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Associates Guide to Emergencies JUNE 1999 F L O R I D A D E P A R T M E N T O F

Associates Guide to Emergencies JUNE 1999 F L O R I D A D E P A R T M E N T O F L A B O R A N D E M P L O Y M E N T S E C U R I T Y “WORKING TO KEEP FLORIDA WORKING” DEPARTMENT OF LABOR AND EMPLOYMENT SECURITY Associates Guide to Emergencies 2 3 TABLE OF CONTENTS Secretary's Acknowledgment .................................................... 4 Introduction ............................................................................... 5 Important Telephone Numbers ................................................ 5 Office Closures .......................................................................... 7 Areas of Responsibility ............................................................. .7 Recovery Response.................................................................... 9 Support of the State Emergency Operations Center and Emergency Support Function ...........................................10 Fire/Emergency Evacuation Plan.............................................10 Preparing for Emergencies.......................................................11 DEPARTMENT OF LABOR AND EMPLOYMENT SECURITY Associates Guide to Emergencies 4 Secretary’s Acknowledgment T he associates and customers of the Florida Department of Labor and Employment Security face many challenges in our day-to-day rou- tines. In an effort to provide assistance in a quick and efficient manner in the event of a disaster, the department Emergency Man- agement Plan was developed. With technological advancements and changes within the department, the plan has been reviewed and revised in order to maintain its value and efficiency. The DLES Emergency Management Plan outlines the policies and responsibilities of each division, and deals with response and recovery issues in the event of a significant disaster. Each division within the department will participate in planning efforts and exer- cise activities in order to maintain overall response capabilities during an emergency or disastrous situation. I encourage every associate within the department to become familiar with the Emergency Management Plan, your responsibilities and the responsibilities of the department. Mary B. Hooks, Secretary Florida Department of Labor and Employment Security F L O R I D A D E P A R T M E N T O F L A B O R A N D E M P L O Y M E N T S E C U R I T Y “WORKING TO KEEP FLORIDA WORKING” 5 Introduction T he DLES Emergency Management Plan is based on and compliments the State of Florida’s Emergency Plan. The Department of Community Affairs’ Division of Emergency Management has overall responsibility for coordinating the efforts of all state agencies in responding to emergencies. The DLES Emer- gency Coordinating Officer (ECO) will coordinate the DLES emer- gency response. Actual measures taken by the department will be tailored to each emergency. Accordingly, a great deal of flexibility is built into the implementation of this plan. Some deviation in implementing the operational concepts identified may be necessary to protect the health, welfare and safety of DLES associates and their families. Under the State Comprehensive Emergency Management Plan, local officials or emergency management authorities have primary responsibility for the safety and well being of their citizens. County emergency management authorities have primary respon- sibility for issuing county evacuation orders and opening shelters. In such cases, the evacuation will be coordinated and administered by local authorites. The Governor may issue an evacuation order in support of local order only, in the event of multi-county or inter- regional evacuation. Important Telephone Numbers DLES Emergency Hot Line - The DLES Emergency hot line is 1-800-LES-4911 Or 1-800-537-4911. The purpose of the DLES Emergency Hot line number is to report emergency situations or conditions only. Bureau of Administrative Support - Facilities- (850) 488-4061 Suncom 278-4061 or Suncom 278-7507 Emergency Coordinating Officer - (850) 488-4061 or Voice Mail/Pager 800-770-1321. 6 Florida Emergency Information Line - The Florida Emergency Information Line (FEIL) is operational during a full-scale emergency for state office closures rumor control, or general information. Associates should call 1-800-342-3557. Hearing Impaired Assistance - DLES Associates who are hearing impaired should call the Florida Relay Service at 1-800-955-8771 to connect with the required persons as listed above. Magnitudes of Emergencies - Catastrophic: This emergency involves, or has the potential to adversely affect, a very large number of people and/or a large geographic area of the state. Major: This emergency includes, or has the potential to adversely affect, a large number of people and/or a specific geographic area of the state. Minor: This emergency is peculiar to a division or small target group. It is anticipated that the emergency will be limited, but sufficiently serves as disruptive to division or departmental opera- tions. There are four levels of activation by