March 8, 2016 Workshop 1: No-Notice Events LOCATION: H-GAC - - PowerPoint PPT Presentation

H-GAC 2016 Disaster Debris Workshop Series

March 8, 2016

Workshop 1: No-Notice Events

LOCATION:

H-GAC CONFERENCE ROOM A 3555 TIMMONS LANE HOUSTON, TX

TIME:

8:30 A.M. TO 12:30 P.M. REFRESHMENTS WILL BE PROVIDED.

Agenda

• Introductions and Purpose
• Debris 101 Refresher
• Procedures for No-Notice Incidents
• Break
• Utilizing Volunteer Resources
• Break
• Social Media
• Case Studies
• Next Steps/Adjourn

2

Part 1: Introductions and Purpose

Welcome

• Introductions
• Name
• Agency

4

Purpose

• Discuss how no-notice incidents can affect operational

plans.

• Understand how an organized volunteer effort can

assist with recovery.

• Discuss use of social media to push information to the

general public.

• Stimulate interactive discussion and questions.

5

Debris 101

Why Does Debris Matter?

• Removing debris is costly.
• FEMA has expended or
• bligated over $8 billion

in eligible debris removal costs.

• The table represents the

federal cost share only.

6

2015 Texas Disasters

7

DR-4223 Tornados, Straight- line Winds, Flooding May 2015 DR-4245 Tornados, Straight- line Winds, Flooding October 2015 DR-4255 Winter Storms Tornados, Straight- line Winds, Flooding October 2015

Updated FEMA Guidance

Public Assistance (PA) Program and Policy Guide

• Combines all PA policy into a

single volume

• Incorporates and supersedes

language from 9500 Series documents

• In effect for disasters declared

after January 1, 2016

8

Debris 101

Who's Involved?

• Federal Emergency Management Agency (FEMA)
• United States Coast Guard (USCG)
• United States Army Corps of Engineers (USACE)
• Natural Resources and Conservation Service (NRCS)
• Farm Service Agency (FSA)
• Animal Plan and Health Inspection Service (APHIS)
• Federal Highway Administration (FHWA)
• Environmental Protection Agency (EPA)
• National Oceanic and Atmospheric Administration

(NOAA)

9

Debris 101

Truck Certification

• Measure maximum capacity of

debris hauling vehicles

• Perhaps the most crucial element of

a debris removal operation

• Tracks debris quantities
• Large opportunity for fraud
• Needs to be periodically re-certified

10

Debris 101

Debris Basics

• Must be a result of the

event

• Must be in an eligible

location

• Must be documented from

collection to final disposal

11

Debris 101

Specialized Programs

• Leaners, hangers, stumps
• Vehicles, boats, appliances
• Private property (right-of-entry

[ROE]) work

• Canals and waterways

12

Debris 101

Hazardous Hanging Limbs (Hangers)

• Must meet all of the following

criteria:

• Must be 2 inches or greater in

diameter at the point of the break

• Must be suspended in a tree

threatening a public use area

• Must be located on improved or

public property

13

Debris 101

Hazardous Leaning Trees (Leaners)

• The tree must be at least 6 inches in

diameter when measured 4 and 1/2 feet from the ground and must meet at least one of the following criteria:

• More than 50 percent of the crown

damaged or destroyed (as determined by a certified arborist)

• Split trunk or broken branches that

expose the heartwood

• Fallen or uprooted within public-use area
• Leaning at an angle greater than 30

degrees

14

Debris 101

Debris Management Sites

• Load calls made at tower
• Calls made based on % full
• Staff must be able to handle conflict

resolution

• Staff must not be coerced into making calls
• Staff must be able to identify truck

modifications

• Vehicle measurement routinely checked
• Debris may need to be segregated

depending on origin

• Large opportunity for fraud
• Staff rotated frequently

15

Debris 101

Final Disposal

• It is critical that plans and

contingencies for final disposal of vegetative and mixed debris are established.

• Final disposal sites must be properly

permitted.

• Debris must be properly

disposed/applied at final disposal site.

• Audits are inevitable.

16

Debris 101

ROE Program – Before and After

17

Debris 101

Contractor Invoicing

• Invoicing kickoff meeting
• Data standards
• Electronic hauler invoice
• Invoicing process
• Retainage

18

Debris 101

Final Disposal

• Approve closure/remediation of debris management

site (DMS)

• Ensure damage claims are resolved
• Transfer original documentation from contractors to

applicant

• FEMA/state field validations
• Project Worksheet (PW) close-out
• Audits

19

Part 2: Procedures for No-Notice Events

No-Notice Incidents

21

• How no-notice incidents

impact response

• perations
• Response and recovery

considerations

• Reimbursement

No-Notice Incidents

22

Warning time before the disaster

No-Notice Incidents

Scenario – November ‘92 Tornado Outbreak

23

• 41 hours of continual

tornado activity

• 6 tornadoes ranging from

F1 to F4 struck parts of the Houston Metropolitan area

No-Notice Incidents

Scenario– November ‘92 Tornado Outbreak

24

• F4 traveled 30 miles from

west of Galena Park to Dayton

• 271 homes damaged or

destroyed

• Many other tornadoes

reported

• One of only two recorded

F4 tornadoes in the greater Houston area (Galveston 1961)

No-Notice Incidents

Overarching Considerations

• Are evacuation routes viable/needed?
• Are shelter/refuge of last resort available?
• Status of emergency services
• Food
• Shelter
• Are plans current and exercised?
• Public information
• Emergency procurement

25

No-Notice Incidents

Overarching Considerations

• Plans may be designed around notice events
• Public expectations
• Available resources
• Do you have cash?
• What if you don’t get a declaration?

