HAYWOOD COUNTY

 What if the building could not be used due to water or fire damage?  How about the possibility of all your employees having the flu during the same two weeks?  How could you transmit pertinent data to and from other sources without the internet or phone lines?  Can you operate without water or power? These are just a few questions that should be answered by the end of our COOP process! What if your department/agency/office was not able to perform essential functions?

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

 Meeting weekly since August 2009:  Established Goal and Objectives.  Created an implementation time-line.  Completed COOP training  Prioritized Essential Functions.  Hazard & Vulnerability Assessment Tool

 Develop a COOP plan capable of immediate implementation with or without warning, during duty and non-duty hours during any natural, man-made, technological or governmental security incident.  Provide full operational COOP capability of essential functions not later than 12 hours after activation.  Agencies/offices/departments must develop COOP operating procedures and resources necessary to sustain operations for up to 30 days upon activation.  The COOP must include procedures for regularly scheduled training of response staff, exercising of procedures and tested periodically to ensure efficient operations.  The plan must include the elements of:  CHECKLIST: ◦ Essential functions ◦ Delegations of authority ◦ Alternate facilities ◦ Interoperable communications ◦ Vital records and databases ◦ Human capital management ◦ Tests, training and exercises ◦ Devolution ◦ Reconstitution Develop and implement a Continuity of Operations Plan for Haywood County government by February 1, 2010.

 COOP Planning Process began- ◦ August 3, 2009  Task Force finalizes templates/forms for agency/office/departments to complete. ◦ October 6, 2009  Agency/office/department heads are trained and have returned templates / forms to the task force completed. ◦ December 1, 2009  All data input into database and COOP plan is ready for County Manager and BOCC approval. ◦ February 1, 2010

 COOP Awareness Level Course (IS-546A)  Recommendation: ◦ All agency/office/department heads complete the awareness course. ◦ ◦ This course should take approximately minutes to complete.

 Every agency/office/department has essential functions. But, during a crisis we must prioritize our functions and only expect to continue those with the highest priority.  We need your input to refine the list of these priorities.  The next slide shows our concept of prioritized functions, please if you would like to amend those priorities for your office.

External:  Emergency Medical Services ◦ Maintain 6 Ambulance Shifts ◦ Standby 7 th Ambulance  Law Enforcement ◦ Maintain Civil Order ◦ Security for Specific Facilities ◦ Maintain Jail Processes & Functions  911 / Communications  Public Information ◦ Liaison with Public ◦ Liaison with Media ◦ Coordinate & Update Call-In Message ◦ Coordinate & Update Reverse 911  Health ◦ Communicable Disease ◦ Vaccinations / Immunization ◦ Environmental Health  Social Services ◦ Child / Adult Protective Services ◦ Medicaid Assistance ◦ Food Stamps ◦ Other Essential Services  Register of Deeds (Race to Record State)  Solid Waste  Animal Control  Economic Development ◦ Liaison with Business / Industry ◦ Business / Industry Support  Building / Fire Inspections Internal:  Board of County Commissioners ◦ Guidance & Authority to perform Mission Critical Functions  Special Called Meetings  Authority Delegated to Chairman / Vice Chairman  Press Releases / Briefings ◦ Implement Emergency Funding Protocols  Administration ◦ Guidance & Authority to perform Mission Critical Functions  Emergency Management  Finance ◦ Emergency Purchase Orders ◦ Deposit / Transfer – As Needed ◦ Disperse Necessary Forms ◦ Funding Available  Payroll  Purchase Orders  Essential Regular Bills – Fuel, Power, Water, Etc.  Human Resources ◦ Record Time  Kronos  Paper (hardcopy) ◦ Process Payroll Records (work with Finance) ◦ Disperse Necessary Forms ◦ On the spot hiring process  Tax Collections – Single Largest Local Revenue Source  Facilities & Maintenance  Fleet Maintenance  Information Technology / Communications ◦ Maintain Primary & Secondary Ports for Voice / Data ◦ Support I. T. needs for maintaining Mission Critical Functions   Identify Alternative Facilities  Inside / Outside of Haywood County  Risk Management / Assessment Model  Tele-work  Back-up Date Essential Functions During a COOP Event

