Page images
PDF
EPUB

(c) Authority delegated to the regional director to execute agreements with a governor may not be redelegated by him. Authority to delegate responsibilities to other agencies and other administrative functions may be redelegated by the regional directors.

(d) From the standpoint of actual disaster operations, the use of the regional office organization will be of an intermittent character. From the standpoint of planning with Federal agencies and encouraging development of plans by States and local units of government, the work will be continuous. 4.3 Federal Civil Defense Administration regional office operating procedure

(a) As rapidly as possible, regional directors shall establish contacts with Federal agencies operating in their jurisdiction which have resources usable in disasters or can furnish information regarding potential or actual disasters. Such liaison should provide:

1. Knowledge regarding manpower, equipment, material, and other resources available in each agency;

2. Information regarding the disaster plans of the agency ;

3. Arrangements for immediate notification to regional director cf contemplated action by such agency in a disaster, and ;

4. Arrangements for notification of such agency of disasters, etc., by the regional director. (6) As directed in the Administrator's letter, the regional director should make prompt contact with the governor of each State in his region and with each State director of civil defense or other person designated by the governor as responsible in a disaster. The regional director and his staff are responsible for fostering development of State and local plans to meet disasters.

(0) The regional director should work out with the State a procedure which will insure prompt reporting to the regional office of all disasters which might require Federal assistance. The regional director should evaluate such reports and forward to the Administrator by emergency communications with his comments.

(d) The regional director is responsible to see that his emergency operations and communications procedures are so established that a designated duty officer can be reached at any time, day or night, 7 days per week. Such duty officer should have responsibility of securing from the regional director or deputy the authority to see that the information is promptly forwarded to the Washington office. If by telephone, call Washington, Adams 4-7120 or 47121. If by teletype, call Bluemont, Va., 86. The regional director shall also establish procedures to see that adequate notice is furnished all regional staff who may be required to function in the particular disaster situation.

(e) When the situation has not reached the emergency stage, for erample, when a warm rain has started to fall on a heavy concentration of snow with anticipation of floods within 10 days or 2 weeks, transmittal of data by mail may be adequate.

(f) When the regional director believes a disaster has occurred and he has not been so informed, he should not hesitate to request advice from State or other agencies. 4.4 Additional regional investigations

(a) Following receipt of the initial notification, the regional director should make such additional investigations as the situation warrants. Investigation might entail a further check with the Weather Bureau on rain forecasts, the Corps of Engineers on river stage predictions, the Department of Agriculture on drought conditions, the Department of the Interior on snow conditions in the mountains, the Bureau of Public Roads on highway and bridge damages, the State civil defense organization for further information, or even a visit to the site of disaster. Maximum utilization should be made of the experience and technical knowledge of these and other Federal agencies.

(6) Keep currently informed regarding any proposed action by Federal agencies and see that all Federal agencies are informed of the facts regarding a disaster and insure the necessary coordination of such action.

(c) Maintain contact with the Governor's office to insure that the Federal Civil Defense Administration is meeting the needs through available Federal assistance. It is expected that the State Civil Defense Director will have cleared with the Governor and determined the probability of the Governor's request to the President prior to his notifying the regional director.

(d) As soon as the regional director has knowledge that the Governor has submitted a request to the President for the declaration of a major disaster, he should secure and forward to the Administrator supporting data outlined in 3.3. 4.5 Agreement with State Governor

(a) As soon as the President has acted, the Administrator will notify the regional director of such action. If a major disaster has been declared, the regional director will execute an agreement with the affected State, providing for Federal assistance in the disaster area. Such agreement will be predicated on standard contract issued by the Administrator with such individual limitations that are applicable to the particular situation. Sample agreement is attached as appendix B.

