Text Only File TABLE OF CONTENTS I. RECOVERY OPERATIONS INTRODUCTION SHORT-TERM RECOVERY LONG-TERM RECOVERY RECOVERY OPERATIONS ORGANIZATION RECOVERY OPERATIONS RESPONSIBILITIES RECOVERY DAMAGE/SAFETY ASSESSMENT PRELIMINARY DAMAGE ASSESSMENT DOCUMENTATION AND THE PDA CONDUCTING THE PDA AFTER-ACTION REPORTING II. DISASTER ASSISTANCE PROGRAM INTRODUCTION PUBLIC ASSISTANCE PROGRAM RESPONSIBILITIES INDIVIDUAL ASSISTANCE PROGRAM RESPONSIBILITIES HAZARD MITIGATION GRANT PROGRAM RESPONSIBILITIES III. LOCAL ASSISTANCE CENTERS (LAC) INTRODUCTION LAC ACTIVATION PROCEDURE LOCATION AND COORDINATION OF THE LAC LAC ACTIVATION NOTIFICATON OF LAC PARTICIPANTS STAFF LAC FLOOR LAYOUT SECURITY AND JANITORIAL SERVICES ATTACHMENT 1 – LAC SET UP MATERIALS ATTACHMENT 2 – LAC DAILY FORMS IV. DISASTER TRANSITIONAL HOUSING INTRODUCTION POPULATION AND DEMOGRAPHICS POST DISASTER HOUSING PROGRAM ROLE OF LOCAL GOVERNMENT IN TRANSITIONAL HOUSING ROLE OF LOCAL GOVERNMENT IN EXPEDITING REPAIRS ATTACHMENTS REFERENCES I. RECOVERY OPERATIONS INTRODUCTION The City of Santa Rosa, the cities in the Sonoma Operational Area, and the special districts serving the Operational Area will be involved in recovery operations. In the aftermath of a disaster, many citizens will have specific needs that must be met before they can pick up the thread of their pre-disaster lives. Typically, there will be a need for the following services: • assessment of the extent and severity of damages to homes and other property; • restoration of services generally available in communities - water, food, and medical assistance; • repair of damaged homes and property; • professional counseling when the sudden changes resulting from the emergency have resulted in mental anguish and inability to cope. Local governments can help individuals and families recover by ensuring that these services are available and by seeking additional resources if the community needs them. Recovery occurs in two phases: short-term and long-term. Short-term recovery operations will begin during the response phase of the emergency. The major objectives of short-term recovery operations include rapid debris removal and cleanup, and orderly and coordinated restoration of essential services (electricity, water, and sanitary systems). Short-term recovery operations will include all the agencies participating in the Operational Area. The major objectives of long-term recovery operations include: • coordinated delivery of social and health services; • improved land use planning; • re-establishing the local economy to pre-disaster levels; • recovery of disaster response costs; and • effective integration of mitigation strategies into recovery planning and operations. Jurisdictions of the Operational Area will handle the long-term recovery activities on their own. Public information during the recovery process will be handled independently by each agency or jurisdiction. However, information will be coordinated among the agencies and jurisdictions. SHORT-TERM RECOVERY The goal of short-term recovery is to restore local government to a minimal capacity. Short-term recovery includes : • utility restoration; • expanded social, medical, and mental health services; • re-establishment of City of Santa Rosa government operations; • transportation routes; • debris removal; • cleanup operations; • abatement and demolition of hazardous structures. Each jurisdiction will coordinate its efforts to restore utility systems and services during recovery operations. Medical services may need to operate from temporary facilities as necessary. The County Health Department will coordinate and conduct Critical Incident Stress Debriefings for emergency response personnel and victims of the disaster event. The City will ensure that debris removal and cleanup operations are expedited. On the basis of the building department’s assessments, non-repairable structures that pose a public safety concern will be demolished. The third section of this document will deal with Federal registration centers, known as a Disaster Registration Center (DRC) and the locally established Local Assistance Center (LAC). For Federally declared disasters, tele-registration centers may be established by the Federal Emergency Management Agency (FEMA) to assist disaster victims and businesses in applying for grants, loans, and other benefits. In coordination with the American Red Cross, the County and other jurisdictions will provide sheltering for disaster victims until housing can be arranged. Prior to and in conjunction with FEMA, the City of Santa Rosa will establish Local Assistance Center(s) to assist its residents. In these centers known as LACs, the immediate needs of the residents are met by a combination of community based organizations, city departments and representatives of county departments, State and Federal agencies. The establishment and functions of the LAC are covered in Section III of this document. The fourth and final section, deals with short term shelter operations and the transition to transitional and permanent housing of residents displaced by a major disaster. LONG-TERM RECOVERY The goal of long-term recovery is to restore facilities to pre-disaster condition. Long-term recovery includes hazard mitigation activities, restoration or reconstruction of public facilities, and disaster response cost recovery. Each affected jurisdiction will be responsible for their own approach to mitigation, which could include zoning variances, building codes changes, plan reviews, seismic safety elements, and other land use planning techniques. With public safety a primary concern, rapid recovery may require adjustments to policies and procedures to streamline the recovery process. Hazard mitigation actions will need to be coordinated and employed in all activities by all jurisdictions in order to ensure a maximum reduction of vulnerability to future disasters. The County, Operational Area jurisdictions, and special districts will strive to restore essential facilities to their pre-disaster condition by retrofitting, repairing or reconstructing them during long-term recovery operations. Recovery programs will also be sought for individual citizens and private businesses. The City and County's redevelopment agencies will play a vital role in rebuilding commercial areas of the City of Santa Rosa. RECOVERY OPERATIONS ORGANIZATION For the City of Santa Rosa, recovery operations will be managed and directed by the City Manager’s Staff. On a regularly scheduled basis, the staff will convene meetings with department directors, key individuals, and representatives from affected jurisdictions and special districts. These meetings will be held to make policy decisions collectively. They will also be used to obtain and disseminate information regarding completed and ongoing recovery operations. The City of Santa Rosa Emergency Services Coordinator, or the person appointed by the City Manager to fill this position, will assist the City Manager in facilitating and leading the recovery process. City of Santa Rosa departments will also be represented and responsible for certain functions throughout the recovery process. A recovery operations organizational chart follows. Note: No structure is provided beneath the general staff section chief positions. The lists of items under each section are the functions they are responsible for. It is up to the assigned section chief in coordination with the City Manager to develop their structure to meet their assigned functions based on the size and scope of the disaster and the recovery process RECOVERY OPERATIONS RESPONSIBILITIES The City, in cooperation with the County Operational Area jurisdictions, and special districts have specific responsibilities in recovering from a disaster. The chart listed below depicts the functional responsibilities assigned to city departments and/or key personnel. Function Departments/Agencies Political process management; interdepartmental City Manager’s Office coordination; policy development; decision making Special District Management and public information. Land use and zoning variance; permits and controls Planning Department for new development; revision of building regulations Redevelopment Agency and codes; code enforcement; plan review; and building and safety inspections. Restoration of medical facilities and associated services; County Health Department mental health services; and environmental reviews. Debris removal; demolition; construction; management of Public Works Department and liaison with construction contractors; and restoration of Utility Special Districts utility services. Housing programs; assistance programs for the needy; City Manager’s staff, ADA Coordinator oversight of care facility property management; County Agency Representatives low income and special housing needs. American Red Cross Public finance; budgeting; contracting; accounting Finance Department and claims processing; taxation; and insurance settlements. City Attorney Special District Accounting Offices Redevelopment of existing areas; planning of new City Redevelopment Agencies redevelopment projects; and financing new projects. Applications for disaster financial assistance; liaison Office of Emergency Services with assistance providers; onsite recovery support; and City manager’s Staff disaster financial assistance project management. Special District Accounting Offices Advise on emergency authorities, actions, and associated District Attorney's Office liabilities; preparation of legal opinions; and preparation of City Attorney new ordinances and resolutions. Government operations and communications; space City Administrative Services acquisition; supplies and equipment; vehicles; personnel; Public works and related support. RECOVERY DAMAGE/SAFETY ASSESSMENT The recovery damage/safety assessment is the basis for determining the type and amount of State and/or Federal financial assistance necessary for recovery. Under the Sonoma Operational Area Emergency Operations Center's Standard Operating Procedures, an Initial Damage Estimate is developed, during the emergency response phase, to support a request for a gubernatorial proclamation and for the State to request a Presidential Declaration. During the recovery phase, this assessment is refined to a more detailed level. This detailed damage/safety assessment will be needed to apply for the various disaster financial assistance programs. A list of mitigation priorities will need to be developed by the jurisdictions’ departments. For the City, the detailed damage/safety assessment will be completed by the City of Santa Rosa Public Works Department in coordination with the County Office of Emergency Services and other applicable County Departments. The Public Works Departments of each jurisdiction will complete the detailed damage assessment. The administrative and operational division of special districts will, in most cases, complete the detailed damage assessment. Preliminary Damage Assessment (PDA), is conducted jointly by the California Emergency Management Agency and the Federal Emergency Management Agency. If the damage is restricted to the City of Santa Rosa, the State and Federal recovery team will conduct a PDA within the City of Santa Rosa. In either case it is essential that despite the ongoing response activities each jurisdiction is prepared for the PDA. The PDA is the official determination by the State and Federal Government as to the scope of the disaster and the eligibility of the local governments for State and Federal Recovery Programs. PRELIMINARY DAMAGE ASSESSMENT DOCUMENTATION AND THE PDA GROUP Documentation is the key to recovering eligible emergency response and recovery costs. Damage assessment documentation will be critical in establishing the basis for eligibility of disaster assistance programs. The most effective way to gather this is to establish a PDA group working for the Plans Section who will gather and organize the data, prepare briefing materials, conduct the briefing and assist the State and Federal PDA group with the conduct of the PDA. If a PDA is prepared effectively, the State and Federal Officials will need only to certify the local government findings. This greatly increases the opportunity for comprehensive State proclamations and Federal declarations of major disaster, which opens the door to the public, individual, business and hazard mitigation recovery funding