Disaster Housing Standard Operating Guide
Disaster Housing
Standard Operating Guide (SOG)
Table of Contents
I. Introduction
II. Purpose
III. Scope
IV. Assumptions
V. Disaster Housing Planning
VI. Roles & Responsibilities
VII. Concept of Operations
VIII. Task Force Operations
IX. Mobilization/Demobilization
I. Introduction
The intention of this standard operating guide (SOG) is to provide functional guidance to housing coordinators and incident support personnel in the implementation of the State Temporary Housing Program as directed by the Office of the Governor and in accordance with Section 408 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended; 44 CFR 206.110-117. The National Disaster Housing Strategy summarizes sheltering and housing efforts throughout the United States while describing the principles and policies that guide a disaster housing process. Although the Federal Government stands alongside the States as an engaged partner, stakeholder collaboration must address the disaster housing implications faced from a wide range of hazards and potentially catastrophic events.
The rebuilding and restoration of livelihoods, communities, social networks, relationships, and the environment are crucial. There is a clear need for individuals and their communities to take charge. Disaster housing responsibilities, capabilities, and resources cross a diverse array of organizations that have varied missions and vested interests in providing emergency temporary housing assistance. Local, state and federal agencies provide supportive services to disaster survivors.
II. Purpose
This guide should be used in conjunction with federal regulations on disaster assistance, local disaster housing plans, and nongovernmental support agency work agreements. It is intended to provide leadership to engage and coordinate the full range of partners and stakeholders when implementing integrated housing efforts. Clear demarcation of authority, roles, procedures, and good liaison are defined as a balance is struck in providing housing assistance rapidly during the wake of a disaster and meeting the diverse needs of communities, individuals and households.
III. SCOPE
Disaster Housing Operations has the overarching responsibility for incident response and recovery that requires a significant housing effort. Retaining the original population of a community displaced by a disaster is our core mission. Government, private sector, and nongovernmental organizations are charged with providing interim housing options to citizens as the transition back to permanent housing begins. Application of this guide is estimated to help emergency management personnel and affiliated organizations initiate planning throughout the state for a disaster housing mission, task force operations, and to support FEMA field operations and structures.
IV. Assumptions
A. Preparations and Planning Phases
1. A State communications platform such as SharePoint (pending approval of use) will be utilized by all counties and Disaster Housing Coordinators to facilitate accurate and timely communications of vital information.
2. A completed County Disaster Housing Plan (as outlined by the current Scope of Work) will be submitted to the Disaster Housing Coordinator/Team via SharePoint (pending approval of use) Workspaces for review and suggested corrections/additions. A response by the State Disaster Housing Program Administrator will be sent to the county via SharePoint (pending approval of use).
3. Disaster Housing Program Administrator will work closely with each County Emergency Manager to implement a complete Disaster Housing Plan that incorporates the following:
a) The identification of a high-level county point of contact responsible for daily maintenance and administration of plan during incidents requiring housing
b) Database input and update of key points of contacts identifying stakeholders within the county who will make decisions regarding housing. Stake holders information at a minimum should include name, agency, title, business address, contact numbers, email addresses, and roles in the housing strategy
4. Policies and regulations establishing emergency ordinances, planning, and zoning, and fee waivers within counties and municipalities establish streamlined process for expediting and the placement of temporary housing.
5. Cataloged real estate assets such as existing mobile home parks, hotels/motels, condos/apartments, and land for use in the build out of emergency group sites exist as an aid in a housing mission while awaiting federal government assistance. Data establishes the owner with his/her contact information, location of resource, flood zone information and the recording of any infrastructure improvements.
6. Completed housing plans will be incorporated into the CEMP Emergency Support Function 6 (Mass Care, Housing and Human Services.
B. Response and Recovery Phase
1. All county and state personnel will have the required training to operate SharePoint (pending approval of use) as the communications platform.
2. IA/PDA’s will be conducted using Disaster Housing Coordinators as state representatives on the IA/PDA teams.
3. People will need interim housing. Interim housing is the responsibility of the local community, prioritized as guided by the Disaster Recovery Plan of the declared counties.
