At or Above Plan

Recommendation 82. Clarify Emergency Management responsibilities

Efficiency Study Implementation Plan
Description

Emergency management has taken on an increased level of importance in municipal government during the last decade as the scope of natural and manmade disasters, the expectation of preparedness for any contingency, and the need for coordinated interagency response at the local, state, and federal levels has become abundantly clear. Interagency coordination is not only an operational necessity; it is a federal mandate pursuant to the National Incident Management System (NIMS), which requires interoperability of communications and equipment, training of all potential first responders, and a seamless response under the Incident Command System, which is a standardized on-scene incident management concept.


Status

In January 2017, the City Manager designated the Fire Chief as the Emergency Management Coordinator for the City. Among other responsibilities, the Fire Chief serves as the primary point of contact with the Regional Emergency Management Coordinator and serves as the Chairman of the newly formed Committee on Safety and Emergency Preparedness (CSEP). CSEP has identified a series of key initiatives aimed at improving the safety and preparedness of City employees and the community at large. Initiatives currently underway include the placement of emergency evacuation signage for all City buildings, the development of emergency procedures for City employees, the completion of a formal security assessment of City Hall and the Downtown Mall, completion of a formal cybersecurity assessment of the City’s IT infrastructure, and the trial of an employee emergency notification system.

As part of the FY 2020 Adopted Budget, two new positions were created and funded to address some of these responsibilities:  

  • Centralized Safety Coordinator (Risk Management) – effective January 1, 2020 at a cost of $43,020 ($25,382 General Fund; $17,638 Risk Management Fund) - This position is critical to bringing the City into compliance with requirements for providing safe work environments for employees and to allow the City to identify and then mitigate existing risks and hazards within City workplaces.  The Centralized Safety Coordinator would report directly to the Risk Management Specialist within the Procurement and Risk Management division of the Finance Department and would be responsible for developing citywide safety programs and implementing associated training and ensuring compliance across the various work divisions and departments of the City. 
  • Security Manager (Police Department) – effective July 1, 2019 at a cost of $132,729 – This position is vital to improving the City’s security management profile and making the City’s infrastructure more secure. The Security Manager would be responsible for developing and executing the City’s security plan, security operations policies, procedures, and protocols. Responsibilities also include implementing programs that improve the City’s security management profile, and involvement in the City’s Capital Improvement Process as it relates to infrastructure security.  The position would also serve as the security expert for the City’s Committee on Safety and Emergency Preparedness.
Owner(s)

City Manager's Office

Charlottesville Fire Department

Charlottesville Police Department

Risk Management
Gantt Chart
Name
 
 
 
 
 
 
 
  1. Efficiency Study Implementation Plan
    1. Recommendation 82. Clarify Emergency Management responsibilities
      1. Clarify current Regional EOP to reflect current City organizational structure
      2. Develop draft City Emergency Operations Plan that aligns with the City of Charlottesville, University of Virginia, Albemarle County Regional Operations Plan.
      3. Finalize and adopt City Emergency Operations Plan
      4. Exercise City Emergency Operations Plan, includes training, drills, etc.
      5. Update City Continuity of Operations Plan
2017
2018
2019
Q1 17
Q2 17
Q3 17
Q4 17
Q1 18
Q2 18
Q3 18
Q4 18
Q1 19
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Q3 19
Q4 19