(6) Preparatory to the execution of the said agreement, an operational plan for disaster relief should be mutually agreed upon between the regional director and State Governor. In the event Federal funds under the authority of section 3d, Public Law 875, are to be expended, it should be further agreed :

1. Through what channels the founds would be made available, i. e., to the State, to the local public bodies, or direct Federal expenditure;

2. Types of expenditures authorized ;
3. Utilization of State and local funds and facilities;
4. Use of other Federal agencies, and;

5. Type and extent of State control, such as inspection of sanitary facilities, application of building codes, etc. (c) Civil defense facilities and equipment procured from the matching funds program as provided in section 201 (b) of Public Law 920, which has been utilized, damaged or destroyed while in the performance of relief activity during a disaster, will be immediately replaced or restored by the State or local government. Where the disaster has been declared a major disaster the costs incurred in the use of such facilities and equipment may be defrayed in whole or in part by the Federal funds allocated.

Where a disaster has been declared a major disaster and the emergency conditions justified, the provisions of section 3 (a) and (b) of Public Law 875 may be made applicable to the use of items in Federal stockpile. 4.6 Review of regional director

(a) Prior to the commitment of Federal funds for the alleviation of suffering and damage caused by the disaster, the regional director should be notified by the Governor as to the State's plan for operational expenditures in order to ascertain its conformity with the provisions of section 3 (d) of Public Law 875. No payment shall be made for any costs incurred by the State unless such costs are in conformity with the forementioned section 3, Public Law 875, and are specifically authorized and/or approved by the regional director. 4.7 Revicu or screening committee

(a) In previous disasters involving a number of local political subdivisions with a State, the establishment of a Governor's review or screening committee, composed of some 4 or 5 members, such as the State civil defense director, as chairman, the State engineer, the public health officer, the State superintendent of schools and one Federal representative has been extremely advantageous. It has been the function of this committee to screen requests from the various local agencies for assistance and determine the eligibility of such assistance from available State or Public Law 875 funds. 4.8 Inspection

(a) The regional director will arrange for necessary inspection of work. In many cases, this can best be accomplished by delegation of the responsibilities to other Federal agencies with personnel technically trained in the field in which inspertion is required. Adequate inspection to determine the work is being carried out in accordance with the agreement, that the cost thereof is reasonable, and that the payments therefor are proper, may eliminate the necessity for detailed andit of State or local accounts. However, where the regional director has reason to believe a detailed audit is necessary, he should recommend such action to the Administrator. 4.9 Identification of Federal Civil Defense Administration personnel

(a) The regional director should undertake to work out with the Governor of each State, and through him with the highway patrol or other traffic-control groups necessary clearance of regional personnel to get through police lines to disasters. The central office will develop and furnish to each region identification for persons and vehicles which will be of assistance in these matters. In the meantime, a vehicle marker is being sent to regional personnel for use with present employee identification card. 4.10 Public information

(a) Prior to a determination by the President that the disaster is of sufficient severity and magnitude as to constitute a declaration of a major disaster as provided under Public Law 875, statements for public issuance regarding the disaster will be limited only to known facts. Under such circumstances, no indication, express or implied, is to be made public that the provisions of Public Law 875 will, or will not, be made applicable to the situation. Unless it is known that a governor has certified to the President that Federal assistance is required. all queries concerning State or local action will be referred to the governor or State civil defense director concerned. Queries concerning other Federal agencies will be referred to the appropriate agency or answered by the regional director as agreed between Federal Civil Defense Administration and such other agencies. 4.11 Reports

(a) No specific form of reporting regional action on disasters is established at this time. Narrative reports sufficient to keep the central office informed should be forwarded daily. Since a final report showing accomplishments, ex. penditures, and important or interesting data will be required, adequate records should be maintained. 4.12 Federal Civil Defense Administration central office operating procedure

(a) When it appears that action under Public Law 875 is necessary, the Federal Civil Defense Administration disaster program will be activated and contact will be made with the Budget Bureau and White House.

(b) Under an unusual circumstance where the central (ffice is notified of dis. aster prior to receipt of notification from the regional office, such information will immediately be transmitted to the appropriate region.

(c) When a disaster request is received by the President, the White House will promptly notify the Administrator on Adams 4-7120 or 4-7121, and send a copy of the request to the Federal Civil Defense Administration emergency operations room by special messenger. In accordance with prescribed operating procedures, the Administrator will assign the responsibility of investigation of facts and preparation of appropriate recommendations to the regular organizational units of the Federal Civil Defense Administration.