programs. Under the California Natural Disaster Assistance Act (CDAA), documentation is required for damage sustained to the following: • public buildings • levees • flood control works • irrigation works • county roads • city streets • bridges • other public works Under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, documentation must be obtained for the Public Assistance Provisions regarding damages sustained to: • roads • water control facilities • public buildings and related equipment • public utilities • facilities under construction • recreational and park facilities • educational institutions • certain private non-profit facilities Debris removal and emergency response costs incurred by the affected entities should also be documented for cost recovery purposes under the Federal programs. It will be the responsibility of the County jurisdictions, and special districts to collect documentation of these damages and submit them to the Recovery Manager for their jurisdiction. Special districts not within a city should submit documentation to the County Recovery Manager. The documentation information should include the location and extent of damage, and estimates of costs for: debris removal, emergency work, and repairing or replacing damaged facilities to a non-vulnerable and mitigated condition. The cost of compliance with building codes for new construction, repair, and restoration will also be documented. The cost of improving facilities may be provided under Federal mitigation programs. Documentation is key to recovering expenditures related to emergency response and recovery operations. For each jurisdiction and special district, documentation must begin at the field response level and continue throughout the operation of their Emergency Operations Center as the disaster unfolds. In order to qualify for a declaration that includes the Federal Individual Assistance Programs the City must be able to demonstrate an impact on its residents beyond their ability to recover on their own. This requires the rapid assessment of damage to the business, commercial and industrial sectors as well as documenting the extent of uninsured residential losses. In order to successfully document these damages and losses, the City should gather data and document: • the general nature of the damages • total estimated private business and individual losses • summary of business damages • locations of business damages • summary of residential damages • locations of residential damages • maps and photos depicting the damages • damages and losses by businesses • damages and losses by neighborhood These tasks must be completed prior to the arrival of the PDA team. The PDA team validates public and private losses. CONDUCTING THE PDA Prior to the arrival of the State and Federal PDA team, the jurisdiction’s PDA Group prepares a briefing book that paints a comprehensive picture of the damage suffered in the current disaster. This book will serve as the basis for documenting the need for all applicable Public Assistance Programs, Individual and Business Assistance Programs, and Post Disaster Hazard Mitigation Programs. A suggested minimum content should include: • Chronology & scope of the disaster • Damage assessment: public assistance • Damage assessment: individual assistance • Effects on agriculture (if applicable) • Effectiveness of prior hazard mitigation programs • Community response to the disaster • Current initial damage estimates • Local contacts & information repositories The information gathered as described in the previous section is presented in this organized manner to the Federal and State representatives, greatly simplifying and expediting the surveys. The Second step is to prepare a briefing for the Federal and State teams. The slides should be very graphic intensive and at least one slide should address the content areas in the briefing book. Remember, the PDA team will most likely arrive after you have completed most of the debris removal and emergency work, therefore a pictorial record illustrating the true impact of the disaster on your jurisdiction is essential in painting a clear picture to the State and Federal team members. Conducting Field reconnaissance: The Federal and State teams will be broken up in two to three main groups: one group will be Public Assistance oriented, one group will be Individual Assistance oriented and one group may be oriented towards Hazard Mitigation. Before they arrive, the PDA group should make contact with them and find out how they are structured and how many will be in each area of investigation. The Local PDA group should set a central staging and briefing area where the local group will meet all the State and Federals PDA partners. After the briefing the local PDA group should provide vans with drivers (off duty police make excellent drivers and enhance team security), tour guides, interpreters for the Individual Assistance Groups, an engineer or other subject matter expert for the Public Assistance and Hazard Mitigation group(s) . At this site an area should be made available for the Federal and State PDA team to work after their field site visits. This area should have a printer, copier, plenty of workspace, coffee, water and good lighting. THE BRIEFING The briefing gives you a chance to set the stage for the PDA. The operative word is brief, do not get bogged down in minutia. A typical agenda will include: • Introduction of participants • Introduction of local officials • Disaster overview slide show • Presentation of the briefing books • Conduct a field survey • Resources available to the State and Federal team • Departure for field sites The local PDA group should have a route already developed to show the State and Federal team the most significant damage sites in all areas. It may take 1-2 days to complete the PDA, if it is a multiday event, have the PDA group assist the Federal and State team in finding accommodations and any other needed support. AFTER-ACTION REPORTING The Standardized Emergency Management System (SEMS) regulations (and the National Incident Management System) require any city, city and county, or county declaring a local emergency for which the Governor proclaims a State of Emergency, to complete and transmit an after-action report to California EMA within 90 days of the close of the incident period. The after-action report will provide, at a minimum, the following: • response actions taken • application of SEMS/NIMS • suggested modifications to SEMS/NIMS • necessary modifications to plans and procedures • training needs • recovery activities to date The after-action report will serve as a source for documenting the City’s emergency response activities, and identifying areas of concern as well as successes. It will also be utilized to develop a work plan for implementing improvements. The report will be a composite document for all SEMS levels, providing a broad perspective of the incident, referencing more detailed documents, and addressing all areas specified in regulations. It will include an overview of the incident and address specific areas of the response. It will be coordinated with, but not encompass, hazard mitigation. Hazard mitigation efforts may be included in the “recovery actions to date” portion of the after-action report. The City of Santa Rosa Office of Emergency Services will be responsible for the completion and distribution of the City of Santa Rosa after-action report, including sending it to the Governor’s Coastal Region Office of Emergency Services within the required 90 day period. The City may coordinate with the Operational Area jurisdictions and special districts in completion of the after-action report. The designated emergency service coordinators for each affected Operational Area jurisdiction will be responsible for submitting the jurisdiction’s report to the Governor’s Coastal Region Cal EMA within the 90 day period. They may incorporate information from special districts. For the City of Santa Rosa and other Operational Area jurisdictions, the after-action report’s primary audience will be County and City employees, including management. As public documents, they are accessible to anyone who requests a copy and will be made available through the City of Santa Rosa library system. The after-action reports will be written in simple language, well structured, brief and well presented, and geared to the primary audience. Data for the after-action report will be collected from a questionnaire, RIMS documents, other documents developed during the disaster response, and interviews of emergency responders. The most up-to-date form, with instructions, can be found on RIMS. II. DISASTER ASSISTANCE PROGRAMS INTRODUCTION When requesting implementation of Disaster Assistance Programs, a few key areas of concern must be adequately addressed. These areas include the needs of distinct groups, the disaster assistance available at each level of declaration, and the level of detail required for each request for disaster assistance. Disaster Assistance Programs have been developed for the needs of four distinct groups: • Individuals: Individuals may receive loans or grants for real and personal property, dental, funeral, medical, transportation, unemployment, sheltering, and rental assistance, depending on the extent of damage. • Businesses (including agriculture): Loans for many types of businesses are often made available through the United States Small Business Administration, to assist with physical and economic losses as a result of a disaster or an emergency. Programs exist for agricultural or other rural interests through the United States Department of Agriculture, including assistance for physical and production losses. • Governments and Non-profits Organizations: Funds and grants are available to government and certain non-profit organizations to repair, reconstruct, and mitigate the risk of future damage. A State grant program is available to local governments to respond and recover from disasters. Federal grant programs are available to assist governments and certain non-profit organizations in responding to and recovering from disasters. There are three levels of emergency declaration: Local, State and Presidential. At each level various Disaster Assistance Programs become available to individuals, businesses, governments, and non-profit organizations. Local Emergency Under local emergency declarations, City of Santa Rosa and Operational Declaration Area jurisdictions may be eligible for assistance under the Natural Disaster Assistance Act (with the OES Director's concurrence). Businesses and individuals may be eligible for local government tax relief, low-interest loans from the United States Small Business Administration, and relief programs under the United States Department of Agriculture. State of Emergency Under a State of Emergency Proclamation by the Governor, the County Proclamation Operational Area jurisdictions, special districts, individuals, and businesses may be eligible, in addition to the assistance available under a local emergency declaration, for services from the following agencies: • Contractor's License Board • Department of Motor Vehicles • Department of Aging; • Department of Insurance • Department of Social Services • Franchise Tax Board Tax Relief • State Board of Equalization • Department of Veteran Affairs Presidential Under a Presidential Declaration, the County Operational Area jurisdictions, Declaration special districts, individuals, and businesses may be eligible for the following Disaster Assistance Programs and services: • Cora Brown Fund • Crisis Counseling Program • Disaster Unemployment • Temporary Housing Program • Individual and Family Grant Program • Internal Revenue Service Tax Relief • Public Assistance • Hazard Mitigation • Veteran Affairs Assistance • Federal Financial Institutions PUBLIC ASSISTANCE PROGRAM RESPONSIBILITIES Each jurisdiction and special district has the responsibility for completion and submittal of the required documents for both State and Federal Public Assistance Programs. In the City of Santa Rosa the Office of Emergency Services (OES) will complete the necessary Public Assistance Program applications and supporting materials for the County. The County OES will also serve as the primary contact for State and Federal field representatives. The City’s Office of Emergency Services will complete the