1-1
Care and Shelter Activation(s)
When there is a need to activate shelters, the following tasks should be completed to ensure DAFN population
needs are met:
1. Confirm DAFN/ADA compliant shelter locations with ARC and HSA and include in the public information
messages.
2. Coordinate with ARC and HSA through the County EOC for DAFN considerations at specified shelter
locations.
3. Locate/request any specialized volunteers to assist with DAFN population needs.
4. Coordinate with HCA and PH (at EOC or their Department Operations Center(DOC)) for provision
of mental health support at shelter and throughout the emergency operation.
5. Coordinate DAFN support for evacuees needing transportation to shelter.
6. Ensure that appropriate information regarding shelter DAFN capabilities is communicated to all
emergency responders and evacuation coordinators through the EOC to avoid the transport of DAFN
populations to non-compliant shelter locations.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
DAFN Support
Utilize California State Functional Assessment and Support Teams (FAST) resources as needed
to support the DAFN population:
1. Activate the FAST if required, via the California Department of Health Services.
2. Ensure staff available to provide accessibility to the facility and auxiliary aid services
within the shelter.
3. Provide for alternative forms of communications (TTD/TTY, pictographs, large print,
captions, etc.).
4. Ensure staff and resources for triage of DAFNs shelter clients including physical and
mental health needs.
5. Provision resources for in-shelter service/companion animals.
DISCLAIMER: This plan is intended to support the DAFN community in the County by providing awareness
and guidance to support many identified DAFN needs. There is no guarantee that the public agencies will
be able to respond to the needs of everyone. Effective action during a disaster implies the preparedness
efforts on the part of every individual to the best of their ability, their caretaker, and/or their responsible
facility.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
1.0 Introduction
The function of the Disabilities, Access and Functional Needs program is to plan, prepare and provide for the
Disabilities, Access and Functional Needs (DAFN) populations during the response and recovery phases of a
disaster. Considerations for the DAFN population include alert and warning, evacuation and transportation
needs, care and sheltering and other general support services. DAFN considerations are integrated throughout
the Ventura County Emergency Operations Plan, as well as the supporting and functional annexes.
1.1 Purpose
The Disabilities, Access and Functional Needs Plan, is an annex to the Ventura County Emergency Operations
Plan (EOP), providing an overview of the policy of the County with respect to emergency planning
and emergency services for citizens with disabilities, access and functional needs. It also provides agency
functions, agency roles and responsibilities and overall guidelines for the provision of emergency
services for citizens with DAFN. It describes the actions, roles, and responsibilities of coordinating
and participating organizations and how the County will endeavor to provide DAFN services before,
during and after an emergency.
1.2 Scope
This annex is intended to address the needs of the Disabilities, Access and Functional Needs population
during a disaster. The needs of the DAFN population are extensive and transverse
various emergency functions and operations. Each specific functional annex includes detailed
information regarding the DAFN considerations that are applicable to that function. This
annex addresses general strategies. Specific actions are described in each functional annex
and in the respective agency plans and Standard Operating Procedures (SOPs).
This annex provides the following information:
*Alert and Warning/Public Information. This includes how to communicate with the DAFN
population before and during a disaster.
•Evacuation. This includes the transportation and evacuation of members of the DAFN
population to designated shelter areas.
*Care and Shelter. This includes DAFN considerations that are included during disaster shelter
operations.
eSpecialized Resources. This includes tables and information related to the specific needs and
resources for members of the DAFN population and involves coordination with various private,
non-profit and non-governmental organizations.
1.3 Policy
It is the Policy of Ventura County to develop plans and procedures to address all citizens and
visitors to the County, including people with Disabilities, Access and Functional Needs. The County will use
local resources to every extent possible before requesting outside assistance from local, state and federal
partners. The Sheriff's Office of Emergency Services is responsible for planning efforts needed to meet the
needs of the
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EMERGENCY OPERATIONS PLAN-DAFN Annex
Disabilities, Access and Functional Needs population during disaster operations and will take every effort to
ensure all needs are met.
