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HomeMy WebLinkAbout25 - Community Disaster Preparedness Coordinator ProgramCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 25 January 10, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Fire Department Tim Riley, 644 -3101, triley @city.newport- beach.ca.us SUBJECT: Establishing a Community Disaster Preparedness Coordinator Program RECOMMENDATION: 1) That the City Council approves a Budget Amendment of $55,590 to fund a Community Preparedness Coordinator position in the Fire Department beginning April, 2006. BACKGROUND: On October 11, 2005, the Fire Chief made a Study Session presentation to the City Council regarding the City's Disaster Preparedness program managed by the Fire Department. As a recap, the presentation stressed our current program's emphasis on three main areas: 1) Fire Department readiness, 2) Citywide employee readiness, and 3) community preparedness. We also responded to the Council's request for information regarding our ability to communicate with citizens before and during a disaster and our abilities to evacuate citizens from areas affected by a disaster. The Chief reported that while he believes our preparedness program is as good as most programs in municipal government today, we could do more with additional resources, particularly in the area of community preparedness outreach. In fact, we continue to learn how important community education and self - reliance really is; most recently through the aftermath of Hurricane Katrina. In order to work more closely with the community, the resource most critical to success is a person dedicated to this task. Current Disaster Preparedness Efforts: As reported on October 11, 2005, our current program emphasizes three main areas: 1) Fire Department readiness, 2) citywide employee readiness, and 3) community preparedness. While many of our staff contribute to meeting these objectives, we have Community Disaster Preparedness Coordinator Program January 10, 2006 Page 2 only one person whose duties are solely dedicated to disaster preparedness; Administrative Analyst Katie Freeman. Ms. Freeman is currently assigned as an Administrative Analyst until she completes an internship, after which she will be eligible for promotion to Emergency Services Coordinator. She is charged with the coordination of our entire disaster preparedness program, including such tasks as: • City compliance with State and Federal disaster preparedness programs • Maintenance of the City's Emergency Management Plan • Coordination with the Orange County Operational Area Plans and Programs • Effective operation of our City Emergency Operations Center and Department Operating Centers • Preparation and conduct of citywide disaster exercises • Preparation and dissemination of emergency preparedness educational materials for the community • Coordination of the Community Emergency Response Team (CERT) training program She receives some assistance with the CERT program from our Fire Department Community Education Coordinator Jennifer Schulz. This assistance is limited since Ms. Schulz has her own responsibilities for community education and public information. PROPOSAL TO EXPAND OUR COMMUNITY PREPAREDNESS PROGRAM: The City Council directed staff to come back with a recommendation as to how the City could enhance our capabilities and effectiveness in educating our citizens regarding disaster preparedness. As a result, Chief Riley is proposing the addition of a full -time staff position dedicated to disaster preparedness through community outreach. This person would have duties comparable to the Fire Department's Community Education Coordinator, but maintain a focus on "community" disaster preparedness only. This person would focus on developing and delivering topical information to our community. This person would have a primary focus on community outreach; delivering community preparedness information to the neighborhood level. Some of the duties this person would have are: • Develop and deliver a comprehensive library of community preparedness materials using the print media, community television, video message distribution and website application. • Reach out to the community through neighborhood groups, homeowners associations, business associations and community groups to engage them in disaster preparedness efforts. • Coordinate the CERT program; expanding it to meet demand. • Develop a program to enlist and capitalize on volunteers in the community; before, during and after a disaster, such as the Citizen Corps program. Community Disaster Preparedness Coordinator Program January 10, 2006 Page 3 The addition of this position would allow our current Emergency Services Coordinator to focus on City and department preparedness and compliance, thus improving these two areas as well. Expected Program Outcomes: Given the establishment