application process and provide supporting materials to State and Federal representatives. Special districts will typically assign a representative from their accounting offices to complete application materials and coordinate with State and Federal representatives. This special district representative will also work closely with their agency’s/company’s field operations staff throughout this process. The Federal Public Assistance Program, and the State of California's Public Assistance Program under the Natural Disaster Assistance Act (NDAA) are outlined below. Federal Public Assistance Program Authorities and The Federal Public Assistance Program is authorized under the Federal Required Declarations Disaster Relief Act of 1974, as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Amendments of 1988. The Federal program requires a Local Emergency Declaration, State of Emergency Proclamation, and a Federal Declaration of a Major Disaster or Emergency. Eligible Applicants State agencies, Counties, Cities, Special Districts, K-12 schools, Colleges, Private non-profit organizations. The private non-profit organizations include educational, utility, emergency, medical, and custodial care facilities. Private non-profit organizations who manage and operate essential governmental services facilities such as community centers, libraries, homeless shelters, senior citizen centers, shelter workshops, and similar facilities that are open to the general public are also eligible under the Federal Public Assistance Program. Private non-profit organizations must, when applying for assistance, produce a letter from the Internal Revenue Service that grants them tax exempt status. They must also provide satisfactory evidence from the State of California showing they are a non-revenue-producing organization. Eligible Work Projects All eligible work projects must be: • required as a result of a disaster event • located within the designated disaster area • the legal responsibility of the applicant. There are 7 categories of work projects under the Federal program: • Category A - Debris Clearance • Category B - Emergency Protective Measures • Category C - Road System Repairs • Category D - Water Control Facilities • Category E - Buildings and Equipment • Category F - Public Utility Systems • Category G - Other (Parks, Recreational Facilities, etc.) To qualify under the Federal program, removal of debris from privately or publicly owned lands and waters must: • eliminate immediate threats to life, public health, and safety • eliminate immediate threats of significant damage to improved public or private property • ensure economic recovery of the affected community at large Measures undertaken to preserve public health and safety must: • eliminate or lessen immediate threats to life, public health, and safety • eliminate or lessen immediate threats of significant damage to improved public/private property • eliminate or lessen immediate threats of additional damage to improved public or private property through cost-effective measures Examples of emergency protective measures include shelter, temporary repairs, National Guard emergency labor, emergency communications, emergency transportation, and cooperative agreement costs. Permanent Permanent restoration of eligible facilities will be based on the design of restoration such facilities as they existed immediately prior to the disaster, and in conformity with current codes and standards. Standards must: • apply to the type of repair or restoration required • be appropriate to the pre- disaster use of the facility • be in writing and adopted prior to project approval • apply uniformly to all similar types of facilities within the jurisdiction of the code granting authority. A facility is considered repairable when repairs can restore the facility to the pre-disaster function, and the cost of such repairs can be made at a cost less than the estimated replacement cost of the damaged facility. When a facility is deemed non-repairable by the FEMA Region IX Director, approved restorative work shall include replacement of the facility on the basis of pre-disaster design in conformity with applicable codes and standards for new construction. The FEMA Region IX Director may require and approve funding for restoration of a destroyed facility at a new location when the facility is and will be subject to repetitive heavy damage. Facilities that were not in active use at the time of the disaster are not eligible except in those instances where the facilities were temporarily inactive due to repairs or remodeling. Reasonable repair costs for equipment are eligible or, if destroyed, equipment may be replaced with a comparable item. Replacement is subject to current fair market value, less salvage and/or insurance recovery. Eligible Cost Generally, in order for costs for work projects to be eligible, they must be: • necessary and reasonable • authorized or not prohibited under State, local, or other Federal laws, regulations, or other governing limitations • consistent with policies, regulations, and procedures that apply uniformly to Federal assistance and other activities of the unit government • treated consistently through application of generally accepted accounting principles • not allocable to or included as a cost of any other Federally financed program • net amount of all applicable credits Eligible wage Overtime and overtime fringe benefits for emergency protective measures costs include performed by force account labor (City of Santa Rosa personnel and equipment). Regular and overtime wages are eligible for permanent work performed by force account labor. If labor is contracted, whether emergency or permanent work, all costs are eligible: extra hire costs; limited supervisor or management staff salaries; and Compensatory Time Off (CTO). Eligible equipment Regulations allow for reimbursement for ownership and operation of costs costs include of applicant-owned equipment used to perform eligible work. Reimbursement rates under local guidelines are established from the FEMA Schedule of Equipment Rates. Equipment damaged or destroyed as result of the disaster is also eligible. Rental equipment is reimbursed under a "reasonableness" rate schedule, as determined by FEMA. Consumable Supplies Consumable supplies that are eligible under the Federal program include and Materials and hand tools, materials, and other supplies used for the work project. Direct Cooperative costs associated with cooperative agreements are also eligible under the Agreements Federal program Administrative Allowances for necessary costs of requesting, obtaining, and administering Allowances Federal Disaster Assistance sub grants are: $0 - $99,999 3.0 percent $100,000 - $999,999 2.0 percent $1,000,000 - $4,999,999 1.0 percent $5,000,000 and up .5 percent Applying for The Governor's Office of Emergency Services (OES) is responsible for Assistance Under the processing all sub grants for applicants, including providing technical Federal Public assistance and advice to sub grantees; providing State support for damage Assistance Program survey activities; ensuring that potential applicants for assistance are aware of available Federal assistance; and, submitting documents necessary for grant awards. The State OES conducts briefings for public officials and potential applicants. The applicant process and requirements for the City of Santa Rosa and other members of the Sonoma Operational Area are: • Notice of Interest Submittal within 30 days of the Federal programs activation • List of Projects (Exhibit B) • Resolution Designating an Authorized Representative; • OES Project Application (OES 89). Damage Survey Once the OES Project Application is received, a joint State/Federal Report ( PWS) inspection team comes to the requesting jurisdiction to perform a Project Work Sheet (PWS). The PWS identifies the scope of work and the quantitative estimate of cost for each work project. The inspection team prepares a PWS data sheet for each project listed on the List of Projects. A project is defined as all work performed at a single site. A large project is a project with an approved estimate of costs of $43,600 or more. A small project is a project with an approved estimate of costs under $43,600. Any damage not shown to the inspection team during its initial visit must be reported to the FEMA Region IX Director, through the Governor's Authorized Representative (GAR), within 60 days following the completion of the initial visit. For large projects over $200,000, a construction monitoring program must be implemented. Within 45 days of receipt of the application for Federal public assistance, the PWSs are reviewed by the FEMA Region IX Director and a decision to obligate the funds will be rendered. Once the projects are approved, State OES must submit quarterly progress reports to the FEMA Region IX Director. Supplements to the original application may be approved for substantial errors or omissions, over runs/under runs caused by variations in unit prices (cost adjustments), and changed site conditions/scope adjustments. Changes to small projects will normally be adjusted at the time of final inspection or an offsetting procedure will be implemented. Supplements should be requested at the earliest possible time and prior to completion of the work in question. Requests for a change in scope must be filed prior to work commencement on a "Damage Verification Form." If you do not agree with the inspection team's estimate, you may indicate your non-concurrence with the PWS. In addition to indicating your non-concurrence on the PWS form, you may also submit a letter of non-concurrence to State OES. In this letter, include the reasons why you disagree with the inspection team's estimate. Provide as much supporting documentation with your letter. State OES will recommend that FEMA review the PWS to reinstate eligible costs before the PWS is approved. The letter to State OES should include the disaster number, the City of Santa Rosa's Federal Project Application Number (PA Number), and the Project Work Sheet (PWS) number(s). Work Project Funding To receive payment, the sub grantee must have: 1. a resolution that designates an authorized representative; 2. filed an OES Project Application; 3. a Vendor Data Record (STD 204). Work project funding is subject to FEMA/State Agreement and 75%/25% Federal/State and local costs shares, as established per the minimum under the Stafford Act. Funding of approved projects are subject to the Governor's Authorized Representative's (GAR) approval. Alternate projects are subject to the FEMA Region IX Director's approval and will be penalized 10%. Payments for administrative allowances and small projects are automatic advance payments (after supplement approval). Payments for large projects must be requested on a "Request for Reimbursement" form (OES 131). Reimbursement payments are sent in the form of progress payments, withholding 25% until after final inspection or audit. Completion Deadlines The following deadlines have been established for each work category: • Debris Clearance 6 Months* • Emergency Work 6 Months* • Permanent Work 18 Months* * Dates established from date of major disaster declaration The Governor's Authorized Representative may extend deadlines, when justified, as follows: • Debris Clearance 6 Months • Emergency Work 6 Months • Permanent Work 30 Months The FEMA Region IX Director may extend the deadline beyond these dates, with adequate justification. Costs are allowed only to date of last approved time extension. Final Claim The applicant must submit a final claim within 60 days of the completion of all approved projects. A State engineer will complete an onsite inspection of all completed projects. A final audit is performed. The applicant must retain all records for six years. California Disaster Assistance Act (CDAA) Program Authorities and The California Disaster Assistance Act (CDAA) Program is authorized Required Declarations under Title 19, Subchapter 5, of the Natural Disaster Assistance Act, California Code of Regulations. CDAA requires a local government to declare a local emergency within 10 days of the incident. For permanent restoration assistance under CDAA, the Director of the Governor's Office of Emergency Services (OES) now Cal EMA must concur with the local declaration. For disaster response and permanent restoration assistance