Many moons ago, I asked for some help with EOC forms and procedures and got
the outstanding responses below. Since we're having an EOC exercise today,
it seemed an appropriate time to finally read (and send out) the responses.
Thank you for all your help - I'll try to have a bit faster turn-around time
next time :-)
Lori Rose
City of San Ramon
please give a call @ (559)733-6286 i may have some information that will
help you.
I'll forward this to my division manager who handles disasters. I don't
know about forms
as much as systems. We have established chargepoints for each operation to
use during
disasters. The timekeeping is done on their regular time cards, which
charges going to those special chargepoints. We use
our project accounting system (which is part of our regular accounting
system) to track the costs specific to each disaster
(or at least, we will be using it ...... we haven't had any disasters
(thank heavens) since we installed this system).
Reporting is done in accordance with FEMA/OES requirements.
Tell your PW folks that either they track their costs according to the
requirements of FEMA/OES, or all disaster related costs
will have to be absorbed within whatever their current appropriation is.
Maybe that'll get their attention.....it did ours!
Rose, Lori wrote:
> Has anyone developed an effective procedure and related forms to track
costs
> incurred during a disaster? We have tried several times to come up with
> something that is acceptable to our Public Works Department. It seems
that
> our job as information collectors is not deemed that important to the
folks
> out there trying to "get the job done."
>
> If anyone has actually been through a disaster and has ideas to share, I'm
> sure we could all benefit from your experience. If you have procedures or
> forms to share, please forward them to me and I will compile them for the
> group.
>
> Thanks!
>
>
> * Lori Rose
> * Financial Services Manager
> * City of San Ramon
>
>
>
>
>
>
------------------------------------------------------------------------
>
> Name: Ivy.gif
> Ivy.gif Type: GIF Image (image/gif)
> Encoding: base64
The City of San Luis Obispo has developed some basic disaster response
accounting procedures that appear in our Financial Management Manual. I have
attached those procedures for you. I have also attached two of the forms
referenced - the emergency PO and the emergfency timesheet. The other forms
referenced I don't currently have electronically because we just used the
OES equipment, materials, and force labor forms and put our City logo at the
top. If you'd like a copy of those, I could fax them to you.
As you know, having forms and procedures is one thing, getting "the folks on
the street" to complete them timely is another. I have met with Public Works
and Utilities departments at their staff meetings to discuss the importance
of the using the forms for disaster recovery. We also have identified at
least one key person in each of those departments to have disaster recovery
responsibilities. Each department has a supply of forms, and they know to
put them in use in a potential "disaster" situation.
Don't hesitate to contact me if you have additional questions.
Carolyn Dominguez, Accounting Manager
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
(805) 781-7127
[EMAIL PROTECTED]
Fax (805) 781-7468
Carolyn Dominguez, Accounting Manager
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
(805) 781-7127
[EMAIL PROTECTED]
Fax (805) 781-7468
>>> "Rose, Lori" <[EMAIL PROTECTED]> 01/13/00 05:09PM >>>
Has anyone developed an effective procedure and related forms to track costs
incurred during a disaster? We have tried several times to come up with
something that is acceptable to our Public Works Department. It seems that
our job as information collectors is not deemed that important to the folks
out there trying to "get the job done."
If anyone has actually been through a disaster and has ideas to share, I'm
sure we could all benefit from your experience. If you have procedures or
forms to share, please forward them to me and I will compile them for the
group.
Thanks!
* Lori Rose
* Financial Services Manager
* City of San Ramon
Emergency TIME.xls
Emergency PO.xls
650 - Disaster Accounting Procedures.doc
We've had a few disasters from rain and other causes. When there is a
disaster we have all our costs accumulate into a disaster fund that we have
set-up. We use all our normal time sheets and purchase forms. I've used
this concept here in Signal Hill and in the City of Irvine and it works
quite well. In Irvine rather than using a separate fund we were able to
assign an additional four digit code onto the regular account numbers. The
four digit code would be assigned as soon as the disaster hit. That was
Finance's responsibility in the EOC. What you can use sometimes depends on
your accounting system and its flexibility.
Dennis MacArthur
Director of Finance
City of Signal Hill
-----Original Message-----
From: Rose, Lori [mailto:[EMAIL PROTECTED]]
Sent: Thursday, January 13, 2000 5:10 PM
To: '[EMAIL PROTECTED]'
Subject: [CSMFO Members] Emergency Forms
<< File: Ivy.gif >> Has anyone developed an effective
procedure and related forms to track costs
incurred during a disaster? We have tried several times to
come up with
something that is acceptable to our Public Works Department.