of this position in April 2006, and the resources to support it, we would expect to accomplish the following objectives: By September 30, 2006, we will have developed a Basic Citizens Preparedness Course targeting our 137 Community Associations. By September 30, 2006, we will have doubled the number of C.E.R.T. classes available to citizens, increasing our annual enrollment from 70 persons to 140 persons per year. • By January 1, 2007, we will have developed a comprehensive library of Disaster Preparedness educational materials, customized to our target audiences (elementary school students, elderly population, business community members, etc.). We will have developed a plan to make sure at least one new piece of educational material is reaching a new audience each month. • By January 1, 2007, we will have presented our Basic Citizens Preparedness Course to 26 of our over 165 different Community Association audiences (1 per week). • By January 1, 2007, we will have developed a Disaster Preparedness Volunteer Corps, which encourages disaster preparedness volunteerism as an established program similar to that found in our Volunteers in Policing program. • By January 1, 2007, we will have developed a convergent volunteer registration and coordination policy. • By June 30, 2007, we will have exercised the use of our Volunteer Corps in support of a simulated disaster. • By January 1, 2008, we will have presented our Basic Citizens Preparedness Course to 78 of our over 165 different Community Association audiences (1 per week). • By January 1, 2008, we will have utilized our Volunteer Corps to deliver our Basic Citizen Preparedness Course to local community groups. Community Disaster Preparedness Coordinator Program January 10, 2006 Page 4 By January 1, 2009, we will have presented our Basic Citizens Preparedness Course to 130 of our over 165 different Community Association audiences (1 per week). At the completion of the first five years of the program's existence, we will have delivered basic disaster preparedness presentations to over 165 community associations, trained an additional 700 CERT members, created a corps of a hoped -for 100 disaster preparedness volunteers, delivered basic educational materials to over 2,000 elementary school children, and developed over 60 different disaster preparedness educational pieces for distribution through the printed and electronic media. A Complement to Our Existing Programs As mentioned earlier in this report, we have two other positions that currently support our community preparedness efforts: the Emergency Services Coordinator position and our Community Education Coordinator position. Both of these positions report to our Training and Education Division Chief, as would this position. This would allow the three positions to work seamlessly to coordinate their efforts while focusing on their specific assignments. The table below illustrates how the creation of this new position would enhance our ability to provide a comprehensive community preparedness program. Emergency Services Community Preparedness Community Education Coordinator Coordinator Coordinator City's Emergency Disaster Preparedness Junior Firefighter Program Management Plan (all- Educational Materials in Elementary Schools/ hazards ) CPR in the High Schools Compliance with Federal Outreach Programs for Public Safety Day and State Disaster Plans Community Associations Large and small -scale C.E.R.T. Program Project Wipeout (surf injury exercises prevention) Federal and State Grants Volunteers in Preparedness Drowning Prevention Program Coordinator Education City's Emergency Manage Convergent Holiday Safety Programs Operations Center/ Volunteers during a Department Operations Disaster Centers City Personnel Disaster Personal Preparedness for Fire Prevention & Beach Training City Employees Safety Education Programs Disaster Services Worker Business Preparedness Spark of Love/Toys for Tots Training Program Interagency Agreements Emergency Public Emergency Public (i.e. Red Cross, School Information Officer Information Officer Districts, Utilities) Community Disaster Preparedness Coordinator Program January 10, 2006 Page 5 FISCAL CONSIDERATIONS Acceptance of this proposal in total will require an amendment to our FY 2005/2006 budget of $55,590. The cost to maintain this program in FY 2006/2007 is $142,249. The entry-level salary ($53,997) and benefits ($24,093) for this position add up to $78,090 annually ($19,523 for the remainder of this fiscal year). This is based upon a salary range of $53,997 through $75,962. The total benefit costs range between $24,093 through $29,291. Establish Maintenance and Operations Accounts to support the Community Preparedness Coordinator - $38,650 annually ($9,663 for the remainder of this fiscal year). In support of the Community Preparedness Program, the following accounts are necessary