(d) Recommendations of regional director and departmental units will be reviewed by the Administrator and the central office. Other Federal agencies will be consulted if necessary.

(e) After consideration of all factors involved, the Administrator will determine necessary action and submit his recommendations for Presidential action. The report and recommendations will be sent to the White House, through the Bureau of the Budget, and will include any recommendation on allocation of funds.

(f) The President may approve, disapprove, or hold in abeyance final action on the governor's request and will notify the governor by telegram of his decision. The notifiration, if affirmative, will simply indicate that a disaster declaration is being made and will advise the governor that a Federal Civil Defense Adminis. tration representative will contact him promptly to execute necessary agreements. The amount of funds provided under Public Law 875 for the particular disaster will not be given in the President's telegram, but will be allocated to Federal Civil Dofrnse Administration through the Budget Bureau.

(9) The Administrator will be notified of the President's action by telephone. The Administrator will notify the regional director advising him of any limitations to in the President's action and the amount of funds, if any, allocated to the region.

(h) The Administrator will keep the offices of all interested Senators and Congressmen fully informed of the progress on each disaster situation. Notification of action to the various congressional offices will be as nearly simultaneous as possible.

(i) The various press services and other media in Washington will be kept informed of disaster action. The press release on Presidential action will normally be handled by the White House.

4.13 Fiscal procedure

(a) Where Federal funds are allocated by the President for a major disaster, a letter of allocation will be addressed to the Administrator by the President. The Director, Bureau of the Budget, will have repared a transfer voucher for submission to the Chief Disbursing Officer, Treasury Department, authorizing transfer of the allocated funds from the account of the Executive Office of the President to the Federal Civil Defense Administration. The Director, Bureau of the Budget, will notify the Administrator of such action, and apportionments of funds, by quarters, will be established. Appropriate accounts will be established in the Federal Civil Defense Administration and funds will be made available for obligation and disbursement.

(6) The agreement, jointly executed by the Governor and the regional director, acting for the United States Government, will outline the method of disbursement of such funds.

(c) Financial assistance to States or local governments or agencies may be made only for the purposes set forth in section 3d of the act. Payment may be made to any one or combination of the following:

1. To the State by the Federal Civil Defense Administration for disbursements made by the State for disaster expenditures authorized or approved by the Federal Civil Defense Administration ;

2. To local agencies within the State for local expenditures for emergency disaster purposes when such expenditures have been authorized or approved by the State and the Federal Civil Defense Administration;

3. To other Federal agencies for emergency disaster purposes authorized or approved by the Federal Civil Defense Administration ;

4. To contractors of the Federal Civil Defense Administration for materials, supplies, equipment, or services furnished under contracts;

5. To Federal Civil Defense Administration for approved administrative expenses incurred in connection with emergency disasters. (d) In those cases where the agreement provides for the Federal Civil Defense Administration payment to the State for authorized State expenditures, such payment may be made either as a reimbursement or as an advance to the State.

(1) When such action is not in conflict with State statutes it is preferable that the transaction be conducted on a reimbursement basis. Under this arrangement the State should invoice Federal Civil Defense Administration for the actual cost to the State for the authorized disaster expenditures. When adequate State funds are available to meet the total cost of the disaster operations, it is desirable that a single voucher (properly supported) covering the entite requirements be submitted. When operating funds of the States are insufficient to meet the total cost of the disaster operations, vouchers covering completed items of work may be submitted. Vouchers submitted will be examined by Federal representatives, insofar as possible, on a preaudit rather than postaudit basis. Copies of purchase orders, bills of lading, suppliers' invoices, and payrolls must be available for examination. Vouchers shall indicate the official payee, that is, State treasurer or other official designated by the governor to receive such funds. Vouchers from the State should be submitted to the appropriate regional director. Upon receipt of the voucher any necessary examination or audit will be made. Except in extraordinary cases, the examination and/or audit of the regional office will be considered sufficient to certify the voucher for payment. Fiscal personnel of other Federal agencies should be utilized when necessary.

