2012-003E - Laserfiche WebLink

Home Browse Search

1. A public assistance (P.A.) training meeting will be conducted annually by the EOC to familiarize each of the county departments with disaster financial management procedures. Training topics include an introduction to the P.A. program, documentation, eligibility, damage reporting, forms, closeout, etc. The county OMB office will be responsible for the financial management of the unincorporated areas of the county and for providing guidance and training. Their procedures for financial transactions, accurate accounting, grants management, and payroll procedures are in conformance with the Standard Government Accounting Principles, which provides for greater accountability and well-informed decision making through excellence in public -sector financial reporting. Each municipality is responsible for designating their own financial management practices. 2. In concert with federal and state guidelines, approval for expenditure of funds for response operations (facilities, equipment, supplies, services and other resources) will be given by officials of the primary and support agencies with concurrence with the Emergency Management Director. Each agency is responsible for establishing effective administrative controls of funds and segregation of duties for proper internal controls, and to ensure that actions taken and costs incurred are consistent with the missions identified in this plan. 3. Extreme care and attention to detail must be taken throughout the emergency response period to maintain logs, formal records, and file copies of all expenditures (including personnel time sheets) in order to provide clear and reasonable accountability and justification for future reimbursement requests. Reimbursement is NOT an automatic "given," so as much deliberative prudence as time and circumstances allow should be used. Complete and accurate accounts of all emergency expenditures and obligations, including personnel and equipment costs, must be maintained. Despite the difficulty in maintaining such records in the stress of an emergency, accurate accounts are required to identify and document those funds that might be eligible for federal reimbursement under emergency or major disaster project applications and/or those funds for which no reimbursement will be requested. Each emergency event is unique. Therefore, the Emergency Management Director, and/or his designee will establish deadlines for data submission related to financial reimbursement. It is the responsibility of the elected Board of County Commissioners to secure the public's safety. The Board of County Commissioners will appropriate all funds considered by the Board as necessary for mitigation, preparedness, response to and recovery from disasters. 4. In support of fiscal procedures, all records relating to the allocation and disbursement of funds pertaining to activities necessary for the Indian River County Comprehensive Emergency Management Plan Basic Page 108