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<br />Our city is responsible for establishing the admini~trative controls necessary to <br />manage the expenditure of funds and to provide reasonable accountability and <br />justification for expenditures made to support emergency operations. This shall <br />be done in accordance with the established local fiscal policies and standard cost <br />accounting procedures. <br /> <br />a. Activity Logs. The Incident Command Post and the EOC shall maintain <br />accurate logs recording key response activities, including: <br /> <br />1) Activation or deactivation of emergency facilities. <br />2) Emergency notifications to other local governments and to state and <br />federal agencies. <br />3) Significant changes in the emergency situation. <br />4) Major commitments of resources or requests for additional resources from <br />external sources. <br />5) Issuance of protective action recommendations to the public. <br />6) Evacuations. <br />7) Casualties. <br />8) Containment or termination of the incident. <br /> <br />b. Incident Costs. All department and agencies shall maintain records <br />summarizing the use of personnel, equipment, and supplies during the <br />response to day-to-day incidents to obtain a estimate of annual emergency <br />response costs that can be used as in preparing future department or agency <br />budgets. <br /> <br />c. Emergency or Disaster Costs. For major emergencies or disasters, all <br />departments and agencies participating in the emergency response shall <br />maintain detailed records of costs for emergency operations to include: <br /> <br />1) Personnel costs, especially overtime costs <br />2) Equipment operations costs <br />3) Costs for leased or rented equipment <br />4) Costs for contract services to support emergency operations <br />5) Costs of specialized supplies expended for emergency operations <br /> <br />These records may be used to recover costs from the responsible party or <br />insurers or as a basis for requesting financial assistance for certain allowable <br />response and recovery costs from the state and/or federal government. <br /> <br />2. Preservation of Records <br /> <br />a. In order to continue normal government operations following an emergency <br />situation disaster, vital records must be protected. These include legal <br />documents as well as property and tax records. The principal causes of <br />damage to records are fire and water; therefore, essential records should be <br /> <br />43 <br /> <br />Ver 1.10 <br />08/03 <br />