2.0 Authorities and References
Authorities and references for the development and implementation of the support services for the
Disabilities, Access and Functional Needs population, including preparedness, alert and warning,
transportation and evacuation and care and sheltering include:
Federal
•Americans with Disabilities Act (ADA)
•ADA Amendments Act (ADAAA)
•Americans with Disabilities Act Accessibility Guidelines (ADAAG)
•Executive Order 13347 — Individuals with Disabilities in Emergency Preparedness
e Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988
•Post-Katrina Emergency Reform Act
•Federal Communications Commission — Emergency Alert System Rules
•Communications Act of 1934, as amended
•Section 508 of the Rehabilitation Act of 1973
•SARA Title III — 1986 Superfund Amendment and Reauthorization Act
•The Joint Commission on Accreditation of Healthcare Organizations (JCAHO)
•National Incident Management System (NIMS)
•Homeland Security Act of 2002
•Homeland Security Presidential Directive 5
•H.R. 5441 (PL 109-295), Section 689: Individuals with Disabilities
California
•California Emergency Services Act
•State of California Emergency Plan
•Standardized Emergency Management System (SEMS)
•California Government Codes, §§11135, 8588.15 and 8608
•California Health and Safety Codes, §§101025 and 34070-34082
•California Education Code, §32282
•Title 22, California Code of Regulations (CCR), §72551
•Title 22 CCR §87223
•Title 24 CCR, Accessibility Regulations
Ventura County
e Ventura County Emergency Operations Plan
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EMERGENCY OPERATIONS PLAN—DAFN Annex
3.0 Assumptions and Considerations
3.1 Planning Assumptions
The Ventura County Sheriff Office of Emergency Services (OES) is the primary agency responsible for the
inclusion of Disabilities, Access and Functional Needs considerations in the Ventura County Emergency
Operations Plan (EOP) and supporting annexes with the assistance of local community organizations. A
DAFN coordinator will have a seat in the County Emergency Operations Center (FOC) to address DAFN
needs during a disaster operation. The DAFN evacuee population will need additional assistance for alert
and warning, transportation and evacuation, and care and sheltering. Key components highlighted in this
annex will be covered in more extensive detail in the respective functional annexes. Community resources
such as interpreters, health care personnel and housing managers will provide assistance to members of
the access and functional needs community and emergency response personnel who require their
assistance. Local health care organizations will play a major role in DAFN services during a disaster in
coordination with the efforts of the Operational Area. Collaboration and partnerships with functional needs
stakeholders (e.g., community and faith-based organizations and other non-profit organizations) will build
community resource capacity for preparedness, response, recovery and mitigation. Mutual-Aid Agreements
and Memorandums of Understanding (MOA/MOU) with agencies, organizations and neighboring
jurisdictions may provide additional emergency capacity resources. Reasonable efforts will be made by first
responders to keep citizens and their durable medical supplies together but depending on exigent
circumstances, some members of the DAFN community could be evacuated without or separated from the
durable medical supplies and specialized equipment they need (i.e. wheelchairs, walkers, telephones, etc.).
Every reasonable effort should be made by emergency managers and shelter providers to ensure these
durable medical supplies are made available or made accessible to community members.
3.2 People with Disabilities, Access and Functional Needs Planning Considerations
Actions that address people with Disabilities, Access and Functional Needs (DAFN) are defined as those actions,
services, accommodations, and programmatic, architectural, and communication modifications that a covered
entity must undertake or provide to afford individuals with disabilities a full and equal opportunity to use and
enjoy programs, services, activities, goods, facilities, privileges, advantages, and accommodations in the most
integrated setting. These actions are in light of the exigent circumstances of the emergency and the legal
obligation to undertake advance planning and preparations to meet the disability-related needs of individuals
who have disabilities as defined by the Americans with Disabilities Act Amendments Act of 2008, P.L. 110-325,
and those associated with them. Accommodating Disabilities, Access and Functional Needs may include
modifications to programs, policies, procedures, architecture, equipment, services, supplies and
communication methods. Examples of Disabilities, Access and Functional Needs services may include a
reasonable modification of a policy, practice, or procedure of the provision of auxiliary aids and services to
achieve effective communication, including but not limited to:
•An exception for service/companion animals in an emergency shelter where there is a no-pets policy.
•The provision of way-finding assistance to someone who is blind to orient to new surroundings.
•The transferring and provision of toileting assistance to individuals with a mobility disability.
•The provision of an interpreter to someone who is deaf and seeks to fill out paperwork for public benefits.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
3.2.1 Definition of"People with Disabilities, Access and Functional Needs"
A person needing support to maintain independence in daily activities, communication, transportation,
evacuation, supervision or medical care.
3.2.2 Alert and Warning/Public Information
Specialized alert and warning systems are in place to address the DAFN population. OAEOC will take the lead
on DAFN alert and warning, working in coordination with other DAFN supporting agencies, programs and
organizations such as Human Services Agency, Health Care Agency, Area Agency on Aging, Superintendent of
Schools, local community organizations and businesses. Many of the DAFN entities have current client lists
with detailed information regarding needs, locations and contact information. During an emergency, the
OAEOC will be granted access to this information through agency representatives in the OAEOC.