It seems that
our job as information collectors is not deemed that
important to the folks
out there trying to "get the job done."
If anyone has actually been through a disaster and has ideas
to share, I'm
sure we could all benefit from your experience. If you have
procedures or
forms to share, please forward them to me and I will compile
them for the
group.
Thanks!
* Lori Rose
* Financial Services Manager
* City of San Ramon
Suggest you contact Eric Frost in Watsonville. They had earthquakes and
floods to deal with several years ago and made a presentation at CMTA and
League conferences.
Frances Medema
Staff Analyst
League of California Cities
1400 K Street Suite 400
Sacramento, CA 95814
phone: 916/658-8218
fax: 916/658-8240
email: [EMAIL PROTECTED]
>>> "Rose, Lori" <[EMAIL PROTECTED]> 01/13/00 05:09PM >>>
Has anyone developed an effective procedure and related forms to track costs
incurred during a disaster? We have tried several times to come up with
something that is acceptable to our Public Works Department. It seems that
our job as information collectors is not deemed that important to the folks
out there trying to "get the job done."
If anyone has actually been through a disaster and has ideas to share, I'm
sure we could all benefit from your experience. If you have procedures or
forms to share, please forward them to me and I will compile them for the
group.
Thanks!
* Lori Rose
* Financial Services Manager
* City of San Ramon
If you have the capability to track Project Information within your
Financials and Payroll you can assign a project name or number to all
related activity, and thus track all associated costs related to a
disaster. These stats can then be used to recover costs when available.
As to forms, all normal forms are used with a project code designation
allowing for project history and reporting.
I received these forms from our OES Area G Coordinator. They are not
necessarily for use out in the field, but they work wonderfully for me on
the reimbursement end in Finance.
Marni Ruhland
Finance Officer
City of Redondo Beach
(310) 372-1171, extension 2428
[EMAIL PROTECTED]
> -----Original Message-----
> From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED]]On Behalf
> Of Rose, Lori
> Sent: Thursday, January 13, 2000 5:10 PM
> To: '[EMAIL PROTECTED]'
> Subject: [CSMFO Members] Emergency Forms
>
>
> Has anyone developed an effective procedure and related forms to
> track costs
> incurred during a disaster? We have tried several times to come up with
> something that is acceptable to our Public Works Department. It
> seems that
> our job as information collectors is not deemed that important to
> the folks
> out there trying to "get the job done."
>
> If anyone has actually been through a disaster and has ideas to share, I'm
> sure we could all benefit from your experience. If you have procedures or
> forms to share, please forward them to me and I will compile them for the
> group.
>
> Thanks!
>
>
> * Lori Rose
> * Financial Services Manager
> * City of San Ramon
>
>
>
>
>
FA-contracts record-010.xls
FA-equipment record-007.xls
FA-materials record-009.xls
FA-rented equipment-008.xls
The attached files are the Policy and Procedures (P&Ps) sections
that we have given to all departments to use in emergency or disaster
situations. Our Policy and Procedures manual will be completed after
FEMA's
new P&Ps are issued. If you have any questions you can reach me at
(916)632-4018
or E-mail.
<<nuts&.doc>> <<sumfrms.xls>>
> -----Original Message-----
> From: Kim Sarkovich
> Sent: Friday, January 14, 2000 8:19 AM
> To: Mary Rister
> Subject: FW: [CSMFO Members] Emergency Forms
>
> Please respond.
>
> -----Original Message-----
> From: Rose, Lori [SMTP:[EMAIL PROTECTED]]
> Sent: Thursday, January 13, 2000 5:10 PM
> To: '[EMAIL PROTECTED]'
> Subject: [CSMFO Members] Emergency Forms
>
> Has anyone developed an effective procedure and related forms to track
> costs
> incurred during a disaster? We have tried several times to come up
> with
> something that is acceptable to our Public Works Department. It seems
> that
> our job as information collectors is not deemed that important to the
> folks
> out there trying to "get the job done."
>
> If anyone has actually been through a disaster and has ideas to share,
> I'm
> sure we could all benefit from your experience. If you have
> procedures or
> forms to share, please forward them to me and I will compile them for
> the
> group.
>
> Thanks!
