ADMINISTRATIVE MANUAL
REVISED: DECEMBER, 2019
In Cooperation with Department of Homeland Security
Federal Emergency Management Agency
CALIFORNIA TASK FORCE 4
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TABLE OF CONTENTS
FOREWARD 6
CHAPTER 1 - OVERVIEW 7
AUTHORITY 7
APPLICATION 7
OBJECTIVES 7
RELATION TO PROCEDURES 7
GENERAL 7
TASK FORCE REVISION POLICIES 7
NATIONAL INCIDENT MANAGEMENT SYSTEM 7 TASK FORCE AUDIT POLICIES 7
CHAPTER 2 - GUIDELINES 8
GENERAL COMPLIANCE 8
PRACTICES 8
PERSONNEL NOTICE OF CHANGE 8
FIREARMS 8
ATTENDANCE 8
GENERAL 8
CHAPTER 3 – PERSONAL CONDUCT 9
OBEDIENCE OF LAW 9
SUBSTANDARD PERFORMANCE 9
PROFESSIONAL CONDUCT 9
INSUBORDINATION 9 POLITICAL LOBBYING 9
SLANDER 9
USE OF ALCOHOL – NON-PRESCRIBED DRUGS – NARCOTICS 9
CIVIL ACTIONS 9
BRIBES OR GRATUITIES 9
CHAPTER 4 - MANAGEMENT STRUCTURE RESPONSIBILITIES 10
SPONSORING AGENCY 10
SPONSORING AGENCY ADMINISTRATION 10
SPONSORING AGENCY CHIEF 10
PROGRAM MANAGER SELECTION 10
WORK GROUP ASSIGNMENT 10
WORK GROUPS 10
PROGRAM MANAGER 10
CACHE MANAGER 11
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GRANTS MANAGER 12
ADMINISTRATIVE SUPPORT SPECIALIST 12
TRAINING COORDINATOR 12
TASK FORCE MEDICAL COORDINATOR 12 CANINE TRAINING COORDINATOR 12
CHAIN OF COMMAND 12 REQUEST FOR SUPPORT FROM SPONSORING AGENCY 12
CHAPTER 5 - TASK FORCE MEMBERSHIP PRACTICES 14
GENERAL 14
MEMBERSHIP RECRUITMENT 14
APPLICATION PROCESS 14
RESERVE MEMBERS 14
NON-DEPLOYABLE – TRAINING REQUIREMENTS 14
DEPLOYABLE MEMBERS 14
NON-DEPLOYABLE - AGENCY REQUESTED 14
INACTIVE-TASK FORCE MEMBER REQUESTS 14
EXTENDED LEAVE INJURY OR VOLUNTARY NON-DEPLOYABLE 15
PERSONNEL FILES 15
TASK FORCE ISSUED EQUIPMENT 15
SEPARATION POLICY 15
MEMBERSHIP NOTIFICATION SYSTEM 16
CHAPTER 6 - POSITION SPECIFIC TRAINING REQUIREMENTS 17
GENERAL 17
CHAPTER 7 - TRAINING CONSIDERATIONS 18
ATTENDANCES AT AND RECORDING OF TRAINING EVENTS 18
ATTENDANCE AT FEMA SANCTIONED TRAINING 18
TRAVELS FOR FEMA MEETINGS AND WORK GROUPS 18
CHAPTER 8 - TASK FORCE TRAINING 19
GENERAL 19
TASK FORCE WEBSITE AND INTERNET BASED TRAINING 19
SAFETY OFFICER REQUIREMENTS 19
ANNUAL TRAINING REQUIREMENTS 19
TRAINING COORDINATOR RESPONSIBILITIES 19
INSTRUCTOR RESPONSIBILITIES 19
CHAPTER 9 - PAYROLL, INVOICING AND FINANCES 20
GENERAL 20
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TIME SHEETS 20
TRAVEL POLICIES 21
BACK-FILL 21
RESPONSIBILITIES FOR REIMBURSEMENT 21
PAYROLL DISPUTES 21
ALERTS OR ACTIVATION 21
TASK FORCE STAFF SALARY 21
EQUAL EMPLOYMENT OPPORTUNITY 21
SOP FOR PROCURING GOODS AND SERVICES 21
SOP FOR TRACKING & RECONCILING COOPERATIVE AGREEMENTS 22 SOP FOR RECONCILING CLEARED/CASHED CHECKS 22
CHAPTER 10 - PROCEDURE FOR FILLING ROSTER POSITION VACANCIES 24
GENERAL 24
APPOINTMENT FOR ROSTERED POSITIONS 24
ANNOUNCEMENT OF TEAM POSITION OPENING 24
APPLICATION PROCESS 24
REVIEW PROCESS 24
PROGRESSION THROUGH THE RANKS 24
TASK FORCE LEADERS 25
CHAPTER 11 - CODE OF CONDUCT 26
GENERAL 26
DEPLOYMENTS 26
CHAPTER 12 - TASK FORCE CANINE PROGRAM 27
TASK FORCE CANINE PROGRAM – ADMINISTRATION 27
TASK FORCE SEARCH TEAM COORDINATOR 27
TASK FORCE CANINE TRAINING COORDINATOR 27
TASK FORCE CANINE HANDLERS 27
TASK FORCE CANINE TRAINING 27
CANINE SEARCH SPECIALIST COURSE 28
CERTIFICATION OF TF CANINES 28
CANINE CARE, FOOD AND NUTRITION 28
CANINE TEAM STIPEND 29
DEPLOYMENTS 29
CHAPTER 13 - EQUAL OPPORTUNITY, AFFIRMATIVE ACTION
AND SEXUAL HARASSMENT 30
DIRECTIVE 30
RATIONALE 30
GENERAL GUIDELINES - DEFINITION 30
SEXUAL HARASSMENT 30
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ENVIRONMENT FREE FROM HARASSMENT 30
CHAPTER 14 TASK FORCE UNIFORMS 31
GENERAL 31
UNIFORMS & GEAR BAG 31
EXCHANGING, TRADING OR SELLING PROPERTY THAT BELONGS
TO THE TASK FORCE 31
MISSION ISSUED EQUIPMENT 31
CHAPTER 15 - TASK FORCE DRIVER PROGRAM 32
GENERAL 32
SELECTION PROCESS 32
COMMERCIAL DRIVERS LICENSES (CDL) 32
DRIVER QUALIFICATIONS 32
APPLICATION PROCESS 32
ADDITIONAL TASK FORCE REQUIREMENTS 33
CHAPTER 16 - CONVOY STANDARDS AND TASK FORCE VEHICLES 34
GENERAL 34
CONVOY 34
DEPLOYMENT TYPES 34
DRIVER ROTATION 34
CARGO INSPECTION 34
VEHICLE SAFETY INSPECTION 34
CHAPTER 17 - MEDICAL RECORDS & USE 35
GENERAL 35
MEDICAL RECORDS FOR DEPLOYMENT 35
DENIAL OF DEPLOYMENT FOR MEDICAL REASONS 35
DENIAL FOR DEPLOYMENT PROCEDURE 35
CHAPTER 18 - FAMILY SUPPORT UNIT 36
GENERAL 36
UNIT COMPOSITION 36
EMERGENCIES AT HOME 36
CHAPTER 19 - WORKERS COMPENSATION 37
GENERAL 37
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COVERAGE 37
REPORTING INJURIES 37
TASK FORCE MEMBER’S RESPONSIBILITY 37
LOCAL AND FEDERAL COVERAGE 37
NOTIFICATION OF COVERAGE TO TASK FORCE MEMBERS 37
REPORT TO EXECUTIVE BOARD 37
CHAPTER 20 - TEAM ACTIVATION AND ROTATION 38
GENERAL 38
ROTATION 38
PERIOD OF NON-AVAILABILITY FOR DEPLOYMENT 38
FAILURE TO ACKNOWLEDGE NOTIFICATION 38
ALERTS FOR LOCAL, STATE OR FEDERAL DEPLOYMENTS 38
ACTIVATION 38
MULTIPLE INCIDENTS FOR FAILURE TO ACKNOWLEDGE NOTIFICATIONS 39 MULTIPLE ACTIVATIONS 39
FINANCIAL PRACTICES 39
TIME RECORDS FOR EMPLOYEES 39
RECORDS, FORMS & POLICY 39
COOPERATIVE AGREEMENTS / STATEMENT OF WORK PROCESS 39 EXPENDITURES MONITORING 39
TASK FORCE MEMBER COMPENSATION 39
CHAPTER 21 - COOPERATIVE AGREEMENT ADMINISTRATION 40
ANNUAL AGREEMENT PREPARATION 40
LEGISLATIVE REQUIREMENTS 40
AGREEMENT REPORTING 40
BUDGET PREPARATION 40
BUDGET APPROVAL PROCESS 40
DOCUMENTATION RETENTION & STORAGE 40
CHAPTER 22 - PUBLIC RELATIONS 41
NON-EMERGENCY ACTIVITIES 41 SYSTEM IMPLEMENTATION 41 MEDIA-RELATED INFORMATION FLOW 42 POINT OF ARRIVAL/MOBILIZATION CENTER 42
MEDIA MANAGEMENT SUGGESTIONS 44
APPENDICIES __
APPENDIX 1 – CITY OF OAKLAND – OAKLAND CITY COUNCIL RESOLUTION APPENDIX 2 – CITY OF OAKLAND – ADMINISTRATIVE INSTRUCTIONS – AI 701 APPENDIX 3 – CATF-4 – STAFF AND DISCIPLINE MANAGERS ORGANIZATIONAL CHART APPENDIX 4 – NATIONAL US&R RESPONSE SYSTEM CODE OF CONDUCT AGREEMENT Page | 6
FOREWARD
The purpose of this document is to provide guidance for pre deployment administration and routine management of the Task Force. This document is designed in a manner to provide a step by step reference for the many ongoing administrative and management processes to assure that the Task Force is in a constant state of readiness to perform Federal disaster response to major disasters incidents.
The National Urban Search and Rescue (US&R) Response System provides for the coordination, development, and maintenance of the Federal effort with resources to locate, extricate, and provide immediate medical treatment to victims trapped in collapsed structures; and to conduct other lifesaving operations.
This manual shall be readily available to CA-TF4 personnel as well as the Sponsoring and Participating Agencies.
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Chapter 1
OVERVIEW
Authority - This manual shall not limit the authority granted to the Task Force Program Manager, Executive Committee, or any Chief of the Sponsoring Agency or Participating Agencies.
Application - This manual applies to personnel who have administrative duties for California Task Force 4.
Objectives - It is the objective of this manual to provide guidance and direction to the members of California Task Force 4, who have day to day administrative duties for the Task Force. The guidelines contained herein are intended to be general in nature.
Relation to Procedures - Members are responsible for compliance with the procedures in this manual and by inference, all policies and procedures related to them.
General - This Administrative Manual contains general guidelines and the policies and procedures regarding the various types of memberships of the Task Force and application process. It also contains general and specific requirements of Task Force members. The manual also contains the management structure of the Task Force and methods for advancement within the Task Force.
Task Force Revision Policies –
1. Existing policies will be revised when changing conditions create a need to update them.
2. An effort should be made to thoroughly review existing, related policies to prevent duplication or overlap.
3. A policy that has been revised more than once will be issued with the new revised date, and the last revised date will be removed from the document, to prevent confusion.
4. Any member who becomes aware of a policy needing revision is encouraged to notify the program coordinator of the policy number and the need for revision.
It is the responsibility of the Program Coordinator to ensure that policies are reviewed no more than every three (3) years. As policies are living documents, any member of the task force may bring forth a recommendation for a change. Additionally, the FEMA system may require changes due to operational direction or legislation. Major changes include new policy, significant rewrites, and changes in legislation. Minor changes include minor corrections or changes that do not affect the meaning content or interpretation of the document. Any changes must be presented at the task force general membership meeting where attendance is required for deployment eligibility.
National Incident Management Systems- Resolution adopting the National Incident Management System (NIMS) for the Sponsoring Agency/City of Oakland and implementing mandated NIMS training for all City of Oakland employees to comply with Homeland Security Presidential directive as indicated in Appendix 1.
Task Force Audit Policies - Task Force audit and inspection policies and procedures which includes the audit finding resolution process is outlined in the Implementation of Audit Recommendations in Appendix 2.
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Chapter 2
GUIDELINES
General Compliance - All members shall comply with guidelines, policies and procedures of California Task Force 4. Performance shall meet the expectations as described in position descriptions, and shall be in accordance with levels of training, certification, standards, and/or legislation.
Practices - Members shall exercise common sense safety practices while performing their duties. They shall adhere to safety regulations as set forth in the latest versions of the Operational Position Descriptions, as well as any direction given from those above them in the chain of Command of the Task Force. The degree to which safety practices are followed may act as a mitigating or aggravating factor in cases of discipline. When incidents occur as a result of failure to exercise appropriate caution a task force member may be disciplined, up to and including termination from the Task Force.
Personnel Notice of Change - Members, who change their personal address, telephone number, etc.are responsible for notifying the Task Force within thirty (30) days of the change. Members should use the Member update form located on the Task Force designated personnel information website.
Firearms - Members shall not carry or discharge any firearms or missile propellant device while on Task Force property, any mission or training exercise.
Attendance – Members are required to make quarterly training contacts and to meet the Task Force required 24 hours of training and administrative contact.
General - Members shall make every effort to be on time, in appropriate Task Force or agency uniform and ready for trainings, work details, alerts and or activations, etc.
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Chapter 3
PERSONAL CONDUCT
Obedience of Law - All members are required to obey all laws and ordinances of the Sponsoring and/or Participating Agency, the State of California, and the United States.
Substandard Performance - Any member who fails to meet Task Force training requirements and/or neglects to acquire the necessary knowledge, skills, and abilities to properly perform their duties will be non-deployable.
Members who by continued neglect or carelessness, cause damage to any Task Force property, tools, appliances, and/or equipment shall be subject to disciplinary action by their sponsoring agency. Disciplinary action may be up to termination from the Task Force.
Professional Conduct - Each member is expected to conduct themselves in a professional and credible manner as prescribed in the National Urban Search and Rescue Response System Code of Conduct.
Insubordination - Members of the Task Force shall respect and obey all officers and all personnel within the Task Force organizational structure. Absent an immediately hazardous situation, a member who questions an order shall obey the order and submit objections as an after-action issue when the mission is completed.
Political Lobbying – Members of the Task Force shall advise the CA-TF 4 Program Office of any lobbying activities that affect, or may affect local, state or federal US&R programs or funding.
Slander - Any member making a false report about the character or conduct of a member of the Task Force or using his/her name without consent for any improper purpose, shall be subject to disciplinary action by their sponsoring agency.
Use of Alcohol - Non-Prescribed Drugs – Narcotics No alcoholic beverages, non-prescribed drugs or narcotics shall be carried, consumed, or used on any property belonging to the Task Force or during any exercise, alert or activation. No member of the Task Force shall enter or patronize any place where alcoholic beverages are sold while on an Alert or Activation for the purpose of purchasing or consuming alcoholic beverages. No member shall purchase alcoholic beverages while wearing any article of uniform bearing the Task Force name or logo.
There shall be no detectable amount of alcohol or non-prescribed substances in a member’s system during any Task Force activity.
Civil Actions - No member shall institute civil actions arising from an occurrence while performing the duties of a Task Force member, without first notifying the Task Force Program Manager and the Executive Committee.
Bribes or Gratuities - No member shall accept a bribe or gratuity or solicit or accept any compensation or reward for services performed in the line of duty. If approached with a bribe, the member shall immediately notify their supervisor. Persons wishing to make a donate to the Task Force shall be referred to the Task Force Program Manager.
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Chapter 4
MANAGEMENT STRUCTURE RESPONSIBILITIES
Sponsoring Agency - Provide enough staff for management and administration of the US&R Task Force day- to- day activities to accomplish required supervisory, administrative, training and logistical duties. Primary areas of concern are program management; grants management; administrative support; training coordination, instruction and support; logistics management and accountability. This shall include, but is not limited to, funding personnel salaries and expenses relating to Task Force development and management; record-keeping, inventory and maintenance of the US&R equipment caches; correspondence with Task Force members and parties who support Task Force activities; along with similar management and administrative tasks.
Sponsoring Agency Administration - To manage and ensure that CA-TF 4 operational readiness is maintained, and program mandates are being met.
Sponsoring Agency Chief - The sponsoring agency Fire Chief shall be responsible for overall operation of the Task Force. The Fire Chief shall also select a Program Manager to be responsible for the day-to-day operations, ensure program objectives and national program mandates are being achieved. The Fire Chief shall be responsible for making the final approval or rejection for any disciplinary issue, expenditure of funds and removal of any Task Force member. The Chief may appoint a designee to represent him/her for any vote taken by the sponsoring agency Chief’s or to oversee all operations of the Task Force on a local level. The sponsoring agency Chief shall also be advised of any recommendations for the position of Task Force Leaders and shall be part of the selection team. The sponsoring agency Chief or his/her designee will be responsible for final approval for all operational matters of the Task Force.
Program Manager Selection - The sponsoring agency Fire Chief of the Department shall appoint a Fire Officer, or Civilian with appropriate background, who shall serve as the program manager and shall be responsible for overseeing the overall management of day-to-day operations of the Task Force and to ensure Task Force compliance with all federal requirements and mandates. The Program Manager will supervise the Program Coordinator. The Program Manager shall chair the Executive Committee and shall ensure they meet on a regular basis to address the needs of the Task Force. The program manager shall also forward all recommendations from the Executive Committee for review by the Fire Chief.
Work Group Assignment - The Program Manager may appoint members to Work Groups to assist managing various functions of the Task Force.
Work Groups - The Work Groups shall consist of selected Task Force members. The Work Groups are responsible for supporting the overall management of the Task Force, and helping to ensure operational readiness and deployment status of the Task Force members that they represent. Work Groups will also be tasked with providing and assisting in training, policy development, and cache management. All information that is received for implementation is reviewed and approved by the Program Manager’s Program Coordinator (PC) - Serves as the single point of contact (POC) for all matters related to the Task Force as required by the national US&R program. The PC assures that all the terms and conditions of the Memorandum of Agreement (MOA) with the Federal Emergency Management Agency (FEMA) are met. The PC routinely meets with other members of the national program, and the local program and serves as the liaison with other staff, Work Groups and personnel of the Oakland Fire Department, Participating Agencies, and other affiliate personnel as needed.
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The Program Coordinator shall be responsible for the day-to-day operations and shall work with the various groups and full-time employees to ensure that Task Force is meeting all requirements of FEMA. The Program Coordinator shall assure that reports are prepared for the Sponsoring Agency and Work Groups and provide documentation of the accomplishments of the Task Force, areas of deficiencies and corrective actions that will be initiated for any deficiency, and provide reports to the national US&R Program Office.
The Program Coordinator’s responsibilities shall include but are not limited to scheduling meetings, setting program goals, development of the Strategic Plans, annual work and training plans and provide that such is transmitted to the executive board for approval, work with all Team Managers to ensure training is meeting program objectives and maintaining operational readiness. The Program Coordinator shall work with the Logistics Team Manager to ensure all equipment that is needed by the Task Force is purchased and the proper maintenance is conducted for all equipment. The Program Coordinator shall also be responsible for ensuring all training and personnel files are being maintained assure the development of Operational Readiness Exercises as required by the statement of work annual, and to handle any additional tasks as needed. The Program Coordinator may delegate duties as he/she sees fit to accomplish the PM goals.
It shall also be the responsibility of the Program Coordinator, or designee, to handle all Workers Compensation Claims, local and/or federal, to ensure all documentation is filed for the claim.
Cache Manager (CM) - The CM is responsible for cache maintenance and repair, and to assure that the cache is kept in a constant state of readiness. The Cache Manager supervises part-time CA-TF 4 logistics personnel and Interns in routine equipment maintenance activities. The CM assures that training activities are supported with equipment, assists with purchasing and preparing documentation such as the Mobilization Manual and reports.
The Cache Manager shall be responsible for the management of the cache while stored at the US&R logistics center. The CM responsibilities shall include, but are not limited to:
● Conducting periodic inventories of the cache to ensure property accountability.
● Actively manage the surplus of excess property.
● Identify equipment that is damaged or destroyed and file the correct federal property disposition documentation.
● Accountability forms, and Submit all requests for replacement items for used, expended or damaged equipment and all purchases must meet all federal, state and local requirements.
● Ensure cache readiness and maintain an inventory tracking system.
● Ensure all equipment and vehicles are being maintained per manufacturer’s warranty requirements.
● Ensure all equipment issued to deploying Task Force members is accounted for.
● Ensure the Task Force can meet all deployment requirements as set forth by FEMA, and handle any additional tasks as assigned by the Program Manager.
● Assist in preparing reimbursement records, training records and equipment maintenance records.
This function may be performed by multiple individuals working under this description.
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Grants Manager (GM) - The Grants Manager shall be responsible for ensuring all reports are submitted to FEMA on time. The GM also oversees all expenditures that are incurred by the Task Force to ensure all reporting requirements are met with the various grants that are available to the Task Force. Responsibilities shall include, but are not limited to:
● Filing all annual and semi-annual reports for grant expenditures and activity reports with the national US&R Program Office within required timelines.
● Submissions for mission reimbursements, tracking of all grant expenditures.
● Work with the City of Oakland purchasing and payroll personnel to ensure all expenditures are charged to the correct grant.
● Assist in the annual Task Force budget and submit to the Task Force Managers for review before submitting to FEMA. The GM is supervised by the Program Managers and assists with any other tasks as assigned.
Administrative Support Specialist – The Administrative Support Specialist is responsible for daily administrative support services of CATF-4. He or she performs all executive assistant, office management and administrative support for the Task Force. He or she relieves the Task Force Program Coordinator of certain administrative details by routinely and independently performing administrative support tasks such as research, contacting outside vendors, Sponsoring Agency, Participating
Agencies, Task Force Leaders, Agency Representatives, Task Force members, FEMA, OES, and NDMS (National Disaster Medical System). He or she is the daily contact for warehouse security and accessibility.