Depending on the situation, numerous forms of alert and warning may be required to reach the entire
population, including those without hearing, eyesight or speak a different language. The types of
important information to deliver to disabilities, access and functional needs populations includes the location
of shelters and food, availability of transportation, and health care locations and availability. Considerations
for these specific populations will be addressed prior to a disaster event and communicated to the
affected populations. Specific information regarding communication with the Disabilities, Access and
Functional Needs population is included in the Public Information Annex of the Ventura County EOP. Alert and
warning methods for the DAFN population include:
•TDD/TDY (for foreign language translation)
•Mental Health (Client list)
•In Home Support Services (IHSS client list)
•Southern California Edison (Listing of Persons with Durable Medical Equipment)
•Superintendent of Schools
3.2.3 Evacuation
Specific transportation services may be needed for the transport and evacuation of the DAFN populations and
their property. Evacuation and transportation methods such as school buses and charter buses may not be
suitable for members of the DAFN population. Additional resources may need to be called in to address those
needs such as paratransit companies. These specialized companies will also be utilized for their extensive
knowledge regarding the location and needs of specific members of the DAFN population within the
County.
3.2.4 Care and Shelter
Shelters should be individually evaluated for DAFN compliance. Human Services Agency and American Red
Cross (ARC), Ventura County Chapter, are responsible for care and shelter functions within the County and
complete required shelter surveys to determine if ADA/DAFN compliant. Not all shelters may be suitable for
DAFN populations. Each shelter will be surveyed prior to use.The specifications of the identified facilities
during an emergency operation will be communicated to the Care and Shelter Branch and DAFN
representative within the OAEOC.
Note:This annex does not include considerations for the medically fragile population.
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EMERGENCY OPERATIONS PLAN-DAFN Annex
3.3 Ventura County Population Considerations
In addition to the various types of DAFN populations, each disability or access and functional need may
require additional steps for alert and warning, evacuation and care and shelter operations. The list
below identifies some disabilities, access and functional need issues along with the corresponding
additional steps that may need to be taken during disaster operations.
Disability and Other Access and Functional Needs Additional Considerations and Steps
In planning for emergencies, all of these individual differences make it important for every household and
each individual to consider what they need in their plans and their supplies. A few examples of
considerations for tailoring your plans and supplies include:
• Households with children should understand the school's plan where the children will stay safe, if
adults in the household need to shelter in other locations, until the immediate hazard is over.
• Individuals who are deaf or hard of hearing should make sure that they can receive emergency alerts
and warnings in an accessible form.
• Individuals who require accessible transportation should work with their local paratransit and
disability service providers to make an emergency plan.
• People who speak languages other than English may need to identify sources of alerts and warnings
and information about community plans in other languages.
• People without vehicles should know local plans for public transportation and may need to
make arrangements for transportation from local government, organizations or others.
• Households with infants should plan for food and supplies for infants and nursing mothers.
• People with dietary needs should have an adequate emergency food supply to meet their needs.
• People who take medications should maintain an adequate supply, and copies of their prescriptions.
• People with service animals should work with local emergency management to ensure that their
service dog will be admitted to shelters with them during emergencies (as required by law) and
should make sure their plan kit supplies include food and other items for their service animal.
• People who require power for medical or other assistive devices should consider how they will maintain the
use of these devices if there is a loss of power. Keep extra batteries for small devices (hearing aids, cell
phones for example) and consider obtaining and learning how to use a generator for home use and carrying
a charger when away from home, especially when loss of power may jeopardize health or safety.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
4.0 Roles and Responsibilities
4.1 Overview
Planning for and providing appropriate services for DAFN populations during disasters is coordinated by
the County, specifically OES during emergency situations. Listed below are the departments, agencies
and community/non-profit organizations that may play a role during a disaster, along with their
respective responsibilities.
4.2 Ventura County
4.2.1 Sheriff Office of Emergency Services (0E5)
The Ventura County Office of Emergency Services (OES) has the lead responsibility in planning for
effectively responding to the DAFN population during a disaster situation. Specific needs for the DAFN
population will be determined during a disaster operation. Specific resources, equipment, personnel
and technical information that will support DAFNs during an emergency will be provided by the DAFN
Unit Coordinator that is part of the Operations Section in the County EOC.
4.2.2 Human Services Agency(HSA)
The Ventura County HSA is responsible for the implementation and maintenance of cost effective
services that safeguard the physical, emotional and social wellbeing of the people of the County. During a
disaster, HSA will assist in ensuring that all emergency services are accessible to the DAFN population.