26

No-Notice Incidents

Debris Removal Considerations

• Damage Assessments
• Maintenance Records
• Force Account

Documentation

• Debris Contracts
• Status of Debris

Management Sites

27

No-Notice Incidents

Response and Recovery - Damage Assessments

• Inspect critical facilities and heavily impacted areas

first.

• Be aware of roads, water control facilities, and

buildings that would fall under a jurisdiction other than FEMA:

• FHWA
• USACE
• NRCS
• Coast Guard

28

FEMA Disaster Declarations Are Not Automatic.

No-Notice Incidents

Response and Recovery - Maintenance Records

• After an event is not a good time

to figure out if debris removal related equipment works.

• Have regularly scheduled

maintenance performed.

• There will be little time to gather

maintenance records for things like roads, bridges, facilities, etc.

• Records may be required for

FEMA reimbursement.

29

No-Notice Incidents

Response and Recovery - Force Account Documentation

• Establish pre-existing straight time, overtime, and

personnel policies, including job descriptions.

• Train employees annually on keeping activity and

equipment logs.

• Establish emergency call-down list an identify

essential personnel under blue sky conditions.

30

No-Notice Incidents

Response and Recovery - Debris Contracts

• Do you have pre-positioned

contracts?

• Do you have emergency

contact information?

• What are your contractors’

mobilization requirements?

• Have you established a

rendezvous point in case communications are down?

31

No-Notice Incidents

Response and Recovery - Debris Management Sites

• Are they still viable for

this type of incident?

• If not already pre-

approved, who is responsible?

• Have they been

impacted by the event?

• Are there multiple

routes mapped out in case of road closures?

32

No-Notice Incidents

Reimbursement

• There may still be

Category B (Emergency Protective Measures) work even with no-notice.

• Documentation

requirements do not change.

• Clo

Clock is is tic tickin ing on th the accele lerated debri ris removal l inc incentiv ive (s (sli lidin ing sc scale le). ).

33

No-Notice Incidents

Reimbursement

34

Incident Start of Incident Declaration Date

Severe Storms, Tornadoes, Straight-line Winds and Flooding (TX) May 4 May 29 (DR-4223) California Valley & Butte Fires September 9 September 22 (DR-4240) South Carolina Flooding October 1 October 5 (DR-4241) Severe storms, Tornadoes, Straight-line Winds and Flooding (TX) October 22 November 25 (DR-4245) Severe storms, Tornadoes, Straight-line Winds and Flooding (TX) December 26 February 9 (DR-4255) 35

Average time from start of incident to declaration was 24 days.

No-Notice Incidents

2015

Discussion Points

• When will you set up a disaster code and why?
• How will you engage mutual aid partners?
• Will you consider activating contractors?
• How are you going to communicate to staff that

a disaster has happened? What is your staff supposed to do?

• How will you handle public information in the

near term?

36

Break

Part 3: Utilizing Volunteer & Donated Resources

Donated Resources

FEMA Policy 9525.2

“Donated resources used on eligible work that is essential to meeting immediate threats to life and property resulting from a major disaster may be credited toward the non-Federal share of grant costs under the PA program. Donated resources may include volunteer labor, donated equipment, and donated materials.”

39

Utilizing Volunteer Resources

Myths

• Volunteers are free.
• Feeding?
• Sheltering?
• Documenting?
• Anyone can manage

volunteers.

• All organizations

should/can engage volunteers.

40

Utilizing Volunteer Resources

Eligibility

• Volunteer resources must be documented by a local

public official or designee.

• Documentation must include a record of hours

worked, the work site, a description of work for each volunteer, and equivalent information for equipment and materials.

• The donated resources must be documented on
• ne or more PWs.

41

Utilizing Volunteer Resources

Eligibility

• The maximum credit allowed is calculated by dividing

the non-Federal cost share percentage by the Federal cost share percentage (e.g., 25%/75% = .333 and 10%/90% = .111) and multiplying that factor by the

• ut-of-pocket expenses for a particular PW or multiple

PWs.

42

Utilizing Volunteer Resources

Eligibility

• Volunteer labor reimbursement

should be the same rate (plus reasonable fringe benefits)

• rdinarily paid for similar work

within the applicant’s organization

• r labor market.

43

Utilizing Volunteer Resources

Eligible Activities

• Removing eligible debris
• Filling and placing sandbags
• Donating equipment to raise or

reinforce a levee

• Donating materials, such as rocks or

sand

• Search and rescue when part of an
• rganized search and rescue operation
• Professional safety inspections
• Mass care and sheltering for disaster

survivors

44

Volunteers in Debris Over the Years

45

Utilizