Does the size of the event matter in a local disaster declaration?
The measure of a disaster is not the scope or scale of consequences but rather whether or not day-to-day resources and/or authorities and regulations are sufficient to meet response and recovery needs. Especially in cases where an event is larger than a typical event but perhaps smaller than what might merit Federal or even state assistance, the authorities and resources accessed through a declaration are all the more important.
What format should the local disaster declaration take?
Your community’s disaster declaration must be in a written format. There is no standard format for your declaration, but make sure it describes the extent of the disaster and any planning or operational assumptions with the recovery process (or whatever needs to be included in the declaration). If state support is to be requested or explored, counties can work in coordination with DHSEM to draft the declaration, and communities can work with their County government. Click here for an example template.
How is a disaster declared by the State, and what does it mean?
The Colorado Disaster Emergency Act, C.R.S. 24‐33.5‐700 gives the Governor of Colorado or their designee the authority to declare a disaster or state of emergency. Per this legislation, the Colorado DHSEM provides support to disaster-impacted municipalities and counties through the State EOC when local declarations of emergency or disaster are received. If the support of the Colorado National Guard is requested, the State EOC will work with the Governor to sign an Executive Order to provide such support.
A state declaration initiates a state of emergency for up to 30 days unless renewed by the Governor. Requests for assistance are received by the Colorado DHSEM. DHSEM provides resource and financial help as is available and assists the impacted local jurisdictions by determining whether Federal assistance is needed (and if so, what form of assistance). DHSEM will work with FEMA and the Small Business Administration if Federal assistance programs are authorized to ensure coordination with state-provided support.
What short-term recovery activities are commonly performed by Recovery Support Function (RSF) partners in the EOC?
Response and recovery often occur in tandem and therefore begin in the EOC long before a dedicated recovery committee or organization can begin operations. Examples of short-term recovery activities commonly performed in the EOC include: Engaging with and initiating case management for survivors who will need long-term recovery assistance, often during the process of providing mass care (e.g., emergency sheltering, food, water, cleanup supplies, etc.).
Providing access and functional needs (AFN) support services. Conducting sector-specific damage and needs assessments (businesses, homes, medical impacts, infrastructure, debris). Prioritizing the temporary resumption of critical infrastructure, and identifying longer-term repair and reconstruction needs. Debris clearance, removal, and disposal (including the identification, assessment, and selection of debris disposal sites).
- Communication with the public about recovery support, including enabling the reporting of damages and needs and to register for recovery assistance.
- Initiation of mental health services for those impacted by the disaster.
- Registration, vetting, and assignment of spontaneous, unaffiliated volunteers.
- Acceptance, processing, and distribution of financial and in-kind donations.
- Recovery support for pets, companion animals, and livestock.
- Activation, staffing, and management of Disaster Assistance Centers to provide a single location for people needing information and assistance.
What are some tips for conducting an effective Rapid Needs Assessment (RNA)?
- The focus of an RNA is on ensuring emergency management can dedicate constrained local resources in a way that they have the greatest impact. Although life safety is prioritized, there are recovery implications to this data. Standard forms are not required but informing assessors of information needs can help them to remember to look for those during their efforts.
- Ensure that assessment teams describe, in general terms, the overall magnitude of damage, the scale of populations at risk (fatalities, injuries, and displacement), and the impacts on critical facilities and infrastructure. Though it will not likely support project development, it supports the need for activation of the RSFs.
What are some tips for conducting an effective Initial Damage Assessment (IDA)?
- Proactively develop IDA data collection and analysis methods.
- Rapid Needs Assessment (RNA) outcomes will help prioritize IDA efforts, including in the identification of recovery needs. Keep in mind that IDA information not only supports decision-making, it is also required for recovery support under state and Federal declaration guidelines.
- When possible, simultaneously conduct damage and safety inspections of critical facilities to maximize resources.
- Ensure that the public can report damages and needs in a standard way that accommodates access and communication challenges as this will inform the scope of recovery planning needs, including requests for Individual Assistance from the State and FEMA.
- Include community organizations wherever possible.
- Ensure that all departments and agencies are maintaining accurate records, taking pictures of damages, and providing status updates regularly, including a log of all staff and volunteer efforts that are dedicated to disaster response and recovery efforts.
- Monitoring social media and maintaining contact with the local dispatch center can help prioritize where to send IDA teams.