(2) When State statutes do not allow the advance of State funds to meet emergency requirements or when the fiscal situation of the State is such as to require supplementation, advances of Public Law 875 funds may be made. When an advance is necessary the State must agree to deposit the funds in a separate fund or account, subject to withdrawal only upon certification of the authorized representative of the State governor. The fund or account is subject to complete examination or audit by a Federal Civil Defense Administration representative and complete substantiation of all expenditures will be required. Requests for advances will be submitted by the State to the regional director. The request must designate the State official responsible for its custody, provide assurance of satisfactory bond if other than a bonded official is designated, and indicate location of the fund or account.

le) When State laws are such as to preclude the payment to local political subdivisions for emergency disaster relief work from State funds, the agreement may provide for reimbursement to local public bodies within the State for approved expenditures. In this case, no advance payment of Federal funds will be made.

(f) In those cases where other Federal agencies are to be reimbursed for services rendered by direction of the authorized Federal Civil Defense Administration representatives, the request for reimbursement will be submitted by those agencies on form 1080, transfer voucher. Such voucher must be adequately supported and will be audited by the Federal Civil Defense Administration. When a field office of a Federal agency prepares the voucher it should be submitted to the appropriate regional director, who will make any necessary investigations to substantiate the claim. When the department office of the Federal agency submits the voucher for other than departmental work, it will be referred by the Administrator to the regional director in whose region the services were performed for recommendations and return.

(9) The provision of assistance by means of Federal contracts will be resorted to only in exceptional cases and then only on approval of the Administrator. In such cases, instructions to cover any necessary field action will be issued at the time of approval.

(h) A small percentage of any disaster allocations approved by the President may be budgeted for administrative expenses of the disaster operations and controlled by the Administrator through the Office of Management. Such funds may be utilized for administrative costs, where such costs are directly attributable to the disaster activity. Payment for such charges will be in conformity with existing procedures.

(i) The preceding paragraphs emphasize the need for adequate investigation of proposed work for which Federal funds will be utilized and sufficient inspection to insure that the work actually performed is in conformity with that approved. Careful reference to the provisions of Public Law 875 and the criteria established in chapter 11 should be made. Much of the preaudit work will be performed by engineering or other representatives of the regional director at the site of the work. Personnel in addition to the regular regional staff, including auditors, will be made available when necessary. Cumulative totals of approvals must be maintained in the regional office to limit such approvals to the total amount as alloted by the Administrator. At no time may obligations exceed the amount of money allotted. There are serious penalties for overobligation of Federal funds.

V. FEDERAL AGENCY DISASTER PARTICIPATION 5.1 General

(a) Many Federal agencies have authority vested in them by legislation which permits action when disaster threatens or after a catastrophe has occurred. Some of these agencies have funds available, or funds which can be made available, for direct use in time of disaster. The authority of Public Law 875 and funds made available thereunder are supplementary to, and not in substitution for, nor in limitation of, any other authority vested in any Federal agency or funds available under such authority.

(b) The Federal Civil Defense Administration will not interfere with longestablished practices of Federal agencies in furnishing assistance in disaster. Recognizing the experience and know-how of these agencies in special fields, the FCDA will delegate to them to the maximum degree additional responsibilities in the areas in which they are best qualified.

The Administrator has been directed to coordinate these activities, but in doing so expects the regional directors to approach this coordinating function in a spirit of cooperation and appreciation of past record of disaster assistance. 5.2 Federal agency assistance

(a) Pending the ultimate determination by the President whether a major disaster occurred all Federal agencies will act under their own authority. The Federal Civil Defense Administration will be responsible for coordination directed by Executive Order No. 10127.

(b) In addition to Federal agencies which have authority to act in disaster, there are agencies having personnel, equipment, material, or other facilities, which may be of considerable value in a major disaster. The Administrator may direct any Federal agency to utilize its available resources in confortnity with the provisions of the act and Executive order.

(c) Any Federal agency called upon will furnish adequate supervision of their own effort and the only Federal Civil Defense Administration action subsequent to agreement to furnish assistance will be of a coordinating nature.

« PreviousContinue »