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27 VI FINANCE AND ADMINISTRATION SCOPE The functions covered by this portion of the plan are: 1. Emergency fiscal management 2. Coordination of recovery 3. Emergency worker registration POLICIES A. It is the policy of Klickitat County and the participating cities that all jurisdictions designate personnel to be responsible for documentation of disaster operations and expenditures. Emergency expenditures will be incurred in accordance with existing emergency purchasing procedures. Jurisdictional council action may be required if expenditures need to exceed appropriated funding levels. B. It is the policy of Klickitat County that the authority to approve a proclamation of emergency resides with the jurisdictional chief elected official unless otherwise specified by ordinance. C. It is the policy of Klickitat County and the participating cities that during emergency operations, non-essential administrative activities may be temporarily suspended, and that personnel not assigned to essential duties may be assigned to other departments to provide emergency support. D. It is the policy of Klickitat County that emergency workers are advised to carry personal insurance on themselves, their vehicles, and equipment. PLANNING ASSUMPTIONS 1. Emergency expenditures are not normally integrated into the budgeting process. Nevertheless, disasters occur on a periodic basis requiring substantial and necessary unanticipated obligations and expenditures. 2. When local funds are, or may soon become, exhausted, support from the state and/or federal level may be available under certain clearly prescribed circumstances. 3. Qualification for federal disaster assistance, should conditions warrant, may depend upon accurate records which clearly separate disaster operational expenditures ---PAGE BREAK--- 28 from day to day expenditures. In addition proper declarations, mission numbers from the State EMD and/or approved requests for State Mobilization may be required. State or federal assistance may take the form of financial help, equipment, supplies, personnel, or other capabilities. All agreements and understandings for the application of support will be entered into by duly authorized officials and will be formalized in writing whenever possible. CONCEPT OF OPERATIONS - GENERAL 1. The jurisdictional finance departments are the lead for coordinating the documentation and collection of emergency expenditure information. After a Presidential Disaster Declaration, jurisdictions may appoint a manager to coordinate the application for disaster relief funds. 2. Local political subdivisions may incur disaster related obligations and expenditures per the provisions or RCW 38.52.070(2) - “ . . . without regard to time consuming procedures and formalities prescribed by law (excepting mandatory constitutional requirements), including, but not limited to, budget law limitations, requirements of competitive bidding and publication of notices, provisions pertaining to the performance of public work, entering into contracts, the incurring of obligations, the employment of temporary workers, the rental of equipment, the purchase of supplies and materials, the levying of taxes and the appropriation and expenditures of public funds.” A Declaration of Emergency is required to activate the emergency powers defined in RCW 38.52. Additional guidance on emergency expenditure authorities and procedures may be found in RCW 36.40 and RCW 42.30.070. ORGANIZATION 1. A Finance and Administration Section Chief may be identified to coordinate the activities of the section. 2. Functional units may be established by the Section Chief to carry out the duties of the section as required by the nature and extent of the emergency. 3. Functional units may include: Emergency Fiscal and Records Recovery Coordination Administrative and Clerical Support. ---PAGE BREAK--- 29 PROCEDURES 1. Records should be kept in such a manner to separate disaster expenditures from general ongoing expenditures, and accurately document expenditures for potential audit or for state and/or federal disaster assistance programs. 2. Klickitat Emergency Management is responsible for registering emergency workers in accordance with WAC 118-04. When emergency workers are used by jurisdictional agencies, these agencies are responsible for keeping records of the name, Emergency Worker Registration Number, arrival time, duration of utilization, departure time and other information relative to the service of emergency workers, as well as documentation of any injuries, lost or damaged equipment, and any extraordinary costs. 3. Emergency related projects may require an environmental impact study or permit prior to final project approval. In some emergency situations environmental review and permits may be waived or orally approved as per the following: State Environmental Policy Act (SEPA - Environmental Review) WAC 197-10-180. Hydraulics Act (Hydraulics Permit) RCW 75.20.100. Forest Practices Act (Application for Forest Practices) RCW 76.09.060 Shorelines Management Act (Shorelines Permit) WAC 173-14-040 Flood Control Zones by State (Permit for Improvement) RCW 86.16.080. 4. Non time-critical actions affecting archaeological/historical protected areas shall be coordinated with the State Office of Archaeology and Historic Preservation. PRIMARY AGENCY 1. Jurisdictional Legislative Authorities SUPPORT AGENCIES 1. City Finance Departments 2. Klickitat County Auditor 3. Klickitat County Treasurer 4. Klickitat County Budget and Technical Services ---PAGE BREAK--- 30 OPERATIONS The Jurisdictional Legislative authorities approve budgets. The Chief Elected Officials administer jurisdictional policies and approve proclamations of emergency. Jurisdictional finance departments are the lead for coordinating emergency fiscal management. They will: a) Assist in applying for grants, as needed. b) Assist in reviewing emergency procurement contracts and acquisitions. c) Assist in damage assessment record keeping. d) Ensure that a financial record keeping system is established that is accurate, easily initiated and mobile. e) Track all costs associated with a disaster situation. f) Ensure the establishment of a system with the appropriate funds in the appropriate accounts. g) Ensure compliance with all applicable financial statutes and ordinances and provides payroll operations. RESPONSIBILITIES JURISDICTIONAL LEGISLATIVE AUTHORITIES Appropriate funds to meet disaster expenditure needs. JURISDICTIONAL FINANCE MANAGERS Provide guidance for documenting disaster-related purchases and expenditures. Assist with the compilation of disaster-related financial information. KLICKITAT COUNTY AUDITOR AND CITY FINANCE DEPARTMENTS Ensure compliance with all applicable financial statutes and ordinances. Provide for essential county services including payroll operations and the issuance of warrants. KLICKITAT COUNTY TREASURER AND CITY FINANCE DEPARTMENTS Arrange for emergency cash management and banking services. Receive and process disaster recovery funds.