What are some tips for conducting an effective Joint Preliminary Damage Assessment (PDA)?
- Be sure to coordinate and collaborate with DHSEM.
- Refer to FEMA documentation to understand recovery support damage thresholds.
- Ensure that Recovery RSF and any long-term recovery staff or stakeholders that have been identified at this early stage are informed of, and ideally, involved in the PDA effort.
- Utilize a geographic information system (GIS) to plot identified recovery needs.
- Coordinate with state and local Volunteer Organizations Active in Disasters (VOADs) and other non-disaster NGOs with recovery relevance to best capture damages, losses, and needs that have relevance to long-term recovery.
What are some tips for conducting an effective Recovery Assessment?
- Recovery assessments should support the transition of recovery operations from the EOC to the community recovery organization.
- Recovery assessments focus on unmet needs.
- Recovery assessment protocols should include representatives from the various government departments and community organizations who will be working to address long-term recovery needs.
- If a recovery framework is in place, the recovery assessment should be structured to inform the efforts of the activated RSFs.
What does the membership of a damage assessment team typically look like?
Disaster damage and needs assessment teams are primarily staffed by local government officials and members of affiliated non-profit organizations like the American Red Cross. It may be necessary to include personnel from the NGO or private sector with needed expertise, such as in engineering, construction, property evaluation, and related fields, to increase capacity to meet needs. A team will commonly include the following officials:
- Local emergency response agency (fire, police, EMS) staff
- Local Building Department
- Assessor’s Office
- Public Works
- Floodplain Management
- Engineering Department
- Public and private utilities
- American Red Cross
- Faith-based organizations
- Insurance agencies
- State and Federal representatives
What is the role of the State relative to local or county disaster declarations?
The Colorado Division of Homeland Security and Emergency Management (DHSEM) has the following responsibilities:
- Accept the local disaster declaration and provide assistance as available to local governments through resource support and financial assistance.
- Determine if federal assistance is required, and if so, which programs.
- Develop a request letter for the Governor’s signature and compile data to support the request for federal assistance.
- Assist the Governor in selecting key officials who will facilitate state support of impacted local jurisdictions, namely the State Coordinating Officer and the Governor’s Authorized Representative.
- Coordinate with FEMA for the administration of disaster assistance programs and with support from other state agencies.
- Inform support agencies and local officials of request for and approval/denial of Federal assistance.
- Coordinate public information activities related to the request for Federal assistance.
- Work with FEMA to manage recovery programs.
- Provide technical support and assistance to applicants.
- Ensure that potential applicants are educated about the eligible assistance programs and are aware that the assistance is available.
The Colorado Governor’s Office has the following responsibilities:
- Accept the local Emergency or disaster declaration from DHSEM with their recommendation for state assistance.
Determine need for a State Declaration of Disaster. - Sign an Executive Order declaring an emergency or disaster for the State of Colorado and send the request to FEMA for Federal declaration consideration.
- Appoint the State Coordinating Officer to act in cooperation with the Federal Coordinating Officer to coordinate disaster recovery efforts for the state.
- Appoint the Governor’s Authorized Representative who is empowered by the Governor to execute, on behalf of the State, all necessary documents for the disaster assistance programs.
What is the State Declaration Process?
When a local declaration is transmitted to the Colorado DHSEM, the following process occurs:
- Colorado DHSEM staff gather information and brief the State Office of Emergency Management Director.
- The State Office of Emergency Management Director, depending on time and severity of the situation, will brief the DHSEM Director, CDPS Executive Director, and/or the Governor’s staff, and determine whether or not a state declaration is warranted.
- If a state of emergency is warranted, it will be issued by the governor through an executive order or proclamation (C.R.S. 24‐33.5‐700), A request for a Major Disaster Declaration is submitted to the President through the Federal Emergency Management Agency (FEMA), Region VIII, in Denver.
- The Executive order, which may be drafted in coordination with one or more state agencies, will guide local support.
- The Governor’s declaration activates state emergency management plans and programs and provides the authority for the mobilization and deployment of all resources to which the plans refer, including the Colorado National Guard.
- A declared state of emergency is only good for 30 days unless the Governor renews the declaration. The declaration can be terminated by way of Executive Order or Proclamation when the Governor determines that a state of emergency no longer exists.
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