 In order for each of us to know how to prepare, plan and respond to a disaster or crisis, we must know our specific hazards and vulnerabilities!  The following slides show the spreadsheet that each agency/office/department head must complete in order to know their hazards. Please contact any member of the COOP task force for additional guidance, as needed.  Instructions are provided under the first tab on the spreadsheet.  Once completed, the information will be rolled into a larger tool that will provide our overall hazards and vulnerabilities.

Hazard and Vulnerability Analysis This document is a sample Hazard Vulnerability Analysis tool. It is not aIssues to consider for preparedness include, but are not limited to: substitute for a comprehensive emergency preparedness program. Individuals or1Status of current plans organizations using this tool are solely responsible for any hazard assessment and2Frequency of drills compliance with applicable laws and regulations.3Training status 4Insurance INSTRUCTIONS:5Availability of alternate sources for critical supplies/services Evaluate potential for event and response among the following categories using the hazard specific scale. Assume each event incident occurs at the worstIssues to consider for internal resources include, but are not limited to: possible time.1Types of supplies on hand/will they meet need? 2Volume of supplies on hand/will they meet need? Please note specific score criteria on each work sheet to ensure accurate recording.3Staff availability 4Coordination with agencies Issues to consider for probability include, but are not limited to:5Availability of back-up systems 1Known risk6Internal resources ability to withstand disasters/survivability 2Historical data 3Manufacturer/vendor statisticsIssues to consider for external resources include, but are not limited to: 1Types of agreements with community agencies/drills? Issues to consider for response include, but are not limited to:2Coordination with local and state agencies 1Time to marshal an on-scene response3Coordination with proximal counties 2Scope of response capability4Coordination with the private sector 3Historical evaluation of response success5Community resources Issues to consider for human impact include, but are not limited to:Complete all worksheets including Natural, Technological, Human and Hazmat. 1Potential for staff death or injuryThe summary section will automatically provide your specific and overall relative threat. 2Potential for patient death or injury Issues to consider for property impact include, but are not limited to: 1Cost to replace 2Cost to set up temporary replacement 3Cost to repair 4Time to recover Issues to consider for business impact include, but are not limited to: 1Business interruption 2Employees unable to report to work 3Customers unable to reach facility 4Company in violation of contractual agreements 5Imposition of fines and penalties or legal costs 6Interruption of critical supplies 7Interruption of product distribution 8Reputation and public image 9Financial impact/burden

HAZARD AND VULNERABILITY ASSESSMENT TOOL NATURALLY OCCURRING EVENTS SEVERITY = (MAGNITUDE - MITIGATION) EVENT PROBABILITY HUMAN IMPACT PROPERTY IMPACT BUSINESS IMPACT PREPARED- NESS INTERNAL RESPONSE EXTERNAL RESPONSE RISK Likelihood this will occur Possibility of death or injury Physical losses and damages Interruption of services Preplanning Time, effectiveness, resources Community/ Mutual Aid staff and supplies Relative threat* SCORE 0 = N/A 1 = Low 2 = Moderate 3 = High 0 = N/A 1 = High 2 = Moderate 3 = Low or none % Hurricane 0% Tornado 0% Severe Thunderstorm 0% Snow Fall 0% Blizzard 0% Ice Storm 0% Earthquake 0% Tidal Wave 0% Temperature Extremes 0% Drought 0% Flood, External 0% Wild Fire 0% Landslide 0% Dam Inundation Volcano 0% Epidemic 0% AVERAGE SCORE0.00 0% *Threat increases with percentage. 0 RISK = PROBABILITY * SEVERITY