to support this position: 2356 -8010 Advertising & Public Relations $7,000 2356 -8020 Automotive Service $800 2356 -8022 Equipment Maintenance $3,300 2356 -8024 Equipment Replacement $2,650 2356 -8030 Maint & Repair of Equipment $500 2356 -8060 Publications & Dues $400 2356 -8105 Training $5,000 2356 -8108 Training CERT $500 2356 -8112 Utilities — Telephone $600 2356 -8148 Supplies — Checks /Invoices /Forms $500 2356 -8200 Special Dept Supplies NOC $10,000 2356 -82002 CERT Program Supplies $7,000 2356 -8204 Uniform Expense $400 Provide for One -time Costs to Initiate the Program - $13,050. The following accounts are necessary to start this program: 2356 -9010 Computer /Software /Projector $5,500 2356 -9300 Office Furniture $6,700 2356 -9300 Uniforms $1,200 2356 -9300 Blackberry $250 To facilitate the success of this expanded effort, the Chief is proposing some additional budgeted expenses: Increase a part-time Marketing Specialist position in Recreation to full -time - $21,521 annually ($10,760 for half a year). The Recreation Department has a Marketing Specialist that works 32 hours per week. This person prepares all of the printed materials used to advertise recreational activities, including the Newport Navigator. We are proposing to increase this position from part-time (32 hours) to full -time (40 hours), Community Disaster Preparedness Coordinator Program January 10, 2006 Page 6 adding 8 hours per week to her job load, and job -share with Recreation. This person would be responsible for designing and developing all of our community preparedness and fire safety educational materials. Once this position is increased to full -time, the Fire Department would use this person 8 hours per week or more depending on the needs of the Recreation Department. Recreation and Senior Services Director Marie Knight is agreeable to this recommendation. We also are requesting $3,988 to provide for 100 hours of overtime annually dedicated to Community Preparedness. CONCLUSION The Fire Chief believes that with the additional resources recommended, this City will develop a complete disaster preparedness program that fully engages the residents, the City Council and City employees in a comprehensive preparedness effort that will be a model for other communities to emulate. and submitted by: Timothy Riley Fire Chief Attachments: Community Preparedness Coordinator Class Specification Budget Amendment CITY OF NEWPORT BEACH COMMUNITY PREPAREDNESS COORDINATOR DEFINITION: To coordinate the development and delivery of the Fire Department's disaster preparedness information and education programs for the community. DISTINGUISHING CHARACTERISTICS: This is distinguished from the Emergency Services Coordinator in that its main purpose is to prepare the community for a disaster whereas the main purpose of the Emergency Services Coordinator is to prepare the City internally in the event of a disaster. SUPERVISION RECEIVED AND EXERCISED: Receives direction from a Fire Division Chief. EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: Essential Job Duties • Participate in developing and maintaining the Fire Department's strategic community preparedness information and education plan; monitor and analyze trends in community preparedness education and recommend improvements; • Plan, develop, and implement a comprehensive, pro- active community outreach public education program emphasizing disaster preparedness and response for volunteers, staff, businesses, schools, medical organizations, homeowners associations and community groups; plan and implement emergency exercise events; • Represent the City as a Fire Department spokesperson during both emergency and non - emergency situations, when assigned; • Coordinate the development of community preparedness education and training materials including community events, newsletters and publications, videos, department website and multi -media presentations; • Develop and implement lesson plans for public education, training and emergency preparedness programs for volunteers, staff, businesses, schools, medical organizations, homeowners associations and community groups; • Assist with planning and implementing emergency exercise events; • Work with media representatives by providing briefings, presentations and Community Preparedness Coordinator City of Newport Beach Page 2 written literature to inform the public regarding disaster preparedness; • Perform a variety of administrative, operational, research and analytical duties in support of the program; develop reports, recommended policies, procedures, and forms; • Purchase and maintain inventory of items used in the promotion of community education programs; and • Perform related duties as assigned. QUALIFICATIONS: Knowledge of: Functions, procedures and practices of community relations, education and information; Curriculum and instructional materials