under CDAA, the Governor of California must proclaim a State of Emergency. Matching fund assistance for cost sharing under Federal Public Assistance Programs, requires the President of the United States to declare a major disaster or emergency. Eligible Applicants Eligible Applicants for CDAA include City and County, Counties, Cities, Special Districts, School Districts, County Offices of Education, Community College Districts. Eligible Work Projects Eligible work project: • A work project is a result of a natural disaster (fire, flood, earthquake, Tsunami, etc.); • A work project is performed within area covered by the local declaration; • A work project is the responsibility of the applicant agency. There are seven (7) categories of work projects under the Federal program: • Category A - Debris Clearance • Category B - Emergency Protective Measures • Category C - Road System Repairs • Category D - Water Control Facilities • Category E - Buildings and Equipment • Category F - Public Utility Systems • Category G - Other (Parks, Recreational Facilities, etc.). Eligible Cost Eligible costs generally include regular hourly wage and overtime costs of local agency personnel. Also included are equipment costs, the cost of supplies and materials used during disaster response activities incurred as a result of a State of Emergency proclaimed by the Governor. Excluded are the normal hourly costs of regularly assigned emergency services and public safety personnel. Costs to repair, restore, reconstruct, or replace public facilities belonging to local agencies are also eligible. Matching fund assistance for cost-sharing required under Federal Public Assistance Programs is an eligible cost. Indirect costs, based on the "Indirect Cost Rate Proposal," as approved by the State Controller's Office is an eligible cost (40% maximum, subject to State/local cost sharing). A four percent allowance for administrative cost is also eligible for CDAA funding, subject to State/local cost-sharing. Eligible Wages Eligible wages under the CDAA program now follow the same guidelines as the Federal Public Assistance Program. That is, the State will not assume any regular time costs which are ineligible under the Federal program. The State will cost share any wages which are eligible for Federal program funding. Eligible equipment Actual reasonable equipment rental costs are eligible. Force account costs include equipment may be claimed based on the applicant's own rate schedule or, in the absence of such a rate schedule, current Department of Transportation Labor Surcharge and Equipment Rental Rates. Supplies, Materials, Consumable supplies that are eligible under CDAA include hand tools, and Cooperative materials, and other supplies used for the work project. Costs for work Agreements performed under cooperative agreements between local governments are eligible under NDAA, but shall be limited to those costs of the responding entity for which an applicant is legally obligated to pay. Applying for The Governor's Office of Emergency Services (OES) (now Cal EMA,) Assistance under is responsible for transmitting applications for CDAA to all eligible NDAA applicants. The State OES conducts briefings for public officials and potential applicants. Project Application for Assistance (CDAA Form 1) must be filed within 60 days of the date of the local declaration. The application must include the "List of Projects" (Exhibit B) and a “Resolution Designating an Authorized Representative" (OES Form 130). In the event of a Federal major disaster declaration, the Federal "Notice of Interest" (NOI) establishes eligibility in both programs. Damage Survey Damage surveys are conducted by a State engineer accompanied by a local Reports (PWS) representative. The engineer prepares a PWS for each project reported on the "List of Projects." The PWS identifies the scope of work and the quantitative estimate of cost of each work project. All damage sites must be reported within the 60-day application period. All sites must be surveyed within 60 days of the date of a local agency's application. PWSs are reviewed and approved by the Chief of the Disaster Assistance Division at the State OES. The complete application, with copies of approved PWSs, PWS summary, and a cover letter will be sent to applicants for review and approval. The "Applicant Approval" forms (Exhibit D) must be returned to State OES within 10 days from date of approval letter. Supplements to the original application may be approved for substantial errors or omissions, over runs/under runs caused by variations in unit prices (cost adjustments), and changed site conditions/scope adjustments. Changes to small projects will normally be adjusted at the time of final inspection or an offsetting procedure will be implemented. Supplements should be requested at the earliest possible time and prior to completion of the work in question. Requests for a change in scope must be filed prior to work commencement. If you do not agree with the inspection team's estimate, you may indicate your non-concurrence with the PWS. In addition to indicating your non-concurrence on the PWS form, you may also submit a letter of non-concurrence to State OES. In this letter, include the reasons why you disagree with the inspection team's estimate. Provide as much supporting documentation with your letter. State OES will recommend that FEMA review the PWS to reinstate eligible costs before the PWS is approved. The letter to State OES should include the disaster number, the City of Santa Rosa’s Federal Project Application Number (PA Number), and the Project Work Sheet ( PWS) number(s). Work Project Funding Eligible projects are subject to 75%/25% State/local cost sharing. The local share may be waived. Project applications resulting in a State share of less than $2,500 will not be approved. Replacement provisions of the NDAA operation are similar to those applied for Federal "Improved Project." CDAA funds can be used for the local share of a Federal "Alternate Project" when the program is implemented under Federal major disaster declaration. An applicant may receive up to 90% of the estimated State share of a project as an advance. Advances must be requested, using a "Request for Advance" form (CDAA Form 3). Applicants are expected to comply with Federal requirements when Federal funds are involved. Applicants are expected to fully pursue Federal funds otherwise available in the absence of State financial assistance. State funds cannot be used to replace funds lost through noncompliance with other program requirements. Completion Deadlines When Federal funds are involved, the Federal deadlines apply. In the event of a Director's concurrence with a local declaration or a Governor's Proclamation of a State of Emergency, the following deadlines apply: • Debris Clearance 6 months from date of declaration • Emergency Work 6 months from date of declaration • Permanent Work 18 months from date of declaration Extensions are allowable with adequate justifications. Final Claim Applicant must submit a final claim within 60 days of the completion of all approved projects. A State engineer will complete an on-site inspection of all completed projects. Claims including more than $50,000 in State assistance will be subject to a field audit. Any funds owed to an applicant by the State will be paid after final determination of eligible costs by State OES, and after review of the final inspection report or audit. INDIVIDUAL ASSISTANCE PROGRAM RESPONSIBILITIES Individuals are expected, whenever possible, to provide for themselves and be responsible for their own personal recovery. However, many individuals will expect the County and cities to deliver assistance to them well after the disaster. Both the County and cities will assist individuals in any way possible, including providing them with the Federal Emergency Management Agency’s (FEMA) hotline number for individual assistance. A Sequence of Delivery Guide has been developed by FEMA to assist individuals and local governments in determining the flow of individual assistance. The objective of the City of Santa Rosa and the Sonoma Operational Area is to provide the citizens of their community with all of the necessary information to help themselves recover from the disaster. The sequence of delivery appears as follows: 1. Individual actions for assistance (family, friends, volunteer organizations, churches, etc.) 2. Recovery/Assistance from private insurance carrier 3. FEMA Disaster Housing Assistance 4. United States Small Business Administration Assistance 5. Individual and Family Grant Program Assistance 6. Cora Brown Fund Assistance A brief summary of some individual assistance programs and services are listed below: • American Red Cross (ARC): Provides for the critical needs of individuals such as food, clothing, shelter, and supplemental medical needs. Provides recovery needs such as furniture, home repair, home purchasing, essential tools, and some bill payment may be provided. Contact local ARC. • Cora Brown Fund: Funds may be used for disaster-related needs that have not or will not be met by government or other organizations that have programs to address such needs. Awarded through FEMA. • Crisis Counseling Program: Provides grants to State and County mental health departments, who in turn provide training for screening, diagnosing, and counseling techniques. Also provides funds for counseling, outreach, and consultation for those affected by disaster. Individuals and government should contact local mental health agency. • State Department of Aging: Provides special outreach services for seniors, including food, shelter, and clothing. Individuals may contact the California Department of Aging for a referral to nearest location. • State Department of Consumer Affairs: Offers consumer information, investigates and corrects price gouging, and provides a toll-free number so that consumers can check on license status of contractors. • State Department of Insurance: Provides assistance in obtaining copies of policies and provides information regarding filing claims. Contact California Department of Insurance. • Department of Motor Vehicles: May offer waivers of certain fees. Contact California Department of Motor Vehicles. • Department of Veterans Affairs: Provides damage appraisals and settlements for VA-insured homes, and assists with filing of survivor benefits. Contact the California Department of Veterans Affairs. • United States Department of Agriculture: Assistance provided includes Federal Crop Insurance, Emergency Conservation Program, Non-Insured Assistance, the Agriculture Conservation Program, Emergency Watershed Protection, Rural Housing Service, Rural Utilities Service, and Rural Business and Cooperative Service. Contact the City of Santa Rosa Agriculture Commissioner regarding these programs. • Disaster Unemployment: Provides weekly unemployment subsistence grants for those who become unemployed because of a major disaster or emergency. Applicants must have exhausted all benefits for which they would normally be eligible. • Federal Financial Institutions: Member banks of FDIC, FRS or FHLBB may be permitted to waive early withdrawal penalties for Certificates of Deposit and Individual Retirement Accounts. • Franchise Tax Board: Following proclamation of a State of Emergency by the Governor, the Legislature authorizes the acceptance of casualty loss deductions within the California tax returns of those affected. Applicants may contact the California Franchise Tax Board. • Individual and Family Grant Program: Awards grants to individuals or families for disaster-related serious needs, such as moving and storage, medical, dental, funeral, essential personal or real property needs. Eligibility is dependent on the seriousness of need and exhaustion of FEMA and SBA funds. Referral to the program is automatic with FEMA registration and SBA application. • Internal Revenue Service (IRS) Tax Relief: Provides extensions to current year's tax return, allows deductions for disaster losses, and allows amendment of previous tax returns to reflect loss back to three years. Victims may contact the IRS. • Mennonite Disaster Service: Provides assistance for repair of private residences and community facilities, warning, evacuation, and search. Also assists with cleanup and repair for elderly, disabled, and underinsured citizens. May also provide mental