>
>
> * Lori Rose
> * Financial Services Manager
> * City of San Ramon
>
>
>
> <<Ivy.gif>>
nuts&.doc
sumfrms.xls
Ivy.gif
Hello Lori,
This is Mary Jo Walker. How you doing, what with the new job and all? In
response to your question, I was the Chief of Admin Services in the Dept of
Public Works at the County of Santa Cruz when the 1989 Loma Prieta
earthquake
hit. Forms were a big deal. We had a timesheet which allowed the
maintenance
crews and engineers to specify which project they were working on. We had a
separate project number for basically each DSR or disaster location. Our
check
request form allowed for this number as well. We made sure the list of
numbers
was really up-to-date, and we published it regularly so everyone would use
the
right numbers. We had to badger employees (especially the maintenance
crews)
into using the numbers, because paperwork isn't really their focus when they
are
out there battling nature in a true disaster. However, they were pretty
cooperative once we got the message across that if they didn't do the right
paperwork, we wouldn't get reimbursed from FEMA/OES, we would loose million
of
$, and there would not be enough money to keep them employed. I don't have
the
forms, but if you call the County of Santa Cruz Dept of Public Works, and
ask to
talk to Carol Kelly (831-454-2347) she can direct you to the best person to
talk
to. Carol replaced me as the Chief of Admin Services, but she has 1 or 2
accountants who work for her that do the grant accounting. These people
would
be a great source of info. Good luck.
"Rose, Lori" wrote:
> Has anyone developed an effective procedure and related forms to track
costs
> incurred during a disaster? We have tried several times to come up with
> something that is acceptable to our Public Works Department. It seems
that
> our job as information collectors is not deemed that important to the
folks
> out there trying to "get the job done."
>
> If anyone has actually been through a disaster and has ideas to share, I'm
> sure we could all benefit from your experience. If you have procedures or
> forms to share, please forward them to me and I will compile them for the
> group.
>
> Thanks!
>
>
> * Lori Rose
> * Financial Services Manager
> * City of San Ramon
>
>
>
>
>
> ------------------------------------------------------------------------
> Name: Ivy.gif
> Ivy.gif Type: GIF Image (image/gif)
> Encoding: base64
Lori,
The City of Watsonville made a presentation at CMTA conference, I think last
year, on that very subject. I'd start there and see what they've done.
Their presentation used the big quake and all the FEMA requirements as
examples...
Robert Groeber in Visalia
-----Original Message-----
From: Rose, Lori [mailto:[EMAIL PROTECTED]]
Sent: Thursday, January 13, 2000 5:10 PM
To: '[EMAIL PROTECTED]'
Subject: [CSMFO Members] Emergency Forms
Has anyone developed an effective procedure and related forms to track costs
incurred during a disaster? We have tried several times to come up with
something that is acceptable to our Public Works Department. It seems that
our job as information collectors is not deemed that important to the folks
out there trying to "get the job done."
If anyone has actually been through a disaster and has ideas to share, I'm
sure we could all benefit from your experience. If you have procedures or
forms to share, please forward them to me and I will compile them for the
group.
Thanks!
* Lori Rose
* Financial Services Manager
* City of San Ramon
We have a special paycode for employees to use to code the time they spend
working on a disaster. Additionally, for other expenditures, we would
assign an activity code to be used for coding all expenditures associated
with a disaster. This puts the burden on the "doers" to properly code
expenses. Then, all we have to do is produce reports with the designated
codes.
The paycode designation worked well for us in the past and, in a disaster,
labor always is the biggest "on the fly" expense. Fortunately, our
"disasters" have been few and not too large!
Veeda Cumming
Accounting Manager
City of Paso Robles
-----Original Message-----
From: Rose, Lori [mailto:[EMAIL PROTECTED]]
Sent: Thursday, January 13, 2000 5:10 PM
To: '[EMAIL PROTECTED]'
Subject: [CSMFO Members] Emergency Forms
<< File: Ivy.gif >> Has anyone developed an effective
procedure and related forms to track costs
incurred during a disaster? We have tried several times to
come up with
something that is acceptable to our Public Works Department.
It seems that
our job as information collectors is not deemed that
important to the folks
out there trying to "get the job done."
If anyone has actually been through a disaster and has ideas
to share, I'm
sure we could all benefit from your experience. If you have
procedures or
forms to share, please forward them to me and I will compile
them for the
group.
Thanks!
* Lori Rose
* Financial Services Manager
* City of San Ramon
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Ivy.gif
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