HSA staff members as a whole may also need to utilize their DOC to support their activities, especially
communications, logistics, and media information provision functions. The Department will utilize its
day-to-day resources to communicate and serve their normal client base (and possibly others as well)
during a disaster operation. Key responsible divisions within HSA include the following:
In-Home Supportive Services (IHSS)
HSA supports the County In-Home Supportive Services (IHSS) program. The program deals with
medically fragile and elderly clients. The IHSS program maintains a database of clients that could
be used by the EOC in the event of an emergency to locate and contact the affected population,
ensuring that all clients are notified of the emergency and evacuated if needed.
Child and Family Services (CFS)
CFS maintains its own response plan to support its staff members. In a disaster, CFS must identify
and locate all children via phone call to foster parents, or by actually visiting if communications
cannot be managed. CFS staff must also identify shelters and evacuation procedures for the children
under State care, and in general, ensure that they are receiving adequate care.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
4.2.3 Health Care Agency (HCA)
HCA plans for County-wide health related disasters with the following:
• Educate people in our communities;
• Conduct disaster drills;
• Plans for Health Care Agency's disaster operations. Works with any organization that
wants to become better prepared for health-related disasters.
Public Health (PH)
Public Health is assigned to provide services for the entire community, and plays a uniquely significant role
during epidemic or pandemic flu response. Public Health also supports the response to mass casualty, mass
decontamination events, and those that require the care of multiple wounded persons.
Behavioral Health (BH)
Behavioral Health, through an array of multidisciplinary staff, provides outpatient services designed to treat
severe symptoms of mental illness and assist individuals and their families in living successfully in the
community. Behavioral Health also provides a range of outpatient treatment services designed to help
individuals coping with a substance use disorder. Behavioral Health maintains client information in various
databases that could be used by the EOC in the event of an emergency to ensure that all clients are located,
notified and evacuated if needed.
Animal Services(AS)
Provides shelter and care for all types of service/companion animals during emergencies and disasters at
shelter locations.
4.2.4 Area Agency on Aging (AAA)
The AAA provides services to people over the age of 60 and adults with disabilities allowing them to live in the
community for as long as they chose to do so. Services include but are not limited to: information and
assistance, options counselling, public benefit enrolment, home delivered meals, congregate meals, family
caregiver services, home maker, chore, personal care, transportation to medical appointments, home share,
fall prevention, health insurance counselling and long term case management. The VCAAA maintains a
database of client information that could be used by the EOC in the event of an emergency to ensure that
vulnerable seniors and adults with disabilities are located notified and evacuated if needed.
4.2.5 Superintendent of Schools (SOS)
The Superintendent of Schools office maintains an emergency telephonic call down to its school districts
throughout the County. In turn, the schools each maintain an automated telephonic call down to the parents.
The call down system provides the County a secondary call-out procedure that supports County-wide alerts.
Each of the schools within the district is required to have their own emergency plans that provide for alerts,
lock-down, evacuations,sheltering in place, and organizing their response actions.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
4.3 Volunteer Organizations Active in Disasters (VOADs)
Volunteer Organizations Active in Disaster(VOADs) serve as a central organization for many
local non-profit organizations that provide services during disaster operations. The Red Cross,
has a seat in the County EOC, to serve as the liaison between Operational Area operations and the
local nonprofit and community groups.
4.3.2 Key Nonprofit/Nongovernmental Organization Partners
The following partners provide significant services before, during and after a disaster.
•Red Cross
•Mission Ventura.
*Family Resource Centers
•211/Family Interface
•Salvation Army
•Variety of neighborhood Religious Organizations
•Lifesigns, Inc. (ASL)
•The ARC
•United Way
•Tri-County GLAD
4.4 For-Profit Entities
The for-profit entities with the largest responsibilities for DAFN include the following:
•Licensed Board and Care facilities
•Hospitals
•Mental health care facilities
•Private schools
•Language Line
•Network Interpreting Service
•Ojai Rexall Drugs Medical Supply Store
•Americare Medical Supply Store
These for-profit facilities are required to have plans in place to support their clients in the
event of a disaster. Such plans include evacuation, sheltering, transportation,and long-term care.
In the event of evacuation of a facility, the for-profit entities must plan to move their clients to like-
facilities, and develop a Memorandums of Understanding (MOU) with this facility before a disaster
occurs. Such entities are encouraged to conduct drills to ensure their readiness, and to coordinate
with the county to ensure a coordinated understanding as to resource provisions in the event of a
disaster.These private for-profit entities are often a key partner in resource provision to other
facilities that suffer from disaster.