development including the use of graphics, audio visual aides and photography; Effective instructional delivery strategies; Emergency Management, Disaster Preparedness, Incident Command System, National Instant Management Systems, National Response Plan and response procedures; Principles of municipal emergency services programs, policies, operations, services and activities; Causes and effects of natural and human caused disasters, emergency response command and public communications systems; Methods and techniques of effective administration report preparation and presentation; The operation of a desktop computer and applicable software; English usage, spelling, grammar, and punctuation; and Record keeping methods and procedures. Community Preparedness Coordinator City of Newport Beach Page 3 Ability to: Develop and implement preparedness education programs for the community; Effectively manage and coordinate a comprehensive community information program which includes planning and development, training, record keeping and reporting; Develop, conduct and facilitate training programs; Use desktop computer software, such as Word, Excel; PowerPoint; Publisher; FrontPage; Gather and analyze data and prepare comprehensive reports; Work creatively and collaboratively; Exercise sound independent judgment within established procedure guidelines; Handle stressful or sensitive situations with tact and diplomacy; Analyze problems and develop logical solutions; Work cooperatively with other departments, City officials and outside agencies; Communicate clearly and concisely, both orally and in writing; Appear for work on time; Follow directions from a supervisor; Understand and follow posted work rules and procedures; Accept constructive criticism; and Establish and maintain cooperative working relationship with those contacted in the course of work. This position may be required to work overtime hours as needed. EXPERIENCE AND TRAINING: Experience: Three years of increasingly responsible experience related to public information and community education. Specific experience in disaster preparedness is desirable. Community Preparedness Coordinator City of Newport Beach Page 4 Training: Equivalent to a bachelor's degree from an accredited college or university with major coursework in business administration, public administration or related field, supplemented by courses or formal training in the areas of crisis communication and public information, incident command, fire service operations, community education techniques, and emergency preparedness planning. Completion of the following coursework within six (6) months of hire: IS 700 - Introduction to National Instant Management Systems, ICS 800 - Introduction to National Response Plan, ICS 100- Introduction to Incident Command Systems, and ICS 200- Basic Incident Command Systems. LICENSE OR CERTIFICATE: C.F.S.T.E.S. Fire Instructor 1A and Fire Instructor 1B, or the equivalent. Possession of, or ability to obtain, an appropriate, valid California driver's license. Bargaining Group - Key & Management - Confidential Position Status: Regular, Full -time, Non - safety FLSA Status: Exempt City of Newport Beach NO. BA- 06BA -039 BUDGETAMENDMENT 2005 -06 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues NX from unappropriated fund balance EXPLANATION: AMOUNT: $55,590.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditure appropriations from unappropriated fund balance in the General Fund to create a Community Disaster Preparedness Program. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 010 3605 General Fund - Fund Balance $55,590.00 ' REVENUE ESTIMATES (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 2356 Fire - Community Preparedness Account Number 7' Salaries & Benefits $19,523.00 Account Number 8010 Advertising & Public Relations $1,750.00 Account Number 8020 Automotive Service $200.00 Account Number 8022 Equipment Maintenance $825.00 Account Number 8024 Equipment Replacement $662.50 Account Number 8030 Mainl & Repair of Equipment $125.00 Account Number 8060 Publications & Dues $100.00 Account Number 8105 Training $1,250.00 Account Number 8108 Training - CERT $125.00 Account Number 8112 Utilities - Telephone $150.00 Account Number 8148 Supplies - Checks/Invoices/Forms $125.00 Account Number 8200 Special Dept Supplies $2,500.00 Account Number 82002 CERT Program Supplies $1,750.00 Account Number 8204 Uniform $1,300.00 Account Number 9010 ComputerlSoftwarelProjector $5,500.00 Account Number 9300 Equipment NOC $250.00 Account Number 9400 Furniture & Fixtures $6,700.00 Account Number 4510 Recreation - Administration Account Number 7' Salaries & Benefits $12,754.50 Automatic System Entry. Signed: O/— D/�rJ� Financial Approval: Administrative ervices Director Date Signed: !/s✓ %7 Da Administrative Approv : City Manager Date Signed: City Council Approval: City Clerk Date