Training Coordinator – The Training Coordinator serves is responsible for administrative and supervisory work planning and coordinating the Task Force’s training program. Work involves researching, developing and managing training programs for all task force personnel; developing and administering evaluations to determine individual employee performance in a wide variety of US&R areas. Work also involves managing the development and maintaining lesson plans, drill manuals, training records and examination scores for each employee. Supervision is received from the Program Manager with work being reviewed in the form of the overall effectiveness of the delivery of Urban Search & Rescue services. Supervision is exercised over others as needed.
Task Force Medical Coordinator - The Task Force Medical Director shall be responsible for overseeing all Task Force medical operations. The Medical Director shall review all medical policies of the Task Force and establish operational guidelines for use to screen personnel medically at the time of deployment. The medical director will comply with national program standards.
Canine Coordinator - To ensure the readiness of the Task Force Canines, the Program Manager shall appoint a Task Force Canine Training Coordinator. The Task Force Canine Training Coordinator shall be responsible for canine readiness, conducting canine training and developing canine training plans to ensure achievement of Type I certification by the FEMA US&R Canine Program.
Chain of Command - The Task Force functions as a paramilitary organization and as such functions through a chain-of-command structure (Appendix 3). During non-deployment activities, personnel shall report to their Group Coordinators, and Team Managers. The Trainers shall be responsible for working with the Training Manager to ensure personnel assigned to them are maintaining their required training, responding to all requests for certificates of completion for mandatory classes and assisting with any special details.
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Request for support from Sponsoring Agency - All requests for staff, equipment, logistical support, and fiscal support from the Oakland Fire Department as the Sponsoring Agency shall be approved and processed through the CA-TF4 Program Coordinator, OFD Assistant Chief responsible for Special Operations, and the Program Manager (currently the Deputy Chief of Operations).
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Chapter 5
TASK FORCE MEMBERSHIP PROCEDURES
General - Only those personnel who have met both federal and local requirements are deployed on any mission.
It is important that an impartial selection system is in place. Personnel are placed in a primary position based on their level of training and accomplishing program requirements or requests made by the individual Task Force member.
Membership Recruitment – Sponsoring Agency and Participating Agencies are responsible for recruiting their members to join the TF. Quarterly we will have a Reserve Workshop where interested personnel will be able to attend and go through the application process of joining the TF.
Application Process - Applications for TF membership will be accepted annually with advanced notice as provided. Applications will only be accepted for vacant positions. Any member of the Sponsoring Agency, Participating Agency, or a member of the general public who can provide a special skill that is required of the Task Force shall make written application for membership utilizing the federal forms required by the FEMA Program Office. Completed Applications shall be presented at the first available Executive Committee meeting for acceptance into the program. Once approved, the application will be entered into the personnel database utilized by the Task Force. Should the applicant be rejected, the Program Manager shall notify the individual in writing and provide information as the reason the applicant was rejected. All applicants will be at a level of “Administrative Not Deployable” until all requirements are met. Positions are occasionally identified as “open recruitment” with candidates fast tracked due to program needs (i.e. Haz Mat, Structural Engineers, Canines).
Reserve Members - Participating and Sponsoring Agency members who have completed the application process, and are awaiting opportunity to become rostered, shall be considered Reserve Members. Reserve Members are eligible to take part in all training and exercises.
Deployable Members - Any Task Force member who has completed minimum administrative and training requirements will be a deployable member. Members in this classification will be eligible for deployment and shall be placed on the roster. This status is determined by the current Program Directive in place and the overall Rostered, Trained or Deployable status determined by this guideline.
Non-Deployable, Agency Requested - If the Sponsoring or Participating Agency desires to have a member removed from the deployable status, they may do so in writing to the Program Manager. The individual affected must be informed in writing of their status change, the reason and the projected date that the agency will allow the member to return to deployable status. In the case of the non-deployable status exceeding six (6) months the member must surrender their roster position and when returned to deployable status will be placed on the roster only if there is an open position for which they qualify. If no vacancies exist, the member shall be placed on the Reserve Roster and remain there until a position becomes available.
Non-Deployable, Training Requirements - Newly rostered members with the Task Force shall be listed as ‘Non- Deployable, Training Requirements. They are not deployable until they have completed required training.
Inactive, Task Force Member Requests - Any deployable member may request non deployable administrative leave for a period not to exceed one (1) year. This written request shall be submitted to the PM. In the case of leaves exceeding six (6) months the member must surrender their roster position and when ready to return to deployable status will be placed on the roster only if there is an open position for which they qualify. If no Page | 15
vacancies exist, the member shall be placed on the Reserve Roster and remain there until a position becomes available.
Extended Leave Injured or Voluntary, non-deployable - Any member on extended leave for any reason shall be placed in this classification with a strike through their name. For leaves exceeding six months the member must surrender their roster position and when released to full duty or returning shall be placed on the roster only if there is an open position for which they qualify. If no vacancies exist, the member shall be placed at the top of the Reserve Roster and remain there until a position becomes available.
Personnel Files - The Task Force will maintain a personnel file for each member. Each member may review their file upon request to the PM or the Administrative Specialist. No member will be allowed to remove any documentation. It is the responsibility of each Task Force member to supply current copies of the following documents:
● OF612 Government Application
● Appointment Affidavit
● FEMA / CA-TF 4 Code of Conduct
● Completed Immunizations Form or signed waiver per Directive 2005-008
● Fit for Duty Form or Current Medical Physical exam – (Documentation may be provided the Sponsoring Agency)
● Current Medical Certificate (Basic First Aid, EMT-Basic, EMT-I, EMT-P etc.) Cardio- Pulmonary Resuscitation CPR
Note: Additional documentation may be required due to current Position Description Requirements.
Task Force Issued Equipment - Task Force members terminated, retired or resigned are removed from the roster and must return all TF issued equipment within thirty (30) days of being so removed. Any member who requests separation from the Task Force shall be responsible for returning all issued equipment.
Separation Policy – At any time a rostered member or reserve member may provide a written request to be removed from the team. Once a written request has been received the TF database will be updated and their rostered position will be made vacant. If a rostered member or reserve member become inactive for more than two years, they will be asked to leave the team. If they are a rostered member the TF database will be updated, and their rostered position will be made vacant. A member may be terminated from the Task Force for any of the following reasons:
● Fails to maintain all requirements of deployable status
● Fails to make up any training requirements as set forth by the Training Coordinator
● Fails to pass the required medical exam
● Fails to meet all mandatory immunization requirements
● Is found guilty of misconduct or in violation of the Code of Conduct and dismissal is recommended by the program manager and approved by the Executive Committee Page | 16
Membership Notification System – Upon notification that CA-TF4 has received an Alert Order or Activation Order, the Program Coordinator or delegate shall contact Alameda County Regional Emergency Communications Center (ACRECC), at (925) 447-4257. They shall notify ACRECC of the Order type, and request a Code Red notification to CA-TF4 members. The Program Coordinator may choose to alert all CA-TF4 members, or select specific groups in the Code Red system, depending upon the needs of CA-TF4 at the time of order.
The Task Force implements multiple systems for notifying its active and reserve members of upcoming trainings, updates, and deployments. These notifications are implemented using email, CA-TF 4 website and application services. The CA-TF 4 website provides current drill information for the given year with dates and locations. An email distribution list has been created to be able to update personnel with drill information, TF updates and reminders. A CA-TF 4 “WhatsApp” group has been created to help keep the team updated with deployment/activation information. When notified of a deployment, TF members are notified through their Agency Representatives and through “WhatsApp” alerts.
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Chapter 6
POSITION SPECIFIC TRAINING REQUIREMENTS
General - To maintain program compliance for training requirements set forth by the National US&R Training Work Group and approved by the Operations Work Group and FEMA Program Office, additional training requirements have been established as mandatory for the various positions within the Task Force. All roster personnel must complete these requirements. Personnel who desire to hold a particular higher position within the Task Force should consider completing these courses prior to the announcement for any position opening.
Additional information can be obtained by referencing current revisions of position descriptions as maintained in the Training Program Administration Manual in the Task Force Program Office. The positions requiring these additional training requirements are:
● Task Force Leader
● Safety Officer
● Search Team Manager
● Technical Search Specialist
● Canine Search Specialist
● Rescue Team Manager
● Rescue Squad Officer
● Rescue Specialist
● Heavy Rigging Specialist
● Medical Team Manager
● Medical Specialist
● Planning Team Manager
● Technical Information Specialist
● Hazardous Materials Team Manager
● Hazardous Materials Specialist
● Logistics Team Manager
● Logistics Specialist
● Communications Specialist
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Chapter 7
TRAINING CONSIDERATIONS – TRAVEL and ATTENDANCE
Attendance at, and Recording of, Training Events - Members attending FEMA/CA-TF4 sanctioned training conducted at the Task Force designated location shall be responsible for signing in and out on a Task Force training roster/timesheet (ICS 211B) or another approved roster sheet. This will ensure proper documentation of the member’s attendance and participation.
Attendance at FEMA Sanctioned Training, Travel and Reimbursement - Several positions within the Task Force require successful completion of specialized training. Selection for these training opportunities will be done by the CA-TF 4 Program Office in Consultation with position specific managers. Final approval is granted by the Program Manager and the prospective students Agency Representative. Once the members have been selected to attend the class, the Program Office shall enroll via ESF#9TrainingPortal Task Force members who will be in attendance. The Task Force member selected for training shall file all requests for travel arrangements providing the best departure and return time, any special needs for travel, and dates and times for the class. No airline tickets shall be purchased until the CA-TF 4 Program Office has approved the travel dates and cost. All appropriate travel authorizations and/or paperwork required by the Task Force members’ home agency will be completed by said member. The Task Force will be responsible for all airline costs to attend the class. Standard GSA per diem will be paid for meals unless Participating Agency rules preclude it. Costs for cab fares, car rentals (when approved in advance) or parking fees at airports are reimbursable with proper documentation. It is the responsibility of any Task Force members who cannot attend a class that they have been registered for to notify the Program Office as soon as they are aware, they will be unable to attend. Should a member cancel their attendance after the cancellation deadline for the hotel, they shall not be reimbursed for this cost. Personnel are permitted to drive personal cars to attend FEMA training with pre-approval and will be reimbursed the lesser of mileage costs or air travel costs.
Travels for FEMA Meetings and Work Groups - Members that are to attend FEMA Task Force Leaders/Program Manager or Work Group Meetings shall be notified by the Program Office of the meeting dates. These Task Force members shall submit an email request to attend the meeting and will follow all guidelines as stated in this manual for travel and reimbursement.
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Chapter 8
TASK FORCE TRAINING
General - The Task Force will develop an annual training schedule for the various disciplines of the Task Force; this information will be reviewed and posted following approval and additions or deletion from the Training Work Groups. It will be the responsibility of the Training Coordinator to meet with the Work Groups to identify the subject matter for the training and dates class will be conducted.