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EMERGENCY OPERATIONS PLAN—DAFN Annex
4.5 California State Entities
4.5.1 California Office of Emergency Services
The California Office of Emergency Services (Cal OES) Office for Access and Functional Needs (OAFN) reports
directly to the Agency's Chief of Staff. Their purpose is to identify the needs of people with disabilities and
others with disabilities, access and functional needs before, during and after a disaster. Furthermore, their
purpose is
to integrate disability needs and resources into all aspects of the emergency management system.
[Note that the focus on identifying the community's needs and the community's support network is part of
all County planning efforts. The EOP, and all supporting annexes, integrate care for DAFNs. ]
4.5.2 California Department of Mental Health
The State Department of Mental Health provides training support to local jurisdictions in their preparing for
day-to-day and emergency services for those diagnosed with mental health issues.
4.5.3 California Department of Social Services
The California Department of Social Services licenses the skilled nursing facilities and the board and care
facilities. They have responsibility for ensuring preparedness plan for their facilities are in place as a
stipulation of the licensing.
4.6 Federal Entities
4.6.1 Federal Emergency Management Agency
The Federal Emergency Management Agency (FEMA) is the lead agency for emergency management in the
nation. FEMA will activate the various Emergency Support Functions (ESFs) when the disaster has expanded
beyond the capability of the County and State emergency services. FEMA includes considerations for
populations with disabilities, access and functional needs. FEMA resources can be accessed via requests
from the
State of California, and specifically from an activated Regional EOC. Although planning considerations for
the DAFN populations are comprehensively included throughout all emergency functions;the National
Response Framework specifically mentions "special needs" disaster requirements in the following ESFs:
Transportation
During mass evacuations, consistent with the Mass Evacuation Incident Annex, DHS/FEMA,
provides transport for persons, including individuals with special needs, provided they meet
the following criteria:
-Ventura County Transportation Commission
-Med Link Transit Non-Emergency Medical Transportation
-Simi Valley Transit Department of Community Service
•Evacuees can be accommodated at both embarkation points and at destination general population
Shelters.
•Evacuees can travel on commercial long-haul buses, aircraft or passenger trains, or lift equipped buses.
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•Evacuees do not have medical needs indicating that they should be transported
by Emergency Medical Services.
Mass Care, Emergency Assistance, Housing and Human Services
HSA will support local,tribal, State, and Federal agencies,voluntary agencies and non-governmental
organizations, and HCA in addressing the functional needs of special needs populations, as defined in
the National Response Framework (NRF)Glossary. Functional needs may be present before, during, or
after an incident in one or more areas, including but not limited to:
•Maintaining independence
•Communication
•Transportation
•Supervision
•Medical care
Individuals in need of additional response assistance may include those who have disabilities,
which live in institutional settings, who are elderly, who are from diverse cultures, who have
limited English proficiency or who are non-English speaking,who are children, or who are
transportation disadvantaged.
4.6.2 FEMA Office of Disability Integration and Coordination
The purpose of this FEMA office is to integrate and coordinate emergency preparedness, response and
recovery for children and adults with disabilities and others with disabilities, access and functional needs.
This office supports people pre-disaster, during disaster and during recovery operations.
5.0 Concept of Operations
5.1 Pre-Response/ Initial Actions
The following is a list of items to be completed by the DAFN Unit Coordinator and an assigned
individual before actual disasters occur.These items represent ongoing roles and responsibilities:
•Develop a general understanding of the Ventura County Disabilities, Access and Functional
Needs populations, their distribution throughout the County and their general needs.
•Work with County Communications/Public Information Officer (PIO) to ensure methods used
for alert and warning are accessible to persons with hearing, speech and vision disabilities, as
well as non-English speaking persons.
•Work with the Transportation Unit Coordinator to ensure plans are in place with public and private
providers of accessible transportation to assist, as needed, with the evacuation of persons with
disabilities, access and functional needs, including identification of a mechanism to track equipment
when life safety requires separation of the equipment from the owner during evacuation.
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•Assist the PIO to develop preparedness and pre-scripted emergency messages and
associated communication methods that are appropriate for all elements of the access and
functional needs community.
•In conjunction with the Care and Shelter Coordinator and the Red Cross, review existing
potential shelter sites regarding compliance with ADA requirements, (access, signage, etc.).
•Identify shelters that have access to electricity, or emergency generators for people with disabilities
who may need such support for battery-powered wheelchairs, respirators, light computers, and other
such electronic assistance devices.