HAZARD AND VULNERABILITY ASSESSMENT TOOL TECHNOLOGIC EVENTS SEVERITY = (MAGNITUDE - MITIGATION) EVENT PROBABILITY HUMAN IMPACT PROPERTY IMPACT BUSINESS IMPACT PREPARED- NESS INTERNAL RESPONSE EXTERNAL RESPONSE RISK Likelihood this will occur Possibility of death or injury Physical losses and damages Interruption of services Preplanning Time, effectiveness, resources Community/ Mutual Aid staff and supplies Relative threat* SCORE 0 = N/A 1 = Low 2 = Moderate 3 = High 0 = N/A 1 = High 2 = Moderate 3 = Low or none % Electrical Failure 0% Generator Failure 0% Transportation Failure 0% Fuel Shortage 0% Natural Gas Failure 0% Water Failure 0% Sewer Failure 0% Steam Failure 0% Fire Alarm Failure 0% Communications Failure 0% Medical Gas Failure 0% Medical Vacuum Failure 0% HVAC Failure 0% Information Systems Failure 0% Fire, Internal 0% Flood, Internal 0% Hazmat Exposure, Internal 0% Supply Shortage 0% Structural Damage 0% AVERAGE SCORE0.00 0% *Threat increases with percentage. 0 RISK = PROBABILITY * SEVERITY

HAZARD AND VULNERABILITY ASSESSMENT TOOL HUMAN RELATED EVENTS SEVERITY = (MAGNITUDE - MITIGATION) EVENT PROBABILITY HUMAN IMPACT PROPERTY IMPACT BUSINESS IMPACT PREPARED- NESS INTERNAL RESPONSE EXTERNAL RESPONSE RISK Likelihood this will occur Possibility of death or injury Physical losses and damages Interruption of services Preplanning Time, effectiveness, resources Community/ Mutual Aid staff and supplies Relative threat* SCORE 0 = N/A 1 = Low 2 = Moderate 3 = High 0 = N/A 1 = High 2 = Moderate 3 = Low or none % Mass Casualty Incident (trauma) 0% Mass Casualty Incident (medical/infectious) 0% Terrorism, Biological 0% VIP Situation 0% Infant Abduction 0% Hostage Situation 0% Civil Disturbance 0% Labor Action 0% Forensic Admission 0% Bomb Threat 0% AVERAGE0.00 0% *Threat increases with percentage. 0 RISK = PROBABILITY * SEVERITY

HAZARD AND VULNERABILITY ASSESSMENT TOOL EVENTS INVOLVING HAZARDOUS MATERIALS SEVERITY = (MAGNITUDE - MITIGATION) EVENT PROBABILITY HUMAN IMPACT PROPERTY IMPACT BUSINESS IMPACT PREPARED- NESS INTERNAL RESPONSE EXTERNAL RESPONSE RISK Likelihood this will occur Possibility of death or injury Physical losses and damages Interruption of services Preplanning Time, effectiveness, resources Community/ Mutual Aid staff and supplies Relative threat* SCORE 0 = N/A 1 = Low 2 = Moderate 3 = High 0 = N/A 1 = High 2 = Moderate 3 = Low or none % Mass Casualty Hazmat Incident (From historic events at your MC with >= 5 victims) 0% Small Casualty Hazmat Incident (From historic events at your MC with < 5 victims) 0% Chemical Exposure, External 0% Small-Medium Sized Internal Spill 0% Large Internal Spill 0% Terrorism, Chemical 0% Radiologic Exposure, Internal 0% Radiologic Exposure, External 0% Terrorism, Radiologic 0% AVERAGE0.00 0% *Threat increases with percentage. 0 RISK = PROBABILITY * SEVERITY

4 steps to be completed by December 1, 2009: Step 1- You have just completed! Step 2- Take the on-line FEMA course:  Step 3- Complete the Hazard/Vulnerability Assessment Tool.  Return to Step 4- Complete the checklist with supporting information to be included into the COOP. for questions about the They will be posted under the FAQ tab on the intranet.

 Kristy Wood  Dale Burris  Marty Stamey  Julie Davis  Susan Layton  David Cotton  Greg Shuping  Bill Miller