Training for the various disciplines should be designed to address operational readiness concerns and to meet the objectives of the position. The Work Groups and Training Coordinator shall identify the instructors that will be used for each of the sessions.
Task Force Website and Internet Based Training - The Task Force website will be used for training that can be completed on-line when available. Web based training must meet all program requirements that have been approved by the Program Manager. All on-line training must be pre-approved by the Program Office and have an evaluation component which demonstrates understanding of the subject.
Safety Officer Requirements - A Safety Officer shall be required for all practical sessions for any technical or hazardous conditions including but not limited to: Rope Technician, Confined Space Technician, Trench Technician and Structural Collapse Technician Courses.
Annual Training Requirements - Each member of the Task Force shall attend all required training, position specific and general, offered by the Task Force to remain Active and/or deployable.
Training Coordinator Responsibilities - It is the responsibility of the Training Coordinator to work with the instructors to ensure training is afforded to all members. The Training Coordinator shall work with the instructors to identify all literature needed for the class. Training Coordinator shall be responsible for insuring these items are available for the class.
Instructor Responsibilities - The instructor will provide a list of class needs to the Training Coordinator and the Cache Manager at least two weeks prior to the class. Should books or other materials need to be purchased; the instructor will provide 30-day advance notice to enable the materials to be acquired. Should equipment in the cache be needed for the class it is the responsibility of the instructor to present an equipment list (60-1) not less than two weeks prior to class for the Cache Manager to have the equipment ready. The Instructor shall be responsible at the completion of the class to work with the Cache Manager to assign personnel to assist with the cleaning of the equipment and returning it to a ready state for deployment. All equipment expended shall be recorded and the Cache Manager shall reorder the items to maintain cache readiness. Should any equipment be damaged or fail to operate properly the appropriate “out-of-service” tag shall be completed and placed on the item. The out-of-service item shall be placed in the appropriate area within the warehouse until repaired or sent to the appropriate company for repairs. The Program Manager and Cache Manager must be immediately notified of damaged, missing or stolen equipment.
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Chapter 9
PAYROLL and INVOICING PROCEDURE
General - Personnel are responsible for signing in for all approved events and for signing out on the approved Task Force timesheet. Should a member fail to sign in or out, the reimbursement for the individual will not be initiated until all information is provided to the Program Office. Personnel will be compensated only for the authorized length the time participating or assisting. Instructors are afforded time to set-up before the class and for the time they need to return to the classroom and equipment back to a state of readiness. Any personnel requested to assist the instructor in setting up and returning equipment to a ready state must be noted on the sign- in sheet and approved by the instructor prior to reimbursement and/or compensation. Non-salary expenses must be pre-approved by the Program Office.
Time sheets - Personnel must use the approved Task Force Timesheet. A submission made by e-mail or other means are not acceptable. Task Force time sheets are required for audit purposes therefore; personnel must complete timesheets in full. It is the responsibility of the Task Force Member to assure that all paperwork at his or her agency is done correctly.
Travel Policies - Prior to any travel, any participating agency member shall complete a Backfill/Overtime Request Form(s). All CA-TF4 members shall follow the travel policies of their own department. In the case of civilian members, and members without a home travel policy, the City of Oakland Travel Administrative Instruction, AI-120 shall be followed.
In no case shall the cost for lodging or meal per-diem exceed the federal GSA guidelines. Upon return from travel, members will submit to their home agency for reimbursement. The home agency will then submit an invoice to CA-TF4 for payment. All travel reimbursement requests including backfill costs must include a printout (preferably Telestaff) showing the member’s work schedule during dates of travel Back-fill - All personnel backfilling for a Task Force member must be clearly noted as “backfill” for grant audit purposes. The “backfill” timecard is available from the Task Force program office or on- line within the Task Force website.
Responsibilities for Reimbursement - It shall be the responsibility of the Task Force Grants Manager and the Administrative Support Specialist to assure that Participating Agency Fire payroll personnel compile the time sheets for a deployment or other instances requiring reimbursement. The approved forms shall indicate who receives reimbursement, the time the deployment lasted and the subject matter. The Task Force Grants Manager shall then provide forms to the appropriate agency for review. It shall be the responsibility of the Grants Manager and the Administrative Support Specialist to submit this information to the Sponsoring Agency. All Federal reimbursement procedures are the direct responsibilities of the Grants Manager and the Administrative Specialist for timely reporting to FEMA.
Payroll Disputes - Task Force members who believe they have not received the proper reimbursement and/or compensation shall contact the Administrative Specialist and confirm the disputed time. The Administrative Specialist shall then work with the Grants Manager to ensure proper submission was made to the appropriate Agencies. Any unsettled disputes must be forwarded through the Participating Agency to the Program Manager.
Alerts or Activation - It shall be the responsibility of the Program Manager or the Administrative Specialist to assure communication with the sponsoring and participating agencies. Each agency will be provided information on what is a reimbursable cost under FEMA guidelines, total number of billable hours and any other pertinent Page | 21
issues to their claim. It shall be the responsibility of each of the Agencies to submit to the Task Force Program Office a completed 18-1. The Task Force office shall review the submissions including deployment timecards that will be needed for the reimbursement.
Once the final submission is received, the Grants Manager shall submit to the Sponsoring Agency for payment all approved costs for the activation/alert. The Grants Manager shall be responsible for working with the Program Manager and the appropriate agencies in finalizing the total submission to FEMA for reimbursement.
Task Force Staff Salary - Full time program staff will be paid as defined by their home agency MOU’s and policies. Other members of the Task Force will be paid as defined by individual agreements. Members of the sponsoring and participating agencies who have limited Task Force responsibilities will record hours worked solely on US&R related projects and submit to the Program Manager to assure that costs are charged to the US&R program funding. A timecard form is available for this process.
Equal Employment Opportunity- The City of Oakland's Equal Employment Investigations and Compliance Division, provides comprehensive services to ensure compliance with federal and state civil rights employment laws and City policy that prohibits harassment, discrimination and retaliation based on a person’s legally protected status in the workplace. Their offices administer a discrimination/harassment complaint process for employees and applicants for employment. Their services include investigations, compliance audits, training, counseling, mediation and coaching. These services are provided to support the City’s commitment to cultivate a culture of excellence, respect, and professionalism, and a work environment free from unlawful discrimination, harassment, and retaliation.
Standard Operating Procedure (SOP) for Procuring Goods and Services- The Program Coordinator identifies what supplies, equipment or services California Task Force 4 (CA TF-4) needs for operation and selects the vendor. If it is a new vendor for the City of Oakland, the Administrative Assistant I requests a W-9 form from the vendor, completes the vendor set up form, and sends it to the Purchasing Department for a new vendor setup in the “iSupplier” system.
The City Council waives the advertising and bidding requirements for the purchase of equipment needed for CA- TF4 when such supplies, equipment, and services are required by the Federal Emergency Management Agency (FEMA) to be selected from the General Services Administration (GSA) and other government procurement lists. Based on AI 4323, if goods and services are over $500 for each item and if it is/they are not one of the twenty-four (24) items identified in AI 1021, a Purchase Order (PO) is required.
For the item(s) requiring a PO, the processes are as follows:
1. The Administrative Assistant I, verfies if the selected vendor is not on the “active exclusion” list on SAM.gov. After ensuring the vendor is not an excluded vendor, Administrative Assistant I will print and attach the sheet for verification.
2. The BC will stamp and approve the quote from the selected vendor. He/she instructs the Accountant III for the funding source and sends the quote and its backup to the Accountant III.
The Accountant III reviews and sends the quote with BC’s signature to Deputy Chief (DC) for approval of the purchase.
3. After the DC approves the quote, the Accountant III identifies correct coding/POETA. If there is no budget in the coding block, the Accountant III prepares a B3 Budget Change Request (BCR) to move the budget to the coding block to which the quote or invoice is charged.
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4. The Accountant III sets up a Purchase Requisition (PR) in the financial system (Oracle R12), attaches the quote and a copy of the resolution to the PR, then submits it to the Agency Administrative Manager for approval.
5. After the Agency Administrative Manager approves the requisition, the financial system automatically forwards the PR to the Buyer in the Purchasing Department to create a PO. After the PO is created, the system automatically notifies the vendor. If there is no further problem, the vendor ships out the product or performs the service.
If goods and services are under $500 for each, or the item is one of the twenty-four (24) items identified in AI 1021, no PO is required for payment.
1. After the product is received or the service is performed satisfactorily, the BC reviews, stamps and approves the invoice and submits the invoice to the Accountant III.
2. The Accountant III reviews the invoice and its backup supporting documentation. He/she submits the BC-approved invoice and backup documentation to the DC for approval.
3. After the DC approves the invoice, the Accountant III prepares a payment request (Direct Payment Request for no PO required payment with correct coding/POETA, or an Encumbrance Liquidation with PO required payment) with a PO number. If no budget is in the coding block, the Accountant III prepares a B3 BCR to move the budget to the coding block to which the invoice is charged.
4. The Accountant III submits the Payment Request to Agency Administrative Manager for approval. After the Agency Administrative Manager approves the Payment Request, he/she sends it back to the Accountant III to copy and submit the original approved payment request to the Controller’s Bureau accounts payable unit for check issuance.
SOP for Tracking and Reconciling Cooperative Agreement Funds- The following steps show the procedures in tracking and recording cooperative agreement funds from award to closeout.
1. After the grant is awarded, the Accountant III sets up a new project and award for the grant.
2. The Accountant III fills in the financial and budget related information in the Resolution and Agenda Report draft.
3. The Assistant to the Director prepares a Resolution and Agenda Report for City Council approval.
4. After the City Council approves the Resolution, the Accountant III appropriates revenue and expenditure for the grant project based on the grant award by preparing B2 BCRs. These B2 BCRs are approved by the Oakland Fire Department (OFD) Agency Administrative Manager.
The Budget and Grants Administrator signs a cover sheet and submits this package to the budget office for approval and posting before the grant funds may be used.
SOP for Reconciling Cleared/Cashed Checks – The following steps show the procedure for reconciling cleared/cashed checks for payments made by the US&R Readiness Cooperative Agreement.
1. Every month, the Accountant III reconciles the grant project and does cash drawdown.
2. Every quarter, the Accountant III prepares quarterly report in the FEMA Payment and Reconciliation System (PARS).
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3. Semi-annually, the Accountant III provides a financial report and the BC writes a narrative for the semi-annual report.
4. The Accountant III submits semi-annual report in Non-Disaster (ND) grant.
5. When the grant fund is depleted, the Accountant III completely reconciles the grant and submits request to Controller’s Bureau to ensure no outstanding checks remain under the grant project.
6. If there is/are outstanding check(s), the Accountant III will ask the vendor(s) if the check(s) was/were received.
7. If the check(s) was/were not received and the check(s) was/were issued within six (6) months, the Accountant III completes a form to the Treasury to stop payment on the check(s), and sends a voided check form to the accounts payable unit for reissuance of a new check(s).
8. If the check(s) is/was issued more than six (6) months prior, no stop payment form is necessary.
The Accountant III only sends a voided check form to the accounts payable unit for re-issuance of a new check(s).
