Statewide Mutual Aid Act Flow Process

STATEWIDE MUTUAL AID ACT Provides procedures for jurisdictions activating the Statewide Mutual Aid Act (SMAA) and from persons acting as agents of the state to use in mobilizing or demobilizing available assets in response to an intrastate or interstate disaster.

Statue: Utah Code Annotated (U.C.A.) ยง 53-2a Part 3 and Part 4 Rule: R704-2 Statewide Mutual Aid Act and Mutual Aid Forms

1.

STATEWIDE MUTUAL AID ACT FACT SHEET This Act establishes a statewide mutual aid system among participating political subdivisions that provide

2.

Terms are defined.

3.

Establishes a statewide mutual aid committee, provides for its membership, terms, and procedures, and prohibits compensation for its members.

4.

Defines the duties of the Division of Emergency Management and requires procedures to implement the Act.

5.

Provides the ability of a county, municipality, public safety special district or interlocal entity to withdraw from the statewide mutual aid system if so desired.

6.

Provides for the duties of participating political subdivisions.

7.

Establishes a process for a participating political subdivision to request assistance from another participating political subdivision.

8.

Provides a process or procedures for reimbursement to a responding political subdivision.

9.

Establishes a resolution for the process of a dispute between political jurisdictions.

public safety service.

10. Enacts a severability provision.

SMAA Process (simplified) 1. Chief Executive Officer (CEO) or Emergency Manager (EM) issues emergency declaration.

2. CEO or EM notifies Division of Emergency Management (DEM) director or designee.

3. Submit Form 101 to the responding jurisdiction within 24 hours of seeking assistance from the system: • for state resources; or • To receive assistance coordinating local to local assistance.

4. Upon request, the State shall coordinate services and resources; assign a state mission number; document information; seek resources from participating jurisdictions.

5. Form 113 shall be completed once a Responding jurisdiction that is available to render aid has been identified. The state shall complete form 102A or 102B for “Agent of the State” resources coordinated by the state.

6. Pre-Mobilization – Responding jurisdiction resources are briefed, pre-deployment checklist issued, travel information reviewed/verified, and communications check is completed. (Optional Forms: 103, 104, 106) 7. Mobilization - Resources are deployed to Requesting jurisdiction from Responding jurisdiction.

(Optional Forms: 105, 107) 8. Demobilization - Resources are sent back to Responding Jurisdiction. (Optional Forms: 108, 109, 112) 9. To seek reimbursement, send intent and reimbursement package within 30 days (Forms: 110, 115).

Waiver of reimbursement shall be in writing and within 90 days of agreement.

10. Requesting Jurisdiction reviews package and if agreed prepares and submits reimbursements. Disputes shall be within 90 days of agreement.

11. Responding Jurisdiction Reimbursed.

ent d i c In

Resources are exhausted

CEO or EM issues Emergency Declaration

Notify DEM Director or designee

(53-2a-208)

(De-Mobilization) Resources are sent back to Responding jurisdiction from Requesting jurisdiction (Optional forms 108, 109, 112)

To seek reimbursement, submit reimbursement notice and reimbursement package within 30 days to Requesting jurisdiction (after internal audit for eligible expenses). Reimbursement waivers must be in writing no later than 90 days Form 110, 114, 115

(Mobilization) Resources are deployed to Requesting jurisdiction from Responding jurisdiction (Optional forms 105, 107)

Requesting jurisdiction reviews/verifies, Responding jurisdiction Reimbursement Package. If agreed prepare and finalize for reimbursement. Within 90 days after the notice of dispute, either party may dispute to the SMAA Committee.

Jurisdictions complete Form 101 and 113. State completes Form 102A or 102B for authorized Agents of the State (Pre-Mobilization) Responding jurisdiction resources are briefed, predeployment checklist issued, travel information reviewed, and communications check is completed. (Optional forms 103, 104, 106)

Requesting jurisdiction reimbursed. All Disputes requests to the SMAA Committee are final.

SMAA Process R704-2

SMAA Dates – Simplified Jurisdiction to Jurisdiction

Reimbursement Waiver 90 days Reimbursement Notice (30 days) 3/1/2017 • Incident

3/2/2017

3/2/2017

• Emergency Declaration • Notification to DEM

• SMAA Request • Form 101 Request form • Form 113 Agreement

3/3/2017

3/17/2017

• Resources • Resources mobilized/deplo Demobilized & yed returned to home base • Agreement Terminated

Reimbursement Pkt (60 days)

4/17/2017

Reimbursement paid (30 days)

5/17/2017

6/1/2017

6/17/2017

• Reimbursement • Reimbursement Intent Package • Form 110 • Form 110 • If State • Form 115 involved: Form 101, 110, 113, & 115

• Dispute Notice

• Reimbursement Paid

SMAA Dates – Simplified Disputes Dispute to SMAC (30 days)

Disputes Period (90 days)

SMAC hearing (30 days)

Disputes Notice (30 days)

6/1/2017 • Dispute Notice

7/1/2017

8/1/2017

9/1/2017 • Dispute Period 90 days end

10/1/2017 • Dispute Requests to SMAC • Form 110 and supporting docs

11/1/2017 • SMAC Hearing Scheduled

12/1/2017 • Hearing Final Decision

SMAA - Forms •R704-2 Statewide Mutual Aid Act Activation •Form 100 – Checklist for Requesting and Responding •Form 101 – SMAA Mission Request From •Form 102A – Agent of the State of Utah – EMAC Agreement •Form 102B – Agent of the State of Utah – SMAA Agreement •Form 103 – SMAA Pre-Deployment Checklists for Personnel •Form 104 – SMAA Mobilization Sheet •Form 105 – Personnel Location •Form 106 – Resource Availability •Form 107 – SMAA Resource Tracking Form •Form 108 – Personnel Demobilization Schedule •Form 109 – SMAA Demobilization/Return of Assets Guidelines •Form 110 – SMAA Intergovernmental Reimbursement Form •Form 111 – SMAA After Action/Corrective Action Report •Form 112 – SMAA Demobilization Checklist •Form 113 – SMAA Activation Agreement •Form 114 – SMAA Checklist for Requesting Reimbursement •Form 115 – Resource Expense Summary (Coversheet & Reimbursement form)

SMAA – Form Location DEM Website: dem.utah.gov • Click “Public Committees” • Scroll down to Statewide Mutual Aid Act Committee • Click “Download Mutual Aid Forms”

SMAA – Proposed Changes • The Statewide Mutual Aid Committee (SMAC) develops comprehensive guidelines and procedures.

• If you would like to propose changes to the Statewide Mutual Aid System: • Contact a member of the SMAC. • Proposed changes are reviewed by the committee.

• Approved changes proceed to the Administrative Rule process.

Statewide Mutual Aid Committee Term: December 2016 through December 2018

Name

Agency

Representing

Allen Johnson

Bountiful City

Municipalities

Michael Stever Andrew Owens Joaquin Mixco

Utah Department of Health Utah National Guard Utah Department of Transportation

State Agencies

Ron Whitehead Will Lusk

Washington County Cache County

Counties

John Evans Solomon Oberg Jim Buchanan

West Valley City Kaysville City Salt Lake Community College

Public Safety Interlocal Entities

Questions?

Contact Information • Jona Whitesides – Preparedness Bureau Chief • Email: jwhites1@utah.gov • Phone: 801-834-1954

• Lorry Herrera – Logistics Planner/EMAC Coordinator • Email: lherrera@utah.gov • Phone: 801-538-3740