08-09-2023 Council Packet - Laserfiche WebLink

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Ramsey County | Base Plan 65 process. Additional/alternate procedures may be developed if necessary to meet the needs of the incident. During incidents, an organization’s day-to-day resource management and procurement requirements may change to meet immediate resource needs. A local proclamation of emergency may alter or enhance authorities related to the following: •Purchasing power •Spending limits •Resource sourcing •Cost tracking All incident expenditures up to the authorized threshold set by the County/municipality must be documented, approved, and signed by the appropriate delegated authority. Amounts above the threshold set by the County/municipality must be approved by the County manager, Municipal manager, or other authorized representative per jurisdictional policy. 7.2.2 COST RECOVERY The County/municipality will seek cost recovery for disaster-related expenses whenever possible. This may include the costs of the immediate response activities, in addition to permanent mitigation or restoration costs. The State of Minnesota and FEMA require specific documentation for potential recovery of costs. To facilitate this effort, the County/municipality will follow administrative protocols to track time, activities, expenses, and information on applicable personnel and equipment usage in adherence with the most recent version of FEMA’s Public Assistance Policy and Procedure Guide. 7.2.2.1 Ramsey County Disaster Cost Recovery Procedure 7.2.2.1.1 Establishing Accounting Codes 7.2.2.1.1.1 Notification As soon as a declaration of local emergency is contemplated by the County, the director of RCEMHS will notify the chief financial officer (CFO) of the need to establish accounting codes specific to the incident. This will be done as early in the incident as practicable, even before the formal declaration is issued by the chair of the board. The codes will be activated when a local emergency is declared or on direction of the CFO. The process to establish accounting codes is as follows: •The RCEMHS director will notify the controller of the Safety and Justice Service Team. •The controller will notify the Finance Department and work to establish codes in Aspen and Summit. Assignment Codes in Summit will start with the designator ER followed by the two-digit year and a letter. These letters will be sequential for each emergency in each year, starting with A (e.g., ER23A, ER23B, etc.). •When assignment codes are in place, the controller will inform the RCEMHS director.