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Chapter 10
PROCEDURE for FILLING ROSTER POSITION VACANCIES
General - All Task Force roster positions that become vacant must be filled using the system outlined in this manual. The Task Force and personnel must utilize this system for the filing of vacant positions. Positions will be filled during the annual draft utilizing the Executive Committee or, if the needs of the Task Force dictate expedience, the forming of a Selection Committee.
Appointment for Rostered Positions - When a vacancy occurs in any Task Force position, the Program Manager shall decide if the program is best served by filling the position during the first available Steering Committee or at the annual draft. If the vacancy is to be filled by a currently rostered member who is changing positions, the Steering Committee shall discuss and select a member who has submitted a Change of Position form for the open position. If the vacancy is to be filled by a new member from the Reserve Member list, then the Reserve Member with the highest number of Participation Points who is qualified for the position shall be rostered. Only members that are qualified for the position shall be eligible for filling the vacancy. The procedures for selecting the candidate shall follow this manual.
Announcement of Team Position Opening - It shall be the responsibility of the Program Manager to announce any vacancies that open within any one of the three roster teams. The Program Manager shall make this announcement by posting it on the Task Force Website, at the Program Office, and by notifying the Agency Representatives.
Application Process - Any member applying for an announced position vacancy shall submit a resume and application form. Applications must also contain any certificates that are not current part of the individuals file at the Program Office and can support any training the candidate believes will demonstrate additional abilities for the candidate. Resumes shall not exceed three (3) pages and shall include US&R experience, missions, and any other applicable classes.
Progression through the Ranks - To provide highly trained candidates for vacancies occurring in the Task Force.
CA-TF 4 has adopted a process to ensure that all qualified candidates have an opportunity for advancement within the Task Force. Candidates must have served in their current position not less than one year before they are eligible to be considered to fill a demanding role within the Task Force.
Candidates who wish to apply for any opening that they are qualified for must follow all steps in this manual.
Candidates wishing to become a Team Manager must have served at one or more of the subordinate positions they are applying for to be eligible. (Example: for a candidate to qualify for a Search Team Manager he/she must have served as a Technical Search Specialist for a minimum of one year in addition to meeting other related requirements.)
Task Force Leaders - Task Force members that desire to apply for the position of task Force leader shall meet the following guidelines:
1. Fully qualified Task Force member with completion of appropriate courses required for position, including FEMA Task Force Leader and ICS courses.
2. The individual must possess a strong FEMA/US&R background with an understanding of all operational and administrative requirements.
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When a Task Force Leader position vacancy occurs, the program manager shall form a Selection Committee comprised of senior members of the Executive Committee to review the qualifications of eligible personnel.
Recommendation will be forwarded to the Sponsoring Agency Chief for input before a candidate is appointed to fill the position.
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Chapter 11
CODE of CONDUCT
General - All members of the Task Force must adhere to the Task Force Code of Conduct (refer to Appendix 4).
This document has been developed and approved by the Task Force.
Deployments - Deploying members will receive a packet for deployment that will include the Task Force Code of Conduct. All members must review and sign the Code of Conduct during in-processing. The completed form is submitted to the individual staffing the check-in station. Any member who refuses to sign the Code of Conduct at the time of deployment will not be eligible for deployment. (See Code of Conduct in back of manual.)
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Chapter 12
TASK FORCE CANINE PROGRAM
Task Force Canine Program, Administration - The Task Force shall be responsible for overseeing all aspects of the Canine Program. It shall be the responsibility of the Program Manager (PM) to appoint a Task Force Canine Training Coordinator (CTC) for the purpose of overseeing all aspects of training and operational readiness of the Task Force Canines. All canines will report to the TF CTC and the CTC shall report to the Search Team Coordinator (STC).
Task Force Search Team Coordinator - The TF Canines are an integral part of the TF Search Component. For this reason, it is critical to the overall success of any mission that the Search Team managers (STM) and the TF Canine Handlers have a clear understanding of the operations of the canines at a disaster site. To ensure this link exists, it shall be the responsibility of the TF CTC to coordinate with the STC all training and exercises in which the TF Canines will participate. It shall be the responsibility of the STC to ensure a STM is on site to evaluate the training being performed and to work with the TF CTC to ensure the operational readiness of this segment of the TF operations. The Search Team Coordinator Should work with the TF CTC to develop joint training exercises between the canines and the Technical Search Specialists (TSS). These exercises should challenge both the abilities of the Canine Search Teams (CST) and the TSS to locate buried victims within debris piles.
Task Force Canine Training Coordinator - The TF CTC shall ensure compliance with the training program developed by the TF to ensure operational readiness of the TF Canines. The TF CTC shall ensure all training of the canines, both classroom and practical, is to meet and maintain program readiness. All training should have specific goals outlined and identified prior to commencement of training. Canine Handlers should have a clear understanding of the training objectives for all training sessions. All training will be setup to permit the TF Canines to pass the Federal Emergency Management Agency Urban Search &Rescue Canine Certification Evaluation (CE or Type I). The CTC shall coordinate, schedule and present all TF Canine training except training sessions delegated to specific canine handlers. The CTC shall be responsible for filing monthly progress reports that will provide the TF PM and the STM with the progress of each canine and handler and the operational readiness of each CST. The CTC shall also be responsible for monitoring the health and well-being of all TF Canines.
Task Force Canine Handlers - It shall be the handler’s responsibility to care for, feed and maintain the TF Canine to ensure operational readiness for any deployment. The TF Canine Handler will be responsible to keep an accurate training log recording dates trained, location, training events and any deficiencies noted in training. The Canine Handler shall coordinate all issues and aspects of the training for the canine. The Canine Handler shall address all operational deficiencies with the TF CTC. The Canine Handler must understand that due to fund deficiencies, any training done with the canine off-duty and not at an authorized training session will not be reimbursed. Canine Handlers are encouraged to work and train the canine during non-authorized training sessions. This will enhance the canine’s training progress and operational readiness. Should any issues arise that cannot be settled between the Canine Handler and the CTC, the STC shall work to settle the issue. If the STM cannot settle the issue, all parties shall meet with the TF PM to bring about a resolution. Should this also fail, it shall be the responsibility of the TF PM to work with the Executive board to bring about a resolution to the issue.
Task Force Canine Training - It shall be the responsibility of each Canine Handler to work with the TF CTC in the development of and maintaining of Task Force Canine Readiness. To achieve this goal, the TF CTC shall schedule all sanctioned Task Force canine training with the Work Group. The CTC will make every attempt to schedule training during non-duty hours to ensure uninterrupted training of the canines and handlers. This Page | 28
training can be done at home or at the TF approved training locations. Canine Handlers may schedule or perform canine training on their own time, but the Canine Handler will not be reimbursed for these hours. Once the Task Force Canines are certified Type I (or Certification Evaluation), the canines will begin training with new handlers, chosen by the Task Force CTC and STC in cooperation with the Work Group, to be used as backup handlers in case of illness or other administrative reasons. This cross training will be coordinated by the STC, CTC and Canine Handler of the certified canines. It shall be the responsibility of the Canine Handler to keep a detailed training log of all training conducted both at sanctioned Task Force training events and training conducted on their own time. The training logs will include type of training conducted, location training conducted, type of searches conducted, conditions (weather, winds, time and anything else significant) as well as successes and deficiencies of the canine noted during training. The Canine Handler will be responsible to provide monthly copies of the daily training log to the CTC. It shall be the responsibility of the CTC to provide monthly training logs to the Program Manager for entry into the canine’s training file. The CTC will track all training and any deficiencies of each Task Force canine. The CTC will provide STMs and the PM with a report on the operational readiness of each TF Canine. Should any Canine Handler, in the opinion of the CTC, not work with the Canine as suggested, the CTC shall request a meeting with the STC and the Canine Handler. Corrective action shall be provided to the Canine Handler. The canine and handler shall be monitored for progress.
Should no progress be noted, or the canine is not achieving goals set by the TF CTC, the matter shall be forwarded to the TF PM.
Canine Search Specialist Course - It shall be the responsibility of the TF CTC and Canine Work Group to recommend candidates for attendance at the FEMA sanctioned Canine Search Specialist Courses that are conducted around the United States periodically. All candidates must follow the TF Travel Policy outlined in this manual.
Certification of TF Canines - To meet National Program Mandates, each TF CST must pass the Canine Certification Evaluation for deployment. Attendance at any Certification Evaluation will only occur after the CST has successfully completed a FEMA US&R Fundamental Skills Assessment (FSA). It shall be the responsibility of the TF CTC to coordinate with the STC in the scheduling of an FSA. Should it be necessary to bring in evaluators from outside the TF, the STC shall request in writing to the TF Program Manager for approval of funds for the FSA. The STC and the CTC shall select individuals for the purpose of conducting the FSA. They shall also provide all information to the PM to receive approval and to initiate travel authorization from. Any TF Canine that has successfully completed an FSA shall be cleared to participate in a selected National TF Certification Evaluation.
Once the location has been identified, the TF CTC shall submit the required travel requests to the Program Manager(s) for approval. The CTC or another canine handler (if the CTC is not available) will travel with the CST to be evaluated to help with any administrative issues that arise.
Should any canine be on the TF for a period of one year and not successfully complete the FSA, the canine shall be evaluated by the TF CTC and STM to identify training deficiencies and make recommendations to enhance the canine’s performance. If the canine is still unsuccessful in passing the FSA after an additional three months of training, the TF CTC and two STMs shall evaluate if the canine has the ability to ever successfully complete the FSA and certification process. If, in the opinion of the TF CTC and STMs, the canine does not possess the ability to pass the certification process, they shall forward a written recommendation to the Program Manager for review. The Program Manager shall then tender a recommendation to the Work Group as to the disposition of the canine.
Canine Care, Food and Nutrition - The canine handler is primarily responsible for the care and well-being of the TF Canine. All canines shall be seen by the same Task Force approved veterinarian for continuity purposes.
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Should the need arise for the canine to be seen by a veterinarian for routine or non-emergency care, it shall be the responsibility of the canine handler to inform the CTC of the purpose of the visit prior to the Canine being seen by the veterinarian. Should the CTC be unavailable, the canine handler shall contact the Program Manager. If the PM is unavailable, the canine handler may proceed to the veterinarian and notify the TF CTC as soon as possible of the visit. IMMEDIATE MEDICAL EMERGENCIES should be taken to the nearest veterinarian and the CTC or STC should be notified as soon as possible of the condition of the Task Force canine. It shall be the responsibility of the TF to provide all canine food for each TF canine. The canine handler is responsible for obtaining the food at the Program Office and shall sign for all taken for the TF canine. If in the opinion of the TF CTC additional nutrition is needed by any of the TF canines, he shall make a request for said additional purchases. The PM shall work to obtain the required supplement to ensure operational readiness of all TF canines.
Canine Team Stipends - In order to reimburse Canine Handlers for travel and canine expenses without causing excessive reimbursement requests, CA-TF4 will provide a Canine Handler Stipend of $150 per month to those Canine Teams who have completed a minimum of 75% of Canine Drills as a team in the month.
Deployments - During deployments CST‟s will travel with the Task Force via the provided transportation.