•Identify sources for support resources such as durable medical equipment (i.e., wheelchairs,
walkers, and canes), personal hygiene supplies, skilled staff(such as translators, persons who can
assist with activities of daily living, etc.).
•Ensure policies and procedures have been developed for the assessment of need and approval
for replacement of medication and durable medical equipment (including equipment repair).
•Ensure language has been incorporated or changed in policy and procedure revisions that allows
for service/companion animals in shelters.
5.2 DAFN Coordination
The DAFN Coordinator is the leader for the DAFN in the Care and Shelter Branch of the Operations Section
in the County EOC. Since DAFN considerations are included in so many aspects of an emergency response,
the DAFN Coordinator will be working in coordination with many of the County EOC representatives. The
DAFN Coordinator is responsible for ensuring that DAFN are planned for and have the same services
available to them as the rest of the community. Coordination will take place on a variety of levels including,
but not limited to:
*Health Care Agency-Work to address the needs of DAFN in all aspects of the emergency response.
"Public Health-Work to address the needs of DAFN throughout emergency operations, especially
those involving public health threats.
'Public Information Officer-Work to provide approved messages that are accessible to all sectors within
the DAFN population, including the deaf, blind and those who require messages in a different language.
*Mass Care and Shelter- Work to accommodate DAFN in the shelter locations, ensuring that medical
and health services are available, including access to medications, medical supplies, counseling,
translation services, etc.
'Behavioral Health -To identify and address the needs of those with specific mental health issues;
by definition, this is an Disabilities, Access and Functional Needs population.
'Animal Services-Work to address the needs of service dogs that are serving evacuees of the
DAFN population. (Service animals are allowed in approved shelters and will be accommodated
for through coordination with the Care and Shelter Unit.)
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•Logistics Section - Transportation Work to address the access and transportation needs of DAFN, including
the use of paratransit companies, vehicles and equipment. The Transportation Coordinator and the DAFN
Coordinator will work closely together during evacuation operations.
*Logistics Section-Procurement Work to coordinate the procurement and purchasing of DAFN equipment and
supplies. A large portion of efforts will be focused around transportation and care and shelter operations.
•Volunteer/Service Representatives-Work with volunteer representatives and their respective
organizations to address the needs of DAFN. Specific tasks for the DAFN Unit Coordinator are included in the
DAFN Unit Coordinator checklist which is included as an attachment to this annex.
5.3 Post-Response Actions
Post-response actions will include initial damage assessment, continuation of public services for the
disabilities, access and functional needs population. Many of the services will need to be provided in the
response phase, as well as the recovery phase. Entities that were needed to provide services to meet the
immediate disaster needs will implement their respective continuity plans to continue services following the
initial response.
5.4 TRAINING
One objective of the OES is to train and educate County department emergency management staff on
issues pertaining to the populations with disabilities, access and functional needs.
Disabilities, Access and Functional Needs Annex Training
Key personnel will be trained on the proper use of this Annex and its components. Moreover, to
ensure the Annex is fully effective and functional, it will be reviewed and revised as necessary to meet
changing conditions.
Shelter Training
The County collaborates with the American Red Cross (ARC) to provide select County employees
with training in shelter operations. This covers instruction on how to manage and operate
shelters during emergencies. ARC has been working towards developing shelter training that
is inclusive of people with disabilities and other access and functional needs.
Local Jurisdictions
Local jurisdictions are encouraged to develop a comprehensive training program based upon their
own training needs assessment that includes populations with disabilities, access and functional needs.
This may include training such as:
• Development of an "Disabilities, Access and Functional Needs Response Training Program" for first
responders and emergency managers that reviews specific emergency issues and experience
regarding populations with disabilities,access and functional needs;
• Training on emergency management structure and plans for agencies and community organizations
that serve people with disabilities, access and functional needs, as well as individuals with disabilities,
access and functional needs and their caregivers/families;
• Emergency preparedness training and information that is inclusive of emergency related issues of
populations with disabilities, access and functional needs. Volunteer training that is open to people
with disabilities, access and functional needs such as CERT;
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• Offering FEMA's G197 Course, Emergency Planning and Special Needs Populations, through
the State Training Office.
Drills and Exercises
Both emergency response personnel and members of the community can benefit from developing and
implementing a comprehensive exercise program to test emergency plans. Offerings may consist of
workshops, tabletops,and functional exercises that test the effectiveness of the various components of
such plans, which focus on the coordination of response and recovery efforts of agencies in assisting
disabilities, access and functional needs populations.