health support. Contact nearest Mennonite Services location. • Salvation Army: Assistance includes mobile feeding, emergency shelter, applicant registration, collection and distribution of clothing and supplies, counseling, language interpretation, and assistance in locating missing persons. Contact local Salvation Army for assistance. • State Board of Equalization: Provides tax relief services which may allow for the transfer of tax basis to another property, exemptions for property losses, and deferment of a tax bill until the damaged property can be surveyed to reflect its value following a disaster. Contact the California Board of Equalization. • United States Small Business Administration: May provide low-interest disaster loans to individuals and businesses who have suffered a loss due to a disaster. Submit request for SBA loan assistance to the State's Coastal Region Office of Emergency Services. • Temporary Housing Assistance: May provide for transient accommodations, rental assistance, mobile homes, furniture rental, mortgage assistance, and emergency home repairs. Individuals should call FEMA to register. HAZARD MITIGATION PROGRAM RESPONSIBILITIES Following a Presidential Disaster Declaration, the Hazard Mitigation Grant Program (HMGP) is activated. The program's purpose is to fund projects which are cost-effective and which substantially reduce the risk of future damage, hardship, loss, or suffering resulting from a major natural disaster. Grants are available to eligible applicants in the declared areas only. Delivered as either part of a Public Assistance grant or as a stand-alone measure, mitigation projects must be cost-effective and represent a solution to a problem. The HMGP fund is based upon a 15% share of the FEMA estimate of all Project Work Sheets ( PWSs) for public assistance work performed, and Individual Assistance costs. The Federal contribution can be up to 75% of the cost of the hazard mitigation project approved for funding, with applicants providing match funding through a combination of either State, local, or private resources. HMGP funds cannot be used as the sole match for other Federally funded programs. Eligible applicants include State agencies, local governments, and private non-profit organizations which own or operate facilities providing essential government services. Essential government services include educational facilities, utilities, emergency services, medical services, custodial care, etc. Although HMGP funds are based on a percentage of Public Assistance funding, awards are not limited to public projects, but must be sponsored by an eligible public entity. Virtually all types of hazard mitigation projects are eligible, provided they benefit the declared disaster area and meet basic project eligibility. The priorities of funding will be established by the Governor's Office of Emergency Services. Eligible projects must be cost-effective and substantially reduce the risk of future damage, hardship, loss, or suffering resulting from natural disasters. Eligible projects must: • be consistent with the community's long-range hazard mitigation planning goals • represent significant risk if left unresolved • address, when applicable, long-term changes to the areas and entities it protects, and have manageable future maintenance and modification requirements • comply with all applicable codes and standards for the project locale • have a direct beneficial impact upon the designated disaster area • not fund personnel only - except for short term projects which will result in long-term benefits • not cost more than the anticipated value of the reduction in both direct damages and subsequent negative impact in the event of future disasters • provide solutions, rather than merely identify or analyze hazards, unless such constitutes a functional portion of a solution • provide the most practical, effective, and environmentally sound solution, given a well-considered range of options III. LOCAL ASSISTANCE CENTERS INTRODUCTION The City of Santa Rosa Local Assistance Center (LAC) is established by the City to provide a “one-stop shop” for information and resources to assist disaster victims. The mission of the LAC is to assist communities by providing a centralized location for an array of services, access to potential service providers, and resource referrals in the affected area. The LAC also serves to continue regular government services when normal systems have been disrupted. The City of Santa Rosa Recovery Branch of the Emergency Operations Center (EOC) is responsible for assessing the need for and establishing the LAC in coordination with County Office of Emergency Services (OES) and State OES. The City is also responsible for coordinating the participation of local government, community-based organizations (CBOs) and private, non-profit organizations. Although vendors and contractors are useful to a community’s recovery, vendor participation is conducted outside the LAC. State OES is responsible for coordinating the participation of State and Federal agencies in a LAC. State OES also ensures that an appropriate number and location of LACs are established based on disaster specific criteria. State OES may provide financial support for eligible costs associated with LAC operations through the California Disaster Assistance Act (CDAA). In order to implement CDAA, the Governor must have proclaimed a State of Emergency that includes the City of Santa Rosa. Service providers at the LAC may include: • American Red Cross (shelter, food assistance, cleaning supplies) • Salvation Army (Food, clothing, transportation, and shelter assistance) • Catholic Charities (shelter, food assistance, replacement of some household items) • Sonoma County Health and Human Services Agency • City of Santa Rosa Department of Community Development (building permits and information) • City of Santa Rosa Utilities Department (water, food and other safety issues and hazardous materials) • Federal Emergency Management Agency or FEMA (financial assistance and referral to other government programs) • Small Business Administration or SBA (business and home owner financial assistance) • California Employment Development Department (disaster unemployment & referral) • City of Santa Rosa Department of Economic Development and Housing • City of Santa Rosa Recreation, Parks and Community Services Department (volunteer services) • Long Term Care Ombudsman • Community Based Organizations LAC ACTIVATION PROCEDURE The City of Santa Rosa LAC is activated as a field activity of the Recovery Branch of the EOC. Activation is coordinated with the City of Santa Rosa EOC Operations Section and the Logistics Section. The City of Santa Rosa EOC Director and the Recovery Branch Director determine when to activate the LAC. The LAC is a recovery phase activity, however, needs must be assessed during the response phase so that the LAC may open as soon as possible. The American Red Cross, Salvation Army, Catholic Charities, and others are mobilized to aid the recovery effort within a few days, or sometimes within hours of the disaster. FEMA and the Small Business Administration cannot be involved until after a Federal Disaster Declaration, which may take from 5 to 30 days. State OES may not get involved until after the Federal Declaration. Therefore, the City must be prepared to activate and open the LAC so that local CBOs, agencies and departments can provide services before State and Federal recovery programs are activated. The doors to the LAC are opened to the public when: • initial participating agencies, departments and CBO work areas are set up • initial Morning Meeting/Daily Briefing has been conducted to explain LAC operations to participating agencies, departments and CBOs and to distribute necessary forms and logs; • City staff is on site to oversee LAC operations • telephones, internet access, copy machines, fax machines are operational • LAC hours of operation, location, and parking instructions have been established and broadcast to the public • the City disaster website has been activated and includes information on the LAC • adequate provisions have been made to maintain a safe working environment including, heating/cooling, water, lighting, security, food for workers, bathrooms and sanitary supplies • all agency, department and CBO representatives have been briefed on LAC operations and the LAC ground rules have been explained LOCATION AND COORDINATION OF THE LAC A single LAC is set up at XXXXXX If this site is not usable or, if it is necessary to set up additional LACs in the city the Recovery Branch Director will identify appropriate sites. The LAC is activated and managed by the Recovery Branch of the EOC. LAC activities are coordinated among: • Recovery Branch EOC • Operational Area EOC • American Red Cross, which acts as the single point of contact to activate and mobilize CBO participation. LAC ACTIVATION To activate the LAC, the Recovery Branch Director is responsible for the follow actions: 1. Contact the City EOC Plans Section, Resources Unit for updated status information on population displacements, impacted areas, damage assessments, etc. 2. Convene a meeting of the EOC Director, the City OES Operations Section Chief to determine: a. When to activate the LAC. b. Which initial services and assistance will be provide at the LAC, based on the incident needs. 3. Appoint an LAC Manager for the LAC site. 4. Appoint additional LAC Managers if it is necessary to open more LACs (at sites to be determined by the Recovery Branch Director). 5. Assign Recovery Branch staff to contact City and County agencies and departments to provide representation at the LAC for those services identified for the initial LAC participation. 6. Contact the American Red Cross to initiate notifications and activation of participating CBOs. 7. Notify other county/city personnel to assist at the LAC and prepare staffing rosters for LAC support positions. 8. Order equipment, supplies, and telecommunications for the LAC. Obtain additional supplies through the EOC Logistics Section, if needed. 9. Assign staff to set up the LAC site. Obtain additional assistance for LAC set up through the EOC Logistics Section. 10. Coordinate with the City Public Information Officer to announce LAC opening, hours, parking instructions, etc. 11. Conduct the initial LAC Morning Meeting/Daily Briefing and subsequent daily briefings with agencies, departments and CBO participants. 12. Reassess LAC services and referrals and mobilize additional types of service and assistance from other agencies, departments, and CBOs, if needed. 13. Prepare to incorporate State and Federal program representatives (OES, CA EDD, FEMA, SBA) when possible. 14. With LAC participants, assess services and referrals and determine when participants can demobilize LAC participation. 15. With the LAC Manager determine when to close the LAC. Coordinate with the City PIO to announce the closure of the LAC and provide information to obtain further assistance. 