Personal vehicles and work vehicles are not permitted on deployments. The remaining CST’s will help facilitate the deployment of the primary CST and remain ready to deploy or rotate as needed.
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Chapter 13
EQUAL OPPORTUNITY, AFFIRMATIVE ACTION and SEXUAL HARASSMENT POLICY
Directive - All members of the Task Force are required to refrain from harassing behavior; members of the Task Force are not to tolerate harassing behavior by anyone.
Rationale - The Task Force is committed to maintaining a work environment that is free of unlawful discrimination. In keeping with this commitment, the Task Force will not tolerate harassment of Task Force personnel by anyone, including any supervisor, co-worker, visitor, or any other person having contact with Task Force personnel.
General Guidelines Definition - Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s protected status, such as sex, color, race, ancestry, religion, national origin, age, physical handicap, medical condition, disability, marital status, veteran status, citizenship status, or other protected group status. The TF will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile, or offensive working environment.
Sexual Harassment - Unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitute sexual harassment when (1) submission to the conduct is an explicit or implicit term or condition of work, (2) submission to or rejection of the conduct is used as the basis for a work related decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment may include explicit sexual propositions, innuendo, and/or suggestive comments. Sexually oriented “kidding” or “teasing”, “practical jokes”, jokes about gender specific traits, foul or obscene language or gestures, displays of explicit, foul, or obscene printed or visual material, and physical contact, such as patting, pinching, or brushing against another’s body may constitute harassment. This list is not all-inclusive; other behaviors may be viewed as harassment.
Environment Free From Harassment - All members are responsible for helping to assure a work environment that is free from harassment. Anyone feeling they have experienced or witnessed harassment is to immediately contact their Agency Representative, the Program Manager, or another Task Force officer with whom they feel they can comfortably pursue such a complaint. The Task Force forbids retaliation against anyone who has reported harassment in good faith. Complaints will be handled according to the appropriate sponsoring/participating policy on the matter. In the absence of such a policy, harassment policies of the City of Oakland (and Applicable laws) shall apply.
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Chapter 14
TASK FORCE UNIFORMS
General - No personnel shall modify, change, or add any stickers/decals, or writing to any article of clothing/uniform, helmet, or backpack without the expressed written consent of the TF Program Office. All backpacks and gear bags shall bear an approved method of identification. Name Tags will be issued for BDU clothing. Helmets issued will have a name tag placed on the back of the helmet. Any modification shall be performed only after receiving permission from the Program Manager or their delegate.
Uniforms & Gear Bag - Task force issued equipment shall be stored at the CA-TF 4Program Office/warehouse. Upon deployment, each member shall integrate any personal items into their issued equipment gear bags. Some members, such as canine search specialists, who use their gear frequently, may be permitted to store issued gear at home, provided that the equipment is secure. All personnel are to follow the guidelines to pack and prepare their equipment for deployment.
Exchanging, Trading or Selling Property that belongs to the Task Force - Task Force members are reminded that all Task Force equipment is the property of the Task Force and/or FEMA and is accountable to the federal government for audit purposes. Task Force members are prohibited from exchanging, trading or selling any article of the Task Force uniform. Any member found to have sold or intentionally destroying property belonging to the Task Force shall be removed from membership.
Mission Issued Equipment - All equipment issued to personnel at the time of deployment shall be returned when the Task Force returns to the MOB Center. Personnel are prohibited from taking equipment home that was issued mission specific.
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Chapter 15
TASK FORCE DRIVER PROGRAM
General - Any personnel desiring to serve as a driver shall file a written request to the TF logistics/transportation work group.
Selection Process - Overview CA-TF 4maintains a fleet of over-the-road type vehicles for the transport of the equipment cache for training activity and/or upon deployment. These vehicles include combination semi-tractor trailer vehicles and van trucks. The combination semi-tractor trailer vehicles and box trucks require commercial driver’s licenses (CDL‟s) in order to be driven by task force personnel. The combination semi-tractor trailer vehicles require a Class A operator’s license and the box trucks require a Class B operator’s license. CA-TF 4follows the regulations set forth by the Department of Transportation and requires that drivers be knowledgeable of rules of the road, driver’s hours of service regulations, equipment inspection and air brake operating procedures, hazardous materials regulations, emergency procedures, and defensive driving techniques for over-the-road vehicles.
CDL Licenses - Information on commercial driver’s licenses is available by contacting the California Motor Vehicle Department or visiting their website. Personnel authorized by CA-TF 4 to operate task force commercial vehicles shall obtain or have obtained a CDL on their own. The task force will not subsidize the costs of obtaining a CDL, but will assist with the use of vehicles, fuel costs, and instructional personnel associated with driver’s testing to obtain a CDL. Personnel desiring to obtain a CDL shall follow all applicable rules and regulations as outlined by the California Motor Vehicle Department and/or the Federal Department of Transportation for commercial vehicles. This shall include all necessary written and practical exams as administered by the motor vehicle department which include, but may not be limited to, rules of the road examination, air brake examination, vehicle inspection examination, hazardous materials examination, medical screening certification, and practical road test.
1. The TF may provide a vehicle for use for the practical road test portion, if needed.
2. The TF reserves the right to limit the number of CDL qualified drivers in the task force driver pool.
Driver’s Qualifications - The task force desires personnel with current or recent prior experience in the operation of commercial vehicles and the rules that govern over-the-road operations. This includes knowledge of determining proper routes of travel for commercial vehicles, vehicle and highway weight limitation, weigh station procedures, daily vehicle inspection procedures, driver’s daily logs, and operation of engines and transmissions of over-the road type vehicles. TF CDL drivers should be at least 23 years of age, be in good physical condition and hold a valid commercial vehicle medical examination card.
Application Process - Personnel possessing the appropriate qualifications for commercial vehicle operation may complete an application to become a driver for the task force. Each driver shall submit a copy of their current CDL driver’s license with appropriate endorsements, medical examination certification, driving record (can be obtained at the California Motor Vehicle Department), and report any previous driving violations as directed in the application whether or not the violation occurred while operating a commercial vehicle. Applicants with excessive or felony driving violations will not be eligible to drive for the task force. Any prior violation involving the use of alcohol or drugs shall exclude the applicant from obtaining driving privileges with the task force.
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Additional Task Force Qualifications - Qualified applicants shall be required to perform a practical examination for vehicle inspection and operational road test of task force vehicles by designated task force examiners. A copy of the practical road test and vehicle inspection is required to be maintained in the drivers file for each driver.
This information shall be designated externally on the members personnel file within the Task Force Program Office.
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Chapter 16
CONVOY STANDARDS for TASK FORCE VEHICLES
General - During the planning phases for any deployment the drivers should be briefed concerning all aspects of the deployment. The briefing should include a clear understanding of the route to be driven, alternative routes should the need occur, contact phones for all Task Force Leaders, Logistics Team Managers, and Safety Officers. The briefing should also advise personnel of procedures for handling weigh stations and state truck enforcement issues and any concerns on weights with the primary route.
Convoy - The convoy shall be arranged with a lead vehicle followed by the slowest vehicle in front. The convoy should make every effort to stay within 1-mile separation between the vehicles for communications purposes. It is preferable to have vehicles convoy in the following manner:
Type I Deployment
Pick-up Logs (1)
Command Vehicle Box Trucks (2)
Tractor Trailer (2)
Buses (2) Rentals
Pick-up Rescue (1)
22’ Enclosed Trailer Tilt Bed Forklift Trailer
Type III Deployment
Pick-up Logs (1)
Command Vehicle Box Truck (2)
Tractor Trailers (1)
Bus (1) or 12 Passenger Vans (2) Rental
Pick-up Rescue (1)
22’ Enclosed Trailer
Driver Rotation - It shall be the responsibility of the Driver Team Manager to coordinate the rotation of the drivers, conduct periodical checks of drivers for fatigue, medical concerns or any other issues that may be affecting the performance of the drivers. If in the opinion of the Driver Team Manager a driver is showing signs or symptoms of fatigue, the driver shall be relieved to rest and another will be assigned to operate the vehicle.
Cargo Inspection - It shall be the responsibility of the driver to inspect the cargo at all fuel stops and any other times a load shift may have occurred.
Vehicle Safety Inspection - It is the responsibility of the driver to perform an inspection of the brakes (including air lines for possible leaks), lights, windshield wipers, all fluids, and all warning devices for the vehicle at each stop. The driver shall also perform a safety inspection at the beginning of each day. Any problems should be reported on the appropriate form and provided to the Logistics Team Manager.
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Chapter 17
MEDICAL RECORDS and USE of at TIME of DEPLOYMENT
General - To comply with program mandates each Task Force member must undergo a physical every two years.
If the Task Force member is a member of the Sponsoring Agency, their records will be maintained at the medical facility and documentation from the sponsoring agency will be provided that the individual is fit for duty. All affiliated members will be provided a physical at a medical clinic selected by the TF.
Medical Records for Deployment - Medical records will only be used by the Medical Team for deployment purposes. The medical records shall be reviewed by the Medical Team Manager or his/her designee in determining whether a member is deployable and/or to ensure the proper care during deployment.
Denial of Deployment for Medical Reasons - The pre-deployment evaluation will be performed with each TF member by a medical team member prior to the deployment. The initial evaluation will be reviewing the Medical Check-in Sheet filled that was completed by the Task Force member upon sign in. The medical evaluation will include vital signs, exam of the ears, nose and throat of the Task Force member. If cleared medically the Task Force member will receive a blue wristband. The Task Force member will leave one copy of the Task Force tracking form at the Medical Exam Rooms. An authorized member of the Task Force may remove the member’s medical record for review by the Medical Team Manager once they arrive on site. The Task Force Medical Team Manager will call the member back for an additional exam. The Medical Team Manager will call the member into the exam room where they will discuss any concerns or questions the Medical Team Manager may have regarding the member. Some of the parameters that may result in the Task Force may be placed in a “No Go‟ status:
1. Uncontrolled hypertension (Defined as a systolic pressure of above 150 or a diastolic pressure above 100, or a pulse above 110)
2. Uncontrolled Diabetes
3. Un-manageable diabetes secondary to medication issues Acute Viral Syndrome (Active URI, etc.)
4. Acute Gastroenteritis (Bacterial or Viral)
5. Any medical condition (acute or chronic) in which excessive medical time and resources are required from the Medical Team Manager
6. Any medical condition that would place the Task Force member of other members of the Task Force at risk or danger
Denial for Deployment Procedure - If the deploying Medical Team Manager believes a member should not be deployed, they will be advised as to why, and isolated from other team members if necessary. A meeting with the Program Manager, a deploying Task Force Leader, Safety Officer and Medical Team Manager will be conducted to discuss the deployment status of the individual(s) being denied deployment. The Medical Team Manager shall present the issues, with justification to the Task Force Leader and the Program Manager. Should these members support the recommendation of the Medical Team Manager, the member will not deploy, and the decision will be relayed to the Task Force member in a secure setting. This decision shall be final.