The County will make every reasonable effort to include populations with disabilities, access and functional
needs and the organizations that serve these populations in drills and exercises—from development and
participation to post-exercise evaluation, debriefing and after action reports.
The County encourages local jurisdictions to include populations with disabilities, access and functional
needs in drills and exercises. Further, local jurisdictions are encouraged to test components of plans that
specifically deal with emergency related issues of populations with disabilities, access and functional needs.
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Appendix A: Acronyms
AAA—Area Agency on Aging
ADA—Americans with Disabilities Act
ADAAA—Americans with Disabilities Amendments Act
ADAAG —Americans with Disabilities Act Accessibility Guidelines
APS —Adult Protective Services
ARC—American Red Cross
Cal OES—California Office of Emergency Services
CBO—Community Based Organizations
CFS—Child and Family Services
DHSS— Department of Health and Social Services
DOC— Department Operations Center
EOC— Emergency Operations Center
EOP—Emergency Operations Plan
ESF—Emergency Support Functions
FAST- Functional Assessment and Support Teams
FBO— Faith Based Organizations
FEMA—Federal Emergency Management Agency
IHSS—In-Home Supportive Services (DHSS)
MOA—Memorandums of Agreement
MOU —Memorandums of Understanding
NIMS—National Incident Management System
NRF—National Response Framework
OAFN —Office of Access and Functional Needs (Cal OES)
OAEOC—Operational Area Emergency Operations Center
OES—Office of Emergency Services (Ventura County Sheriff)
DAFN — People with Disabilities, Access and Functional Needs
PIO— Public Information Officer
SEMS—Standardized Emergency Management System
SOP—Standard Operating Procedures
TDD/TDY-Telecommunication Device for the Deaf
VOAD—Voluntary Organizations Active in Disasters
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Appendix B: DAFN Populations
The County can best serve People with Disabilities, Access and Functional Needs when the key entities that
support DAFN are identified and involved in planning and response activities. During a disaster event, the
list below provides a very broad list of populations to consider during emergency operations, including
some that may, or may not, need additional assistance.
Children
Children receiving County support CWS School Aged
Children. CWS, SOS; individual schools.
Low-Income
Non-English Speakers Translation services; various others Daily/Regular Use Homeless
Services Mission Ventura, Salvation Army, Food Stamp Recipients HSA —CalFresh List.
Elderly
House-Bound, Elderly or Disabled, Assisted Living Centers, Board and Care Facilities - IHSS maintains
list of credentialed facilities, Skilled Nursing Facilities. IHSS maintains list of credentialed facilities
Elderly (with no specific problems/issues).
HSA, Various community groups and programs.
Disabled
Functional Disability (blind, deaf, disabled) Various community support groups and
programs House-Bound, Elderly or Disabled DHSS— In home supportive services.
Hospitals Facilities located in County, Mentally Ill, IHSS and BH.
No Motor Vehicle Ownership
People without motor vehicles (with no disability or other issue)
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Attachment 1: Position Guide— DAFN Coordinator
Responsibilities
•Supervise the DAFN functions in the Care and Shelter Branch of the OAEOC.
•Determine the scope of the incident and the impact on DAFN populations.
•Determine which DAFN populations are impacted.
•Assist in mobilizing resources and personnel in support of requests from Operations.
•Ensure that staff members assigned to address DAFN needs have adequate support.
Activation
1. Respond immediately to the OAEOC, identify yourself and locate your functional work
area. Determine OAEOC operational status.
2. Obtain briefing from available sources.
3. Establish and maintain an Events Log that chronologically describes your actions
taken during your shift.
Operational Phase
1. Work closely with all Operations Section Branch Coordinators to determine the scope
of DAFN resources and response needs.
2. Coordinate with the Medical and Public Health Coordinators to determine missions
based on established priorities.
3. Monitor and assist with message development/translation, as needed, alert and warning
messages to ensure they are reaching all elements of the disabilities, access and
functional needs population.
4. Monitor the progress of evacuation planning/operations to assure that persons with
Disabilities, access and functional needs are being accommodated.
5. Coordinate with the Care and Shelter Coordinator and the Public Information Officer
to provide regularly updated information on the location of shelters suitable for DAFN
populations.
6. Request trained and qualified staff to work with non-English speaking and who are
sensitive to diversity and culturally diverse groups, when needed.
7. As requested, assist Logistics staff with responding to requests for acquiring equipment,
supplies, and trained personnel to support persons with disabilities, access and functional
needs.