4. Information and data required by the following organizations will have been entered into SharePoint (pending approval of use) work spaces to facilitate recovery missions.
a) Federal Emergency Management Agency (FEMA) and Contractors will need to know county contacts, available properties, land use restrictions, and permitting processes for the affected counties.
5. This SOG assumes that the Disaster Housing Team staff will be trained and the work area organized and prepared prior to activation.
V. DISASTER HOUSING PLANNING
A. During the Preparedness Phase
1. Implement State Scope of Work
2. Review/Approve Disaster Housing Plans
3. Provide Disaster Housing Plan and Task Force Operations Training
4. Facilitate the flow of information regarding interim housing between all levels of government to include nongovernmental organizations
B. During Response Phase
1. Serve is Individual Assistance Preliminary Damage Assessment (IA PDA) team member
2. Alert local Disaster Coordinator of pending operations and prepare for Task Force Operations and Mobilization of State Disaster Housing Coordinators to impact communities.
C. During Recovery Phase
1. Disaster Housing Operations state lead in Joint Field Office (JFO)
2. Assign to impact area a State Disaster Housing Coordinator and facilitate Task Force Housing Operations
3. Provide technical communication and administrative support to perform disaster housing operations as state lead:
a) Federal Emergency Management Agency (FEMA)
b) Housing and Urban Development (HUD)
c) United States Department of Agriculture (USDA)
d) US Army Corps of Engineers (USACE)
e) Small Business Administration (SBA)
f) Department of Community Affairs (DCA)
g) Florida Housing Finance Corporation
h) Department of Health (DOH)
i) Department of Transportation (DOT)
j) Long Term Recovery Organizations (LTRO)
k) Private Sector and assigned contractors supporting Housing Operations
l) Governor Office Liaison
VI. ROLES & RESPONSIBILITIES
A. Disaster Housing Program Administrator
1. Preparations and Planning
The primary role of the State Program Administrator is to provide a platform for the execution of a disaster housing mission. Overall responsibilities encompass providing a roadmap for operations and a systematic means for stakeholders to contribute efforts, inputs and resources necessary in a collaborative effort which engages all levels of government, the nonprofit and private sectors, and individuals to meet urgent housing needs. Additionally, the administrator maintains overall responsibility and is responsible to:
a) Supervise and implement the State’s Scope of Work.
b) Support and manage the Disaster Housing Program within the State of Florida’s 67 counties
c) Oversee the implementation of SharePoint (pending approval of use) within the state response system.
d) Establish and enforces procedures for plans that assure maximum safety considerations during deployment and operations.
2. Response and Recovery
Activation role is Disaster Housing Branch Director. Coordinate with Individual Assistance Branch Director emergency/interim housing needs. This position requires a direct interface between the Housing Operations Center (HOC) and relevant agencies. This position is the primary agent and coordinator of communication functions and responsibilities of the HOC to support the housing mission in partnership with the FEMA counterpart.
B. Disaster Housing Coordinator
1. Preparations and Planning
Facilitate the Disaster Housing Program in the responsible counties.
a) Implement the State’s Scope of Work.
b) Implement SharePoint (pending approval of use) as the communications platform and invite all counties to the workspaces.
(1) Ensure entry of resources, key personnel, plans and procedures of the assigned counties.
(2) Ensure adequate training is made available to the counties and essential stakeholders (coordinate Regional Coordinator assistance).
(3) Ensure follow-on training is made available on an as needed basis to the county Emergency Managers and their staffs.
2. Response and Recovery
Housing coordinators are assigned in impact communities as state leads and are located within the HOC in partnership with FEMA as members of Divisional Housing Coordination Teams. The primary duty of the coordinator in this capacity is to gain “good” field intelligence on local housing needs and resources. The tri-member teams of local, state and federal government agents are designed to provide the headquarters located at the JFO immediate, clear, and concise access to the local housing situation. Coordinators are liaisons serving as conduits to local governments and nongovernmental agencies assisting in improving communications and collaborations amongst all stakeholders assisting in providing housing to displaced citizens in implementing a housing mission.