16. Document LAC activities in order to provide a clear record of services provided and resources used. NOTIFICATION OF LAC PARTICIPANTS COUNTY AND CITY AGENCIES AND DEPARTMENTS The EOC Recovery Branch Director identifies and contacts city and county agencies and departments to provide services and assistance at the LAC. The first tier agencies and departments called include: • County Health and Human Services • County OES • County Public Health Nurse • County Mental Health • Department of Recreations, Parks and Community Services • County Environmental Health • County Assessor • Department of Community Development • City Representatives Additional agencies and departments may be mobilized depending on assessment of unmet needs of disaster victims. COMMUNITY-BASED ORGANIZATIONS AND NON-PROFIT ORGANIZATIONS The American Red Cross Sonoma & Mendocino Counties Chapter serves as the single point of contact for the activation of CBOs for LAC participation. The EOC Recovery Branch Director contacts the American Red Cross Sonoma & Mendocino Counties Chapter with a request to mobilize CBO and non-profit agencies to participate at the LAC. The American Red Cross Sonoma & Mendocino Counties Chapter point of contact will always activate the following “first tier” CBOs for initial participation at the LAC: • American Red Cross • Salvation Army • Volunteer Santa Rose (Department of Recreation, Parks and Community Services) • Hispanic advocacy groups When the Recover Branch Director and LAC Manager assess additional services needed at the LAC, the American Red Cross point of contact initiates calls to additional CBOs and non-profit organizations to participate in the LAC. STATE AND FEDERAL AGENCIES AND DEPARTMENTS Following a Federal Disaster Declaration, State and Federal agencies and departments may send representatives to the LAC. Participation is coordinated by the Recovery Branch of the EOC to include: • State OES • State Insurance • State Social Services • State Franchise Tax Board • State Economic Development Division • State Contractors License Board • National Flood Insurance Program • Small Business Administration • FEMA • IRS LAC CITY OF SANTA ROSA STAFF The following positions are staffed by the City of Santa Rosa: • LAC Manager • LAC Assistant Manager • Clerical support for Manager (as needed) • Greeters (2) • City Public Information Officer (present for the first few days of LAC operation and/or on call) LAC Manager • Oversee all LAC Operations • Develop Staffing Plan • Order and coordinate LAC equipment and supplies • Provide assistance to LAC agencies and personnel • Conduct the Morning Meeting/Daily Briefing each day the LAC is operational LAC Assistant Manager • Act on behalf of the Manager, if the Manager is unavailable • Provide general and clerical support staff to Manager • Run errands • Attend LAC briefings Greeter • Handle telephone calls • Log in LAC clients • Provide the LAC routing form and route clients to needed services. The Greeter places a checkmark next to each service provider the client will visit. • Answer general questions • Establish method for controlling flow of those seeking assistance • With the Security personnel, prevent an excess number of people from entering building • Manage the “take-a-number” system, if one is used. • Attend the Morning Meeting/LAC briefings • Keep current on all flyer information • Disaster specific information • Small Business Information • Telephone and cell phone information • Health services information • Medical-health related information • FEMA Information • Up-to-date Press Releases • Supply Purchase Information • OES Information LAC FLOOR LAYOUT Lac sites should provide 150 sq. ft. for each participant agency/organization plus 50 sq. ft. for each client that could be in the LAC at one time. If space allows, areas for private consultation may be provided for: • American Red Cross • Mental Health/Crisis Counseling • FEMA/OES/SBA loan application area The facility should be large enough to separate the reception area from the main part of the LAC. Waiting areas should be set up in the main LAC floor area. If possible, a staffed child care area should be provided. Client/traffic flow through the facility should be set up so that clients can move from table to table easily. There must be access for wheelchairs and both clients and staff should be able to enter and exit easily. FORMULA FOR ESTIMATING LAC SQUARE FOOTAGE: 150 sq ft for each LAC agency/participant PLUS 50 sq ft for each client that could be in the LAC at a given time. Example: An LAC to accommodate 10 LAC agencies and 30 clients at any given time would require a minimum of 3,000 sq ft. (150 sq ft x 10 LAC agencies) + (50 sq ft x 30 clients). NOTE: LACs may require more or less square footage based on the size and impact of the event. Partitions may be necessary for privacy if one table is used to interview more than one client at a time. SECURITY AND JANITORIAL SERVICES The LAC Manager and the Recovery Branch Director determine security requirements at the LAC. Security personnel may be obtained through contracts and/or through the Operational Area EOC Law Enforcement Branch/local law enforcement. The LAC Manager and Recovery Branch Director reassess security requirements daily and make adjustments in security services, as needed. The LAC is an extremely busy environment. It is also subject to becoming cluttered and soiled in which it operates. To maintain a professional, clean and safe environment for the public and LAC workers, daily, if not more frequent, thorough janitorial service is required. A final cleaning of the building is necessary before turning the building (or space) back over to the landlord. The LAC Manager and Recovery Branch Director determine janitorial requirements and contract for this service, as required. ATTACHMENT 1 - LAC SET UP MATERIALS This attachment includes: • Set Up/Activation Checklists • Open/Close Checklists • LAC Furniture List • LAC Equipment List • LAC Supply List • LAC Signage List and Signage Location Plan LAC SET UP CHECKLIST • Conduct initial planning meeting; review logistics requirements and make assignments • Identify potential agency participants • Survey site and prepare site map: • Utilities access: electrical, gas, telephone, internet, wireless • Capacity • ADA • Restrooms • Furniture • Private meeting areas for counseling/private conversations • Quiet tele-registration area • Road access • Parking • Security • Develop LAC floor plan and identify agency locations • Order electric and gas utilities • Order Phones and Internet • Order Computers/printers; extra internet ports; wireless connectivity as needed • Order copier • Order furniture • Assignment agency locations • Develop and/or update phone roster by agency and key contacts • Print signs – agency names, exit, LAC, etc. • Print forms – “IN-OUT / Time Sheets” • Obtain keys to facility • Organize supporting items (Damage assessment maps, flood maps, photos, etc) • Food for working LAC staff • Telephone Phone Bank (or cell phone service) for front of building, if needed • Talk to neighbors in area about parking impact of the LAC Conduct the first Morning Meeting/Daily Briefing on the day the LAC opens and on each day the LAC is operational. TABLE NUMBER AGENCY/ORGANIZATION PHONE NUMBER AT TABLE 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. LOCAL ASSISTANCE CENTER AGENCY ASSIGNMENTS LAC OPEN/CLOSE CHECKLIST OPEN • Turn on lights, heat, air conditioning as needed • Notify landlord /building owner • Ensure that required security systems (and staff as needed) are in place • Sign in on Daily Staff Log • Ensure all LAC workers sign in on Daily Staff Log • Inventory all support equipment (fax machine, copier, telephones, radios, etc) • Prepare al support equipment for users • Verify telephone lines are operational • Check supply room inventory • Unlock doors to equipment/storage areas • Unlock doors to restrooms CLOSE • Turn off lights, heat, air conditioning as needed • Turn off all equipment • Secure all equipment • Secure all sensitive items (food stamps, confidential documents, official records, etc) • Sign out on Daily Staff Log • Ensure all LAC workers sign out on Daily Staff Log • Notify security of time of departure • Lock all storage and restroom areas LAC FURNITURE CHECK LIST LOCAL ASSISTANCE CENTER FURNITURE LIST QUANTITY Tables (24”x61”) 30 Chairs 100 Telephones 15 Computers 15 Computer Printers 5 Fax Machines 2 Copy Machines 2 Trash Cans (Large) 5 Waste Bins 10 Flip Chart and Supplies 2 Dry Erase Boards/Markers 2 The above is suggested for a medium-size LAC (200 clients per/day). The quantity should be adjusted depending on the expected use of the LAC for the specific event. LAC EQUIPMENT LIST LOCAL ASSISTANCE CENTER EQUIPMENT LIST Trash dumpsters outside with regular trash pick-up service Brooms, mop, sponge (for mishaps between janitorial service) Cleaning – Basic Supplies (for incidental staff use) o Paper Towels, Windex o Anti-bacterial wipes o Personnel toiletries Recycle receptacles or set-up to encourage recycling of plastic, bottles, cardboard, paper, etc. Fire extinguishers (check on number in building and if recently tested) LAC SUPPLY LIST LOCAL ASSISTANCE CENTER SUPPLY LIST • FIRST AID KIT • Pens and pencils (2 doz) • Writing pads (1 doz) • Copier paper (10 reams) • Color paper (2 reams) • Envelopes (100# Letter Size) • Staplers/staple removers (1/2 dozen) • Large staple gun w/ staples • Scotch Tape and Dispensers • Duct tape • Masking Tape • Paper Clips • Rulers • Scissors • Marking Pens • Name Tags • Post-its • File folders • Poster Board (for signs) • Calendar • Drinking water and cups LAC SIGNS Every sign will significantly reduce the number of questions being asked at the LAC. Outdoor signs should be in large, very visible print and protected from moisture. One good method is use of vinyl quick-print banners available from most sign and copier stores. Consider language issues. Recommended signs: • Local Assistance Center (LAC) (3) • Reception Area • ENTRY • EXIT • Restrooms – Men • Restrooms – Women • LAC Open: __________ LAC Closed: __________ • LAC will close on: ____________ • Fill Out Forms Here • Public Information Hotline • Numbers (for tables) • A list of all agencies for posting outside the door and at the entrance of the Receptionist area • Name of Individual Agency (for tables) ATTACHMENT 2 - LAC DAILY FORMS This attachment includes: • LAC Morning Meeting/Daily Briefing Format • LAC Routing Form • Declaration and Release Form • LAC Client Sign In Sheet • LAC Client County Summary • LAC Station Tally • LAC Operational Log • Waiting List for Additional Assistance • LAC Worker Log-In sheet • LAC Log-In Sheet for Outreach Workers • Client Exit Survey – Short Form • Client Exit Survey – Long Form with Demographics MORNING MEETING/DAILY BRIEFING FORMAT The Morning Meeting/Daily Briefing is conducted by LAC Manager before the doors to the LAC are opened to the public. This same format may be used to conduct daily briefings each day the LAC is operational with the addition of Item 19 on the list below: 1. Welcome 2. LAC mission 3. Introductions o Name o Agency o Services Offered 4. Introduce the LAC Routing Form 5. Staff Orientation – reporting structure o LAC Director o Assistant LAC Director o Greeter o Agency Reps 6. Workspace Orientation o Physical layout o Work areas o Traffic flow o Heating o Lighting o Restrooms o Phones o Computers o Printers o FAX o Signs o Supplies o Cleaning o Food/drink 7. LAC Ground Rules o Speaking to the media o Respecting privacy o Protecting documents/records o Not private contractors allowed o No referrals to private contractors o Requirement to attend Morning Meeting/Daily Briefing 8. Environment (noise, etc) 9. Media 10. Hours of Operation 11. Refreshments (if applicable) 12. Breaks/lunches 13. Parking 14. Language translations services 15. ADA Issues (access, etc) 16. Security 17. Safety o Physical hazards (trip, electrical, etc) o Mental Health 18. Expectations of Staff o Sign in and out o Attendance o Know other players /services o Keep focus on larger picture 19. ADD FOR THEMORNING MEETING/DAILY BRIEFING EACH DAY THE LAC IS OPERATIONAL: o Information – Announcements o Update on disaster recovery – local, state and Federal actions o Agency/Department/CBO Status Report – Daily Tally – Operational Log o Agency/Department/CBO information and announcements o Problems o Solutions LAC ROUTING FORM CITY OF SANTA ROSA LOCAL ASSISTANCE CENTER ROUTING FORM Registration Number: Date / Time Name: Damaged Residence Address: Phone: Alternate Phone: Currently living: ? Damaged residence ? Shelter ? Family/Friends ? Other Family Members and Ages: APPLICANT SIGNED DECLARATION AND RELEASE ? YES ? NO ? LAC REFERRAL AND ROUTING COMMUNITY BASED ORGANIZATION NON-PROFIT ORGANIZATION SERVICES AND PROGRAMS OFFERED (Brief description of the service and requirements, qualifications, criteria). TELEPHONE / ADDRESS CONTACT INFORMATION For Providers not present at LAC EMERGENCY NEEDS American Red Cross Food, clothing, shelter, medications, cleaning supplies, personal hygiene items, counseling Salvation Army Food, clothing Sonoma County Human Services Food Stamps, Temporary Assistance to Needy Families Food Bank Food Local donations center Clothing, household goods Other COUNSELING Terminally ill & family members Page 2 of 3 ANIMAL / PET CARE Pet Care Pet Care PROPERTY CLEANUP/DEBRIS REMOVAL/REPAIRS For those physically unable to do clean-up themselves LEGAL ASSISTANCE Legal assistance SENIOR SERVICES SPECIAL NEEDS Translation CHILD CARE HOUSING ASSISTANCE GOVERNMENT AGENCIES Tax Assessor Property tax refund Building Department Permits for rebuilding Office of Emergency Services Housing, repairs Small Business Administration Home repair loans, business recovery loans Federal Emergency Management Agency Housing, repairs, household goods, transportation, medical, dental, funeral Internal Revenue Service Tax refunds Insurance Board Assistance with insurance issues Contractor Licensing Board Environmental Health Waste water inspections, information Department of Labor Disaster Unemployment Assistance CITY OF SANTA ROSA LOCAL ASSISTANCE CENTER DECLARATION AND RELEASE In order for us to be able to share information with agencies providing emergency assistance we need your permission to do so. Agreeing to allow the sharing of information allows all providers to make referrals to other providers on your behalf. • All information I have provided to the Local Assistance Center (LAC) representatives is true and correct to the best of my knowledge. • I understand that providing false information is a violation of State law. • I authorize the LAC or its representatives to verify all information given by me about my property/place of residence, income, employment, and dependents in order to determine my eligibility for assistance. • I authorize all custodians of records of my insurance, employer, any public or private agency, bank financial or credit data service to release information to the LAC or its representatives. • I hereby allow for the sharing of information between representatives of the LAC for the purposes of provision of disaster or social assistance. Representatives of the LAC are: (List all below) American Red Cross Salvation Army Volunteer Santa Rosa Circle and initial organizations that you DO NOT WISH to share information with. Name Signature Date Copies of this form will be provided to the LAC representatives LAC CLIENT SIGN-IN SHEET ______________________________________ Local Assistance Center Client Sign-In (Please Print) Date: Page _____ of _______ NAME TIME 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. LAC CLIENT COUNT SUMMARY ______________________________________ Local Assistance Center Date: Page _____ of _______ DATE DAY OF WEEK (TIMEFRAME) 4-6-8 HOUR INCREMENT) (TIMEFRAME) 4-6-8 HOUR INCREMENT) (TIMEFRAME) 4-6-8 HOUR INCREMENT) DAILY TOTAL LAC STATION TALLY ORGANIZATION NAME: STATION NUMBER: Date: Page _____ of _______ DATE CLIENTS SERVED (TALLY MARK) DAILY TOTAL LAC OPERATIONAL LOG Date/Shift:_____________________ Name: _______________________ # of people entering ________of which _______households were seen by the [Agency, CBO Name] Major Tasks/Issues: ________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Staffing Needs: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Supply Needs: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Other: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ LAC WAITING LIST FOR ADDITIONAL ASSISTANCE (Please Note: Signing up on this list does not guarantee that you will receive additional assistance) Name Number ___________________ Address Home Phone Cell Additional Needs: Name Number Address Home Phone Cell Additional Needs: _______ Name Number Address Home Phone Cell _______ Additional Needs: Name Number Address Home Phone Cell _______ Additional Needs: LAC WORKER LOG-IN SHEET Shift (Date and Time) ________________________________________ Print First and Last Name Signature Agency Phone Number 1. 2 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. LAC LOG-IN FOR OUTREACH WORKERS (A separate form is filled in for each organization sending outreach workers) Organization Date ______________ Organization Contact Phone Contact Address Print First and Last Name Signature Phone Number 1. 2 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. LOCAL ASSISTANCE CENTER CLIENT EXIT SURVEY (Short Version) 1. How do you rate the service you received today? (Circle one) Poor Satisfactory Good Very Good Excellent 1 2 3 4 5 2. Were you able to get information or assistance that will help you solve your problem? (Circle one) Not at all Somewhat Definitely 1 2 3 3. What type of problem did you need help with? (Check all that apply) ___Housing/Rental Assistance ___Food Assistance ___Household Goods ___Vehicle Problems ___Repair/Appliance Replacement ___Clothing and Household goods 4. Which organizations or department did you visit today? (Check all that apply) ___American Red Cross ___Volunteer Santa Rosa ___Fair Housing Coalition ___California OES ___Catholic Charities ___SBA ___Tax Assessor ___FEMA ___Utilities Department ___Economic Development and Housing ___Community Development Department ___Other 5. What could the LAC staff do to be more helpful? Was there something you needed that wasn’t taken care of? (Use space below for answer) __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ LOCAL ASSISTANCE CENTER CLIENT EXIT SURVEY (Long version – Demographics and Satisfaction Survey) Demographic or Background Questions 1. What is your ethnic or cultural background? ? European ? Latino/Hispanic ? African-American ? Filipino ? Native American ? Asian ? Other ? I’d rather not say 2. What language do you most often speak at home? ? English ? Spanish ? Tagalog ? Mandarin ? Cantonese ? Other 3. What is the highest grade you completed in school? ? 0 – 5 ? 6 – 8 ? 9 – 11 ? High School Graduate/GED ? Some College ? College Graduate ? Post Graduate Study 4. How old are you? __________ 5. How did you hear about the Local Assistance Center? ? Radio ? Newspaper ? Television ? Flyer ? Friend/Relative ?Used Center Before ? Saw a Sign ? Another Government or Social Service Agency ? A Church or Private Assistance Organization ? Other 6. Was the Center easy to find or difficult? ? Very Difficult ? Difficult ? Not Difficult ? Easy ? Very Easy General Satisfaction Questions 1. Overall, did you find the Local Assistance Center helpful? ? Definitely ? Somewhat ? Not Sure ? Not really ? Not at all 2. Overall, did the staff seem to know what they were doing? ? Definitely ? Somewhat ? Not Sure ? Not really ? Not at all 3. Did you feel you were treated with courtesy and respect? ? Definitely ? Somewhat ? Not Sure ? Not really ? Not at all 4. How long did you have to wait for service? ? Less than 5 minutes ? 5 to 10 minutes ? 10 to 20 minutes ? 20 to 30 minutes ? More than 30 minutes 5. How did you feel about how long you had to wait? ? Very good ? Okay ? Not sure ? Unhappy ? Angry 6. In your opinion, were you able to explain your situation and needs completely to a person you felt was listening to you? ? Definitely ?Somewhat ? Not Sure ? Not really ?Not at all 7. After explaining your situation, were you given enough resources to help you with your situation and to resolve your immediate needs? ? Definitely ?Somewhat ? Not Sure ? Not really ?Not at all 8. If you didn’t receive all the assistance you needed, were you given referrals to other agencies or resources? ?Yes ? No 9. What type of problem did you need help with? (Check all that apply) ___Housing/Rental Assistance ___Food Assistance ___Household Goods ___Vehicle Problems ___Repair/Appliance Replacement ___Clothing and Household goods ___Other 10. Which organizations or department did you visit today? (Check all that apply) ___American Red Cross ___Volunteer Santa Rosa ___Fair Housing Coalition ___California OES ___Catholic Charities ___SBA ___Tax Assessor ___FEMA ___Utilities Department ___Economic Development and Housing ___Community Development Department ___Other 11. Do you have a clear idea about what to do next to resolve your situation? ? Definitely ?Somewhat ? Not Sure ? Not really ?Not at all 12. Do you feel you will be able to take the next steps needed to get yourself and your family back to a normal living situation soon? ? Definitely ?Somewhat ? Not Sure ? Not really ?Not at all 13. If not, what do you need to get your living situation back to normal? _____________________________________________________________________________ _____________________________________________________________________________ 14. Do you have any suggestions for improving the services at the Local Assistance Center? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ IV. DISASTER TRANSITIONAL HOUSING INTRODUCTION One of the key recovery functions of local government is to assist residents to move from disaster shelters, usually managed with the American Red Cross, into transitional housing, back into rapidly repaired exiting housing stock. The American Red Cross, in partnership with local government will manage a system of disaster shelters as part and parcel of the disaster relief effort. However, shelters are at best, short term responses to the housing needs of the residents. In order for the local government and community to recover it is essential that the residents are returned to appropriate transitional or permanent housing as soon as possible. POPULATION AND DEMOGRAPHICS Santa Rosa, located in Sonoma County, is currently home to an estimated 157,468 residents. The City currently has approximately 66,000 housing units. Most of these housing units lie outside of the official/historical flood zones. The greatest majority of these units are one to two story wood frame houses with significant seismic resistance. Over 75% of them have been built since 1960, which reflects modern building codes and standards. Approximately 1/3 of these housing units are owner occupied, with approximately 2/3 being rental units. About 30% of the properties are in proximity to wild land urban interface areas and could be subject to damage or destruction by a major wildfire. Demographically, over 75% of the population is under 55. Attachment 2 is a list of the major non- governmental employers in Santa Rosa. Recovery of the local economy requires that individuals employed by these businesses have at minimum safe, sanitary and secure transitional housing in order to assist with business resumption. Demographically, over 75% of the population is under 55, however a large community of approximately 20,255 residents are over the age of 65. This number represents 13.2% of the population of Santa Rosa - which is slightly higher than the national average of 12.6%. The number of seniors in Santa Rosa will most certainly grow in the coming years, as will the need for assisted living and long-term-care options in the post disaster environment. Attachment 1 is a list of the providers for the 566 assisted living beds in Santa Rosa. According to national rates and national data trends, approximately 10% of the general public has a recognized disability. When applied to Santa Rosa, this equates to 15,000 residents who have a recognized disability and may need special accommodations for housing post disaster. Additionally, according to a 2004 US Survey, this group is far more likely to be unemployed since 35% of working-age persons with disabilities are working as compared to 78% of those without disabilities. Therefore, many of these residents will need transitional housing that is ADA accessible. Modern Convention Centers are typically among the best at providing this type of service. A list of such facilities in Santa Rosa is included in Attachment 3. There is no single solution to provide for the needs of the disabled, elderly and general populations in a post disaster environment. The City recognizes its responsibility to assist all of its residents; however, this assistance must be within the framework of a unified effort with County, State and Federal governmental operations and programs, non-governmental organizations who work in disaster response and recovery, and the private sector. Solutions to the housing problems are best handled at the local level in order to maintain disaster recovery funding in the local economy, and to assist in the general economic recovery for the disaster. Based upon the size and scope of the disaster, multiple approaches and avenues of response to the housing crises will need to be explored. Post Disaster Housing Program After a major disaster the City of Santa Rosa will follow a seven step approach to assisting residents with Post Disaster Housing. An integrated Housing Task Force will be formed under the recovery operations branch, under the direction of the operations section chief. Representatives from the chamber, faith based community, realtor organizations, county social services and non-governmental organizations will be sought to augment this process. The Post-Disaster Housing Task Force will be formed to work in support of the Recovery Staff on all housing issues. The Post-Disaster Housing Task Force will coordinate the implementation of this Annex. The Post-Disaster Housing Task force will move aggressively to determine the need for Tier One (short-term) and Tier Two (long-term) temporary housing. The Task Force will also need to identify and obtain necessary resources and establish decentralized housing sites in the affected communities. Special consideration will be given to victims with special needs. An aggressive two-way public information outreach program will keep victims informed of progress and make local agencies aware of their needs. Attempts will be made to place temporary housing along existing transit routes and hubs. If needed, a Post-Disaster Housing Authority may be established to serve as the legal agent for developing and managing housing resources. Post-Event Priorities: 1. Accelerate repairs to moderately damaged buildings (i.e. Yellow tag). 