Demobilization Phase
1. Monitor activities associated with the lifting of evacuation orders to assure the needs
(such as returning transportation) of those with disabilities, access and functional needs are being
addressed.
2. Monitor post-incident public messages to assure that information regarding recovery
programs is provided in various languages and through other methods that reach all
impacted disabilities, access and functional needs populations.
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3. Assist the Recovery Coordinator with identifying accessible locations for
Local Assistance Centers or Disaster Assistance Centers, if implemented.
4. Deactivate your assigned position and close out logs when authorized by the
EOC Director.
5. Complete all required forms, reports, and other documentation. All forms should be
submitted through your supervisor to the Planning Section, as appropriate, prior to
your departure.
6. Provide input to the After Action/Corrective Action report.
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Attachment 2: — DAFN Planning Group
Generally, disabilities, access and functional needs planning groups include people from public or private
agencies representing the spectrum of issues for the stakeholder group. The planning group is established
and coordinated by OES to work as advisors to OES in the entire planning process to be sure disabilities,
access and functional needs issues are integrated in emergency plans, procedures, and policies.
In the best-case scenario, at very least HSA and HCA are active members of the group.This participation
suggests strong local support and promotes good communication, coordination, and a greater ability to
effectively ensure inclusive emergency plans. Equally important is to include a diverse group of stakeholders
include agencies, non-profits, faith based organizations, individuals, and others from the community who
serve as subject matter experts in regards to varying disabilities, access and functional needs and the interplay
of these issues during emergencies.
The following checklist provides only a starting point for creating and maintaining a Disabilities, Access
and Functional Needs Planning Group. The key is to ensure that the group is diverse and that it is an
integral partner in all aspects of emergency preparedness, response, recovery, and mitigation. This
group must convene regularly, have meaningful assignments, and produce measured outcomes.
• Create a small planning group with others who support a Disabilities, Access and Functional Needs
Planning Group. Important issues to begin discussing with the planning group include:
1. Is there already an existing group in the community that is doing this type of planning?
2. What is the level of support from the local emergency management agency and health department
and how can they be brought to the table to participate in the planning group?
3. Who should be invited to participate in this planning group? Who are the stakeholders in the
community (consider government, private organizations,faith-based, etc.)?
4. What/where/when is the best time to hold a first meeting? What will be the agenda?
5. Which agency will take responsibility for leadership and coordination?
6. How often will the group meet as a whole and will there be structure for work to be completed
between meetings?
• Invite a diverse group of stakeholders to participate in the group. This may include, but is not limited
to the following types of groups:
> State, Territorial, Tribal or Local emergency management agencies;
> Citizen Corps Councils and Program Partners (Community Emergency
> Response Teams (CERT), Medical Reserve Corps (MRC), Fire Corps,
> Volunteers in Police Service (VIPS) and Neighborhood Watch).
> Local Emergency Planning Committees (LEPCs).
> Local first responders (i.e., police, fire, EMT).
> Metropolitan Medical Response System (MMRS),
> Local government and nongovernment disability agencies.
> Developmental disabilities networks and service providers.
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> Protection and advocacy agencies.
> Departments of aging and social services.
> Hospitals and hospices.
> Culturally or language-based community groups.
> VOADs such as the American Red Cross and the Salvation Army.
> Health departments (State, Territorial, Tribal, and local as appropriate).
> Departments of education.
> Health and human services agencies (including child welfare).
> 2-1-1 Human Services Information and Referral Services
> HUD or other rent-subsidized multi-family complexes.
> HUD or otherwise subsidized non-licensed supervised living facilities.
> Nursing homes.
> Media
> Home healthcare organizations.
> Medical service and equipment providers (including durable medical equipment providers).
> Pharmaceutical providers.
> Agencies on alcohol and drug addiction.
> Job and family service agencies.
> Vocational rehabilitation agencies.
> Independent living centers.
> Behavioral health and mental health agencies.
> Commissions on the deaf and hard of hearing and the blind and visually impaired.
> Governor's committees on individuals with special needs and/or disabilities (as applicable).
> Translation and interpretation service agencies.
> Transportation service providers (including those with accessible vehicles).
> Utility providers.
> Colleges and universities.
> Faith-based organizations.
> Schools.
> Childcare facilities (both center-based and home-based).
> Veterinary resources.
> Individuals with disabilities, access and functional needs
• Establish priorities of the group that are consistent with and informed of other emergency planning
activities taking place within the jurisdiction. There are likely many issues for the group to address, so it
is important to set practical and realistic goals. Approach the planning as a "step-by-step" process,
identifying priority issues to begin working on and then building off of that as you go along as a group.
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