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Chapter 18
FAMILY SUPPORT UNIT
General - The Family Support Unit (FSU), composed of significant others of members, will work to support the Task Force and the families of the deployed members during any deployment. The FSU will have a representative to attend a briefing with the TFL or designee prior to or ASAP after the team deploying to develop a briefing schedule for the duration of the mission. It will be the responsibility of the FSU to contact the team members who will be responsible for passing on briefing information to deployed member’s family to ensure that all members are prepared to perform their responsibilities. The Task Force Leaders or designee shall provide information to the FSU Team Leader daily for dissemination to family members.
Unit Composition - The Unit shall consist of two (2) Family Support Unit representatives who are responsible for coordinating all information with the unit. There shall be at least five (5) Family Support Unit Members on each unit to contact deployed Task Force members.
Emergencies at Home - Should an emergency arise at home, the family member should contact their Family Support Unit liaison to notify them of the type of emergency and the FSU representative will contact the TF Program Office advising of the emergency and what support actions at home have been initiated. The FSU representative shall work with the PM until the matter is resolved at home.
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Chapter 19
WORKERS COMPENSATION
General - All members when deployed are sworn in as Temporary Excepted Volunteers for the purposes of coverage for Federal Workers Compensation and Tort Claims protection. When a member arrives for deployment, they must sign the I-9 Appointment Affidavit and undergo the Oath of Office to ensure they are covered under the Federal Workers‟ Compensation Act and the Federal Tort Claims Act.
Coverage - When members are participating in FEMA sanctioned training, a FEMA Operational Exercise (ORE) or as a member who has been alerted and directed to report to the Program Office, or when the Task Force has been “Activated”, they are placed under the Federal Employees Compensation Act and the Public Safety Officers Death Benefit Public Law No. 90-351, Title I, Part L, 42 U.S.C. Chapter 46, Chapter XII. All Task Force members are afforded coverage for the Federal Employees Compensation Act and Public Safety Officers Death Benefit through 44CFR208.
Reporting Injuries - It is the responsibility of every Task Force member who is involved in any of the events to report all injuries to the Medical Team Manager, Medical Specialist or the Lead Instructor at the time of the injury or illness. It shall be the responsibility of the Medical Team Manager, Medical Specialist or the Lead Instructor to complete the federal injury form CA-1 and CA-7 (if requested) for the purpose of filing for coverage under the Federal Workers Compensation. It is the responsibility of the Task Force member to supply all documentation to the Medical Team Manager, or designee, to ensure the claim can be submitted for coverage.
Failure to supply all requested documents, information or forms may result in denial of the claim by the Federal Department of Labor. Review of Department of Labor policies, procedures and form changes is the responsibility of the program office and changes shall be noted immediately.
Task Force Member’s Responsibility - If a member has received an injury during any event, and requires medical care, he/she shall contact the Medical Team Manager, Medical Specialist or the Program Manager as soon as possible to make notification of the need for medical care. It is the responsibility of the member to provide all supporting documentation to the Program Manager as soon as possible. Should the Member require hospitalization, the Task Force Medical Team Manager or his/her designee shall ensure all local and federal forms and documentation are completed with the appropriate agencies.
Local and Federal Coverage - It should be noted that 44CFR208 does not restrict any member from filing a local claim in the event of an injury. The members may collect either the incremental difference between federal benefits and local benefits, or may collect local benefits in full, depending on whether the local benefits may be offset by the Federal payment to the member (44CFR, page 9186). At all times a members own agency must be included in the reporting of any injuries.
Notification of Coverage to Task Force Members - It is the responsibility of the Program Manager to ensure that all new members are aware of the coverage afforded to them and the system in which they are to make a claim should the need arise.
Report to Executive Board - It is also the responsibility of the Program Manager to provide a report on all Workers‟ Compensation Claims made by a member and to provide progress reports on all claims that have been submitted to the federal government to the Executive Board.
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Chapter 20
TEAM ACTIVATION and ROTATION SYSTEM
General - Upon a member achieving deployable status they will be assigned to one of the teams that make up the Task Force. Members will be assigned by the position they qualify for and where there exists a vacancy.
Rotation - The Task Force will establish a rotation of the teams (Red, White, & Blue). Each team will be responsible for deploying should activation occur during a defined period. This period of time shall be referred to as “on-call” for clarification. Members who will be on call for a month will be notified by the 29th of the previous month. A Communicator message shall be performed to notify members of their responsibility for the defined period.
Example: On April 25 the Task Force Communicator will contact all Task Force members advising that the “Red Team” is on-call for the month of May. If you are available for the month, you will need to confirm.
Period of Non-Availability for Deployment - Should a Task Force member acknowledge the notification that they are available for the month, yet they know there will be a period of time they will be unavailable for a deployment due to vacation, other leaves approved by their employer, or for any reason that makes them unavailable, they shall contact the PM to provide those dates they will be unavailable for the month they are “on- call”.
Failure to Acknowledge Notification - Members that fail to acknowledge the process the Team Manager will have 24 hours to make contact after which they may be replaced.
Alerts for Local, State or Federal Deployments - Should the Task Force receive a request to alert personnel for a possible deployment, the communicator will notify all Task Force members of the alert. Those members who are on the roster for the month shall be responsible for following the directions of the communication system to acknowledge availability for the deployment. Those members who are “on call” and acknowledge the Alert notification shall be rostered for a possible deployment. Should any member fail to acknowledge the alert within 30-minutes he/she shall be replaced on the roster. All team members should acknowledge their availability even if they are not “on call” for the month as to provide alternates for a deployment should the need arise.
Activation - Once activated the team that is “on-call‟ for the month shall be deployed. Code Red will be utilized for notification and should any member fail to acknowledge the activation within 10 minutes, the member shall be removed from the roster for deployment. The following system shall be utilized for deployment purposes. Should any member of the Sponsoring Agency fail to acknowledge the activation page, the Task Force Leader for the Sponsoring Agency shall make the replacement. The replacement can only be deployed if they have met all deployment requirements of the Task Force and for the position.
Should any member of the Participating Agency fail to acknowledge the activation page, the Agency Representative shall have 10 additional minutes to fill the position that is vacant. The replacement can only be deployed if they have met all deployment requirements of the Task Force and for the position.
Should any participating agency be unable to fill the vacancy, the position shall be open to the first agency that can fill the vacancy with a member that has met all of the requirements of the Task Force for deployment and can meet the position requirements for that position.
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Multiple Incidents for Failure to Acknowledge Notifications - Should any member have multiple failures to respond to a notification, the appropriate team manager shall bring the matter to the attention of the PM. All members who have failed to respond to notifications will be contacted by the team manager to ensure that the program expectations are clear and to verify that all contact information is correct for the Communicator (and any notification) system.
Multiple Activations during the same month - Should any team be activated and deployed for a mission, regardless of the length of the mission, upon return of that team it will move to the bottom of the rotation.
Financial Practices - The financial practices of the Task Force shall follow all federal and state laws.
Cooperative agreement budget for statement of work development process - Annually the cooperative agreement and statement of work will be developed as required by program office staff and their guidance.
Expenditures monitoring - Cooperative agreement funding expenditures will be made using City of Oakland purchasing and spending processes. All bidding and procurement for Task Force items will meet the Oakland purchasing requirements as defined in the policy. Purchases shall be made as approved by FEMA in the annual statement of work and cooperative agreement budget. Invoices will be submitted to the department’s Grant Manager for review prior to approval by the Program Manager for payment. The annual US&R budget shall be approved by the Program Manager and reviewed by the Executive Board. The program expenditures will be subject to regular OFD internal and external audits.
Task Force member compensation agreements & process - At the direction of the sponsoring agencies, all individual compensation agreements will be renewed annually. Task Force members who participate under such an agreement will be contacted by CA-TF 4 with the FEMA/Federal compensation rate used for their individual agreement. Once the signed agreement is received by the CA-TF 4 Program Office it will be submitted for review by the Sponsoring Agency. Each agreement will be reviewed by the Oakland Fire Department CFO and the City of Oakland Attorney’s office before being executed by the CA-TF 4 Executive Committee.
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Chapter 21
COOPERATIVE AGREEMENT ADMINISTRATION
Annual agreement preparation - The Cooperative Agreement is for Annual Task Force Preparedness measures required to respond to a national US&R disaster activation within a 4-hour mobilization time frame for an over- the-road response and 6-hour mobilization time frame for an air response.
Reimbursements of disaster response activities are accomplished through a separate Cooperative Agreement specifically for that purpose. Under the continuing agreement, the sponsoring agency may use funding to accomplish tasks required under the Annual Preparedness Cooperative Agreement funding.
Legislative requirements – When notified of an available US&R Cooperative Agreement the CA-TF 4 Program Office will prepare a Council Report, and Council Resolution, for the Oakland City Council. The report and resolution will request permission to apply, accept and appropriate cooperative agreement funds from the Federal government. In the Council Report will be a brief description of the CA-TF 4 program, the need for continued funding, an outline of how the funds will be spent, and the amount available.
Agreement reporting - For each performance period, the program office will establish the reporting expectations.
CA-TF 4 provides periodic reports, and close out reports as required.
Budget preparation - Requisitions, purchase orders and payment vouchers are created. Originals are stored in the City of Oakland finance offices and can be retrieved upon request if needed. Personnel payment records are created to allow for routine monitoring of expenses related to the Task Force.
Budget approval process – Frequently used working documents of the Task Force are kept in the administrative offices of the Sponsoring Agency. These documents are available for reference and use as needed by staff.
Agreements are developed CA-TF 4 and the City of Oakland Attorney’s Office, using the processes defined by the Oakland Fire Department, with appropriate copies on file in the CA-TF 4 and OFD offices. The annual budget is developed by staff, reviewed by the US&R Executive Committee, incorporated into and approved by the PM.
Documentation retention & storage - Original Task Force documents are retained for the time periods as required by state & federal law and are stored in the CA-TF 4 offices. Boxed records can be retrieved as needed by CA- TF 4 staff. All other documents may be retained electronically in archive.
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Chapter 22
PUBLIC RELATIONS
Non-Emergency Activities - In the non-emergency periods between activations, CA-TF 4 will initiate fundamental media-related public awareness activities. These activities consist of conducting interviews, briefings, and onsite tours; developing press releases, media advisories, stock photos, and "file footage" of US&R Operations and feature stories; and cultivating contacts with media representatives.
At the local level, the organizations sponsoring a FEMA US&R task force should maintain regular communications with the media using the national policy as a guideline, while publicizing and highlighting their local jurisdiction's specific capabilities. In addition to handling media relations for their own emergency services, the sponsoring agency must serve a dual role as a contact with the local media for their task force and an initial contact for the National FEMA National US&R Response System.
CA-TF 4 will work on performing the following tasks:
Develop internal media procedures to support a task force mobilization including a central point of public information coordination for the sponsoring agency (especially for state/regional task forces) and procedures for family liaison (periodic updates/notifications) during missions, etc.
Provide familiarization training for all task force personnel on general media procedures, the Joint Information System/Joint Information Center (JIC) concepts of operations, and issues and guidelines including interview “Do's and Don’ts.”
Provide more in-depth training for task force supervisory personnel on media interaction including practice in conducting effective interviews.