the Division of Emergency Management: Level 1 Monitoring Activation No ESF activity Level 2 Partial Activation of Response Team Partial ESF activity Level 3 State Level Full Scale Activation Full ESF activity Level 4 Federal Involvement Full ESF and FEMA activity 7 Procedures for Office Closures I n the event local authorities issue an evacuation order which results in the closing of a DLES facility, the office manager/ supervisor must: (1) verify the order with local authorities, (2) notify your highest-ranking official in the district, region or your Division Director, and (3) notify the Emergency Coordinating Officer in the Bureau of Administrative Support at (850) 488-4061, Suncom 278-4061 or voice mail pager at 1-800-770-1321. When calling, provide your name, title, location of the office, phone number and who issued the order to evacuate and the name of the person you spoke to. The Bureau of Human Resource Management Personnel Manual, Section 1101.1.2.2 provides requirements for office closures, delegated authority, and provisions for notification. Thoroughly review this section for details. In all cases other than a Governor’s Executive Order, the authority approving the closure of an office shall notify the Director of Administrative Services, who will notify the Director of Public Affairs and the Chief of Human Resource Management of the closing and the reason such action is required. The Director of Public Affairs will immediately notify the Emergency Coordinating Officer. Areas of Responsibility Emergency Coordinating Officer - Upon official notification that an emergency has been declared by local authorities, the Secretary of DLES, or Executive Order of the Governor, the Emer- gency Coordinating Officer (ECO) shall immediately take all appro- priate steps to fulfill the activities of the DLES emergency manage- ment plan. 8 The Office of Public Affairs- is responsible for the collection and dissemination of informa- tion outlining the disaster relief programs offered through the Department of Labor and Employment Security. All media inquiries should be coordinated with the department’s Public Affairs Office. The Public Affairs Office will assist in responding to press calls. The Public Affairs Office direct line is (850) 487-1927, Suncom 277-1927, and their fax number is (850) 922-7119. Unemployment Compensation - The Robert T. Stafford Disas- ter Relief and Emergency Assistance Act provides, in pertinent part, for the payment of Disaster Unemployment Compensation to unem- ployed individuals whose unemployment is caused by a major declared disaster. In the event of a Presidential Disaster Declaration, the ECO will notify the Director of the Division of Unemployment Compensation. The Division of Unemployment Compensation will coordinate service delivery with the Division of Emergency Management’s Bureau of Recovery. Workforce and Employ- ment Opportunities - Upon notification of a disaster, the Director will notify the Secretary who may submit a request for national reserve funds to the United States Depart- ment of Labor. National reserve funds can be used to provide tempo- 9 rary employment through public and private non-profit agencies and organizations on projects that provide food, clothing, shelter and other humanitarian assistance for disaster victims or projects involv- ing demolition, cleanup, repair, renovation and construction of damaged and destroyed structures, facilities, and land located within the disaster area. In the event national reserve funds are requested and made available, the Director of Workforce and Em- ployment Opportunities or his/her designee will coordinate with the Division of Emergency Management’s, Bureau of Recovery. Recovery Response I t is imperative that DLES work together through the means of the DLES Emergency Plan to effectively recover from disasters. Knowledge and coordination of all state, agency, and divisional resources are key to our disaster recovery opera- tions. No DLES associate will enter a building(s) until local authorities have determined the area(s) is safe to enter. Once emergency conditions subside, rapid and thorough assessments will be coordinated by the Department of Community Affairs. Upon notification that it is safe to enter an area, a designated person will do a walk through and contact DLES Bureau of Administrative Support and report any damage or concern. Each Division will be responsible for their own programmatic activities. If additional assistance is needed or resource requests exceed the capability of DLES, the division will contact the Emer- gency Coordinating Officer who will forward these requests to the State Emergency Operations Center. 10 Support of the State Emergency Operations Center A s outlined in Chapter 252, Florida Statutes, the Department of Labor and Employment Security is tasked by the Department of Community Affairs to support Emer- gency Support Function 6 (ESF 6), Mass Care. DLES’ support of ESF 6 may include, but is not limited to, 24 hours a day, 7 days a week support in the State Emergency Operations Center and training uploads/Geographie/ emergency-guide.pdf