2. Develop interim housing (Tier One) solutions (up to 6 months). 3. Develop long-term housing (Tier Two) solutions (up to 3 years). 4. Expedite the repair and replacement of significantly damaged or destroyed buildings. GENERAL ACTION PLAN Step One: Determine the Need • Establish the Post-Disaster Housing Task Force: o Assign staff o Identify roles and responsibilities • Conduct damage assessment inspections and evaluate the impact on total housing stock • Estimate the number of victims that may need assistance • Establish Local Assistance Centers as needed: o Identify and register victims • Expedite permitting and repairs for moderately damaged housing • Facilitate registration with State and Federal Assistance Programs • Establish system for tracking victim status and contact information • Identify scope of post-disaster housing services to be provided: housing, furnishings, utilities, transportation, moving, pet needs, recreation, etc. • Establish criteria for selecting and prioritizing assistance to victims: o Income o Length of time as a resident o Special needs o Special circumstances o School enrollment continuity o Other losses Step Two: Identify and Obtain Needed Resources • Establish Post-Disaster Housing Authority as legal agent for developing and providing housing as needed • Coordinate efforts with community-based organizations • Review relevant current legal authorities • Establish county funding mechanisms and procedures • Apply for State and Federal assistance • Contact the American Red Cross to review the potential for establishing a Rental Housing Replacement Revolving Fund as was done following the 1989 Loma Prieta Earthquake. • Review availability and suitability of temporary housing technology Step Three: Select Temporary Housing Sites and Housing Technology • Review suggested site selection criteria • Review list of potential sites • Coordinate with property owners and assess availability • Coordinate with local communities • Consider conversion of available commercial properties • Enter into agreements with property owners Step Four: Coordinate the Delivery of Services • Assist in providing access to licensed contractors. • Support private companies in obtaining, transporting, and storing construction materials to speed repairs and reconstruction. Consider use of public spaces such as parking lots or school grounds to stage and/or store materials. • Establish project management system: o Contracting o Permitting o Access o Utilities o Auditing • Consider exemptions to standard building practices (install above-ground utilities, etc.) • Consider off-site temporary and long-term storage of personal goods • Coordinate for delivery of services to sites (waste disposal, maintenance, etc.) Step Five: Transition from Emergency Shelter to Temporary Housing (Tiers I and II) • Develop and execute legal agreements • Review potential funding sources for victims on a case-by-case basis • Assign victims to Tier I and II housing as warranted • Assist victims in relocating to new housing (packing, shipping, unpacking) • Establish and support neighborhood networks in the new housing areas • Facilitate the assignment of case workers or ombudsmen as needed • Close emergency shelters Step Six: Manage Temporary Housing • Coordinate the delivery of public safety, health, mental health, and social services by government and community-based organizations • Ensure property management services are considered • Facilitate access to services that will assist victims in identifying permanent housing options • Close down Tier I housing Step Seven: Transition from Temporary to Permanent Housing • Track progress of moving to permanent housing on case-by-case basis • Consolidate housing stock and close low-density sites • Close down Tier II housing • Supervise scheduled demolition/recycling and/or re-use of temporary housing ROLE OF LOCAL GOVERNMENT IN TRANSITIONAL HOUSING The following is a list of programs and services the City of Santa Rosa may provide to its citizens after a major disaster. The number, types, complexity and duration of these approaches will be event and need driven. For example, a major interface fire in a residential neighborhood would result in greater catastrophic losses than a moderate earthquake; however, in a fire most of the property owners’ losses would be covered by insurance, whereas less than 10% of the residential properties in California and less than 1% of business properties are covered by earthquake insurance. • Work with the Chamber of Commerce and identify extended stay and specialized hotel accommodations. • Identify open space for Federal temporary housing complexes (FEMA Trailers) • Work with local Realtors and establish a rental housing hotline to fill available rental units • Work with County Social Services and long term care providers to identify available long term care or rehabilitation spaces for specialized temporary housing. • Establish a housing desk at each LAC to assist individuals and families in finding transitional housing • Work with the faith based community to identify sponsor families who can provide transitional housing to other families while repairs or new housing is completed Role of Local Government in Expediting Repairs After a major disaster, the City of Santa Rosa may provide to its citizens a number of benefits which can expedite repair or replacement of damaged housing stock. These programs will be based upon the need and the city’s available resources. The number, types, complexity and duration of these approaches will be event and need driven. • Use mutual aid building inspectors from CALBO, deputize them as City Inspectors to expedite post disaster building inspections. • Use industry standard repair plans for common post disaster structural repairs to housing, and allow these plans to be used by contractors without the need to submit customized plans. • Under Federal and State Disaster recovery programs, the emergency hire of additional building department staff for permit issuance, plan checks and inspections (if the Federal and State pay for the staffing, waive the fees for these services for 180 days after the disaster). • Work with the State Contractor Licensing board to provide citizens with vetted contractors’ for home repair. Establish a contractor fraud hotline for the residents who feel they are being bilked by unscrupulous contractors. • Provide large dumpsters in heavily damaged areas for clearing debris. Work with solid waste providers to establish a recycling area for building materials and give contractors free access to the materials to lessen repair costs. • Work with the State FTB and the IRS to get a clear, concise and widespread message to the residents on how to report and claim their disaster losses, and the tax implications of emergency work and expenditures. • Work with the other government agencies to request a mortgage moratorium for properties that are uninhabitable after the disaster until the residents can resume living in the repaired property. • Expedite zoning changes to either convert non viable commercial real-estate lots back to residential, or if warranted to increase allowable residential densities on large single family lots. ATTACHMENTS ATTACHMENT 1 - ASSISTED LIVING PROVIDERS Brighton Gardens of Santa Rosa Assisted living, Alzheimer’s care, skilled nursing 300 Fountaingrove Parkway Santa Rosa, CA 95403 (707) 566-8600 Capacity/Beds: 117 Brookdale Place of Chanate 3250 Chanate Road Santa Rosa, CA 95404 (707) 575-7503 Capacity/Beds: 120 Oakmont Gardens 301 White Oak Drive Santa Rosa, CA 95409 (707) 538-1914 Capacity/Beds: 31 Primrose Santa Rosa – Alzheimer care 2080 Guerneville Road Santa Rosa, CA 95403 (707) 578-8360 Capacity/Beds: 25 Varenna at Fountaingrove 1401 Fountaingrove Parkway Santa Rosa, CA 95403 (707) 526-1226 Capacity/Beds: 162 Villa Capri 1397 Fountaingrove Parkway Santa Rosa, CA 95403 (707) 526-9090 Capacity/Beds: 60 Vintage Brush Creek 4225 Wayvern Drive Santa Rosa, CA 95409 Capacity/Beds: 80 Total Assisted Living Beds: 599 ATTACMENT B - MAJOR NON-GOVERNMENTAL EMPLOYERS IN SANTA ROSA Kaiser Permanente 2,400 St. Joseph Health System 1,781 Agilent Technologies 1,350 Medtronic Vascular 1,200 Sutter Medical Center of Santa Rosa 1,097 Safeway Stores 1,082 Amy's Kitchen 900 River Rock Casino 660 Wal-Mart 650 Kendall-Jackson Wine Estates 640 AT&T 597 Mary's Pizza Shack 575 Washington Mutual 560 Lucky 552 Pacific Gas and Electric Co. 500 Wells Fargo 492 State Farm Insurance 475 Hansel Auto Group 472 JDS Uniphase 433 Korbel 426 Exchange Bank 434 Home Depot 392 Petaluma Acquisitions, LLC 375 G&G Supermarket 350 ATTACHMENT C - Privately Owned Convention, and Meeting Space with Hotel Rooms Santa Rosa Vintners Inn 44 rooms 11,500 sq ft conference space Santa Rosa Fountain Grove Inn - Hotel & Conference Center 124 rooms 6,000 sq ft conference space Santa Rosa Courtyard by Marriott 138 rooms 1,995 sq ft conference space Santa Rosa Hyatt Vineyard Creek - Hotel & Spa 155 rooms 17,540 sq ft conference space Santa Rosa Flamingo Resort Hotel and Conference Center 170 rooms 13,000 sq ft conference space Santa Rosa Hilton Sonoma Wine Country 246 rooms 8,000 sq ft conference space These are all modern facilities, ADA Accessible, with approximately 10% of rooms ADA equipped. They average 65% capacity. In a post disaster setting similar to 1989 Loma Prieta, they would average less than 20% capacity in the two months immediately following a major disaster. ATTACHMENT D – FEMA TEMPORARY HOUSING ASSISTANCE The Temporary Housing Assistance program has five components: Mortgage and Rental Assistance, Minimal Home Repair, Transient Accommodations, Rental Assistance, and Manufactured Housing. Temporary Housing Assistance is funded 100-percent by FEMA. • Mortgage and Rental Assistance FEMA’s Mortgage and Rental Assistance (MRA) program is designed to cover rent or mortgage payments for victims who suffer financial hardship as a result of a major disaster. Victims who are unable to pay their rent or mortgage and have received written notice of eviction or foreclosure may be eligible for this program, which addresses economic injury rather than physical injury. • Minimal Home Repair The Minimal Home Repair program is designed to restore a home to a habitable condition by making limited home repairs until more extensive repairs can be made. • Transient Accommodations Reimbursement of short-term (up to 30 days) lodging expenses of victims. • Rental Assistance Rental Assistance is designed to meet temporary housing needs of homeowners and renters by providing a grant based on fair market rents in the disaster-declared area. Eligibility criteria may include permitting recipients to use the funds for any type of housing related expenses, such as the purchase of cleaning items. • Manufactured Housing The Manufactured Housing program is not often used and may no longer be supported. REFERENCES Post-Earthquake Housing Recovery: Issues for Local Governments and the Community. California Governor’s Office of Emergency Services, May 1998. Building Community Partnerships in Disaster Recovery: The Rental Housing Replacement Revolving Fund Final Report. American Red Cross, April 1998. Post-Earthquake Housing Recovery Design Charrettes (Tenderloin and San Antonio/Fruitvale Neighborhoods). California Governor’s Office of Emergency Services, November 1996 and February 1997. Planning for Post-Disaster Recovery and Reconstruction. American Planning Association, December 1998. Disaster Hits Home: New Policy for Urban Housing Recovery. Comerio, Mary C. University of California Press, 1998