Coordinate public information efforts regarding the FEMA National US&R Response System (i.e., background articles, news releases, media events, World Wide Web pages, etc.), through the Statestates, FEMA Regional External Affairs officers (EAO), and FEMA Headquarters Office of External Affairs at (202) 646-4600.
Use FEMA-prepared/formatted program releases or fact sheets that convey the national message (localized to reflect the needs of the sponsoring agency).
Work with the States and FEMA Headquarters Office of External Affairs to facilitate ongoing public awareness of the FEMA National US&R Response System.
Invite the media to appropriate training exercises and develop news stories relating to local US&R incidents.
Forward requests for media transportation on federally supplied aircraft to the FEMA Office of External Affairs
System Implementation - When a notice event (such as a hurricane) is imminent or a no-notice event (such as an earthquake) occurs, CA-TF 4 will provide facts to and answer questions for the local media based upon the information provided them by FEMA Headquarters Office of External Affairs.
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During an activation CA-TF 4 will:
1. Establish a process for regular contact with FEMA Headquarters Office of External Affairs (e.g., by facsimile, contact phone number, electronic mail, etc.);
2. Contact local media representatives regarding the activation of the task force;
Be prepared to respond to requests from other media representatives limiting any response to task force related activities only, all other inquiries should be directed to FEMA Headquarters Office of External Affairs
Establish contact with public affairs officials at the designated Point of Departure (POD) identifying expected media interest (e.g., interviews, media access restrictions, etc.).
Coordinate national media contacts with FEMA Headquarters Office of External Affairs
Participate in the task force's initial briefing at the Point of Assembly (POA) or POD, reviewing appropriate media guidelines (e.g., Do's and Don'ts, information flow, interviews, etc.)
Be present at the POA and/or POD. Coordinate all media activities and interviews
Activate family liaison procedures to update task force members' families on a scheduled basis
Provide assistance and guidance to family members should they be contacted and/or interviewed during the course of a mission
Maintain contact with officials at FEMA Headquarters Office of External Affairs to ensure the timely transfer of information from FEMA related to the task force's ongoing operations while on assignment.
Media-Related Information Flow - FEMA Headquarters Office of External Affairs, through the National JIC, will provide task force/sponsoring agency public information officials with advance notification on the transition from FEMA Headquarters to the JFO, and vice versa. The notification will include the JFO facsimile and telephone numbers along with any other relevant information. For more information on the JIC operations and relationships, refer to the latest version of the FEMA Emergency Information Field Guide.
Point of Arrival/Mobilization Center - When task forces are activated and deployed, the POA may not be assigned until the team is en route to the disaster area. Therefore, the POA may be the receiving airport, the mobilization center, or the staging area. This receiving facility should establish a public information official who is responsible for managing all media activities at this location. This could include managing media filming, videotaping and still photography of the activities of incoming task forces, providing background information on the specific task forces and the FEMA National US&R Response System, as well as coordinating interviews with task force personnel.
During times when US&R resources are operating on the site of a disaster, an Incident Support Team (IST) or ISTs will be deployed to provide task force management and coordination as well as provide US&R insight and Page | 43
assistance to local jurisdictions. The relationship between the IST Public Affairs representative and task forces operating in the field can vary widely depending on the magnitude and scope of the disaster. Specifically, the size of the area where task forces are operating will impact on the amount of direct interaction between the IST and the task forces. On small areas, the IST may take a more direct role in the incident, whereas on large-scale incidents, where the impacted area is widespread, the IST may take a less direct management role with the task forces. Depending on the situation, media contacts while on assignment will vary. The FEMA Headquarters Office of External Affairs will attempt to have an on-site presence at the IST; however, situations will be different on each disaster. In most cases, the IST will be the primary contact between the task forces and the FEMA Headquarters Office of External Affairs. A coordinated information management system will be used to channel official information on the US&R participation in the incident from the IST to the FEMA Headquarters Office of External Affairs, Regional EAO, or the ESF-9 representative in the JFO or the JIC.
At the same time, task forces operating at various sites may be requested to provide information to the local media through the local incident commander. This information should focus on the task force’s current status and work assignment and not necessarily on the total US&R mission, as the incident may be so large that no one task force can keep an accurate status of the large incident picture. Irrespective of the size and scale of the incident and the interaction between the IST and task forces operating in the field, the IST will be the official contact point for the status of the task forces through situation reports and will disseminate official information on the operations and progress of the mission through official FEMA channels All FEMA US&R task force personnel should use the following media interaction guidelines while on mission assignment:
1. Any media inquiry made to a task force member should be directed up the task force chain-of- command to a team manager or task force leader (TFL)
2. TFLs and team managers should strive to coordinate media interaction within the constraints of the local jurisdiction's Incident Command Post (ICP) requirements for public information dissemination. The local ICP should have a Public Information Officer (PIO) assigned who will coordinate these issues at the incident
The TFL should coordinate information exchange and release between their task force and the FEMA Headquarters Office of External Affairs representative and the local PlO assigned to the ICP. This would include coordination of media activities and access during search and rescue operations; Task forces should include media contacts at their level in their situation status reports to the IST;
NOTE: Task force personnel shall not release visual or audio materials of their operations to the media without permission from a FEMA EAO representative; and Task force personnel should have all material placed on the Internet screened and approved by a representative from the FEMA Headquarters Office of External Affairs or EAO prior to publication.
In the absence of FEMA representation, task forces should request permission from the ESF-9 representative in the IST.
At times it may not be feasible or practical to defer media inquiries up the chain-of-command to the local jurisdiction. It is in everyone's best interest to provide accurate information (within the confines of one's job knowledge and responsibility) to the media in a timely manner. Also, the local jurisdiction's ICP and/or PlO may request various task force personnel to assist in media inquiries and interviews during the course of operations.
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In these instances, all task force personnel should use the listed guidelines and every attempt should be made to notify the on-site FEMA EAO in advance. Questions beyond the local team's area of responsibility will be referred to the on-site FEMA EAO representative or IST, as appropriate.
When a task force is demobilized, the public information official from the sponsoring agency should perform the following duties:
Contact FEMA Headquarters Office of External Affairs to coordinate the task force's return schedule and arrival at the original POD. FEMA Headquarters Office of External Affairs will in turn inform the respective Regional EAOs to provide public affairs support for the return.
Contact the public information official at the POD (e.g., air base, airport, etc.) to coordinate task force arrival schedule, media attendance, and coordination.
Coordinate all media activities during task force return, including interviews, photo opportunities, etc.
Schedule and conduct news conferences with selected task force personnel for the media one or two days after their return (if appropriate).
Coordinate with FEMA Headquarters Office of External Affairs on what photographs, video, and other documentation from the mission can be released to the local media.
Collect appropriate news clippings and video footage of task force accomplishments (if appropriate). Significant or extraordinary items should be forwarded to FEMA Headquarters Office of External Affairs in a timely manner.
Review and critique the overall media management and coordination.
Document strong and weak points.
Develop lessons learned and incorporate into the sponsoring agency's procedures for future improvement.
Submit recommendations and concerns to FEMA Headquarters Office of External Affairs.
Each task force as well as IST members should exercise prudent judgment in the use of photographs and videotape obtained on a mission. Use of these assets can be very beneficial in training situations and making public presentations to validate the task force, however, task force personnel should remember that the outside use of some graphic photographs and video tapes could be disturbing to some civilians and have a negative impact should they be viewed by relatives or friends of the survivors or victims of the disaster. This type of documentation should be reserved for official task force internal use. Also, in some instances, copies of all written documentation, photographs, and videotape may be requested by FEMA and other investigating authorities for use in litigation and other after-effects of the incident.
Media Management Suggestions - The following items are recommended guidelines during an interview:
1. Ask the reporter’s name. Then use it in your response.
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2. Use your full name. Nicknames are not appropriate.
3. Choose the site (if possible). Make sure you are comfortable with the location of the interview.
Consider what is in the background.
4. Choose the time (if possible). If you would be more comfortable waiting another five minutes, ask the reporter if that's okay.
5. Be calm. Your demeanor and apparent control of the situation are very important in establishing the tempo of evolving events.
6. Tell the truth.
7. Be cooperative. There is an answer to most questions, and if you don’t know it now, let them know you will work diligently to determine the facts needed.
8. Be professional. Don’t let your personal feelings about the media, or this reporter in general, affect your response.
9. Be patient. Expect dumb questions. If the same question is asked again, repeat your answer without irritation.
10. Take your time. If you make a mistake during a taped or non-broadcast interview, indicate that you would like to start over with your response, if appearing live, just start over.
11. Use wrap-around sentences. This means repeating the question with your answer for a complete sound bite.
The following items are examples of what not to do during an interview:
1. Say "no comment".
2. Give your personal opinion. Stick to the facts.
3. Go off the record. Anything you say can and will be used against you.
4. Lie. To tell a lie unintentionally is a mistake. To intentionally tell a lie is stupid.
5. Bluff. The truth will come out.
6. Be defensive. The media and their audience recognize a defensive attitude and tend to believe you're hiding something.
7. Be afraid. Fear is debilitating and is not a characteristic you want to portray.
8. Be evasive. Be up front on what you know about the situation and what you plan to do to mitigate the incident.
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9. Use jargon. The public is not familiar with much of the language used in the US&R field.
10. Confront. This is not the time to tell a reporter how much you dislike the media.
11. Try to talk and command an incident at the same time. You won't do either well.
12. Wear sunglasses.
13. Smoke.
14. Promise results or speculate.
15. Respond to rumors.
16. Repeat leading questions.
END
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APPENDIX 1
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APPENDIX 2
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APPENDIX 3
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APPENDIX 4
National Urban Search and Rescue Response System Code of Conduct National Urban Search and Rescue (US&R) Response System (the System) personnel are representatives of a well-organized, highly trained group of specialists who are assembled to help communities in need of assistance.
The actions of these personnel are a direct reflection on FEMA, their Sponsoring Agency, their fellow System members, and themselves.
It is the responsibility of each System member to abide by this Code of Conduct during any System activity (to include response operations, meetings and other events), and accordingly they will:
Keep constantly in mind the value of life and the welfare of survivors. Remain cognizant of considerations regarding race, religion, gender, and nationality.
Demonstrate proper respect for other assigned personnel. Not possess or use alcohol, and/or drugs illegal under Federal law. Not possess or use firearms.
Understand, respect and adhere to the established chain-of-command and follow its direction at all times.
Procure equipment using established policies and guidelines, and will not utilize or remove property without official authorization.
Demonstrate respect for public and private property.
Maintain a state of readiness, even when unassigned.
Adhere to the established dress code and requirements for personal protective equipment. Abide by Federal policies and regulations regarding the handling of sensitive information. Abide by FEMA directives on appropriate social media use. Not take, or threaten to take, actions in retaliation for whistleblowing actions as established by applicable laws and regulations.
Adhere to ethics guidelines and not abuse authority and/or position. Project and embody professionalism at all times.
Each System member is required to review, become familiar with, and acknowledge receipt of this Code of Conduct by signing it below.
___________________________________________________
Signature Date