3. Disaster Housing Coordinators as IA PDA team members
Under the direction of the IA PDA coordinator, the activation role of housing coordinators is that of a damage assessment team member. Housing coordinators are deployed to impact areas as part of an official joint team comprised of representative(s) from State, FEMA, SBA, and County. As a unified team, members assist in the assessment of state and county eligibility for disaster relief from the federal government. Damage assessment provides a basis for determining the types of assistance needed and the assignment of priorities to those needs. Information collected is used by the state as a basis for the Governor’s request, and by FEMA to document the recommendation made to the President in response to the Governor’s request for a Presidential Declaration of a major disaster or incident
4. Disaster Housing Coordinators as Liaisons to government and nongovernmental organizations
A primary role of the Disaster Housing Coordinator is to engage all levels of government, the nonprofit and private sectors, and individuals to collectively meet the urgent housing needs of disaster survivors. As liaisons, coordinators manage expectations, proactively plan, and provide a clear delineation of roles and responsibilities when guiding stakeholders in disaster housing readiness response, and recovery from a local perspective. Liaisons bring together key partners that have the expertise, experience, and resources required to meet a disaster housing effort.
Coordinators integrate collaboration of disaster housing assistance with related community support services and long-term recovery efforts as found within Long Term Recovery Organizations (LTRO) and state offices managing Community Development Block Grant (CDBG), State Housing Initiative Partnership (SHIP), and HOME Investment Partnerships funds that local governments may use for community and economic development and affordable housing.
VII. CONCEPT OF OPERATIONS
During the planning and preparations phase and prior to an event, local governments have developed temporary housing plans for implementation during a disaster. Upon the occurrence of an event, task force and housing operations commands are established locally and at the Joint Field Office. Both operation cells provide support to the housing mission. Support should include development of needs assessment and county-specific strategies, coordination with logistics, and facilitation of resources. Both federal and state governments should provide staffing to the Planning Group.
Once there has been a determination has been determined to activate the State Emergency Response Team, the Disaster Housing Team members mobilize initially as IA PDA team members followed by assignment to the HOC in the impact communities as a member and state lead on the Divisional Housing Coordination Team. The Disaster Housing Team is the State Emergency Response Team’s link to facilitating interim housing in affected areas of the State.
Using the respective county’s Local Disaster Housing Plan, the Disaster Housing Team coordinates the housing efforts of FEMA and that county. The Disaster Housing Team member must be proactive, visible and able to deliver assistance in a timely manner.
Once declared operational, the Disaster Housing Team will implement the following objectives:
A. Objective 1: Serve as IA/PDA Team Member. Coordinate with other team members to create accurate reports in a timely manner.
B. Objective 2: Serve as SERT Disaster Housing Liaison between the county EOC and State EOC to assist the county in its operations and communicate to the State EOC the situation, concerns, and needs of that county.
C. Objective 3: Serve as Disaster Housing Coordinator. Facilitate the flow of information from the housing task force regarding interim housing between local government, state government, FEMA and nongovernmental agencies.
VIII. TASK FORCE OPERATIONS
Disaster Housing Operations is designed to operate and provide technical assistance to all emergency and/or disaster events throughout the State of Florida. Disaster Housing Teams coordinate federal, state and local resources to provide interim housing options for the citizens of Florida. Disaster Housing Operations work in coordination with HUD, FEMA, SBA, and USDA to provide economical, comfortable means of temporary housing for individuals displaced until their home can be replaced or repaired. Division task force and housing operations commands will be used to establish and execute a common housing mission amongst all stakeholders. Specifically, housing operation centers will be organized to create and enhance existing capacities needed to support:
A. Timely communication of mission-critical information and issues
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Florida Division of Emergency Management, Bureau of Recovery
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Disaster Housing Standard Operating Guide
B. Formulation of a common strategy for immediate and long-term disaster housing needs
C. Facilitation of housing resources and additional options to complement those provided by Federal Government and the State
IX. MOBILIZATION/DEMOBILIZATION
A. FEMA & State communicate to prepare activation of the HOC at the State EOC. State communicates with potential impacted counties to activate County Disaster Housing Coordinators and whether or not to stand-up a Housing Operations Centers. Upon receipt of deployment and housing training, State and Federal Disaster Housing Coordinators are appointed and activated to deploy to the County EOC. Upon mobilization, follow check-in procedures as outlined by Mobilization/Demobilization Unit. There are two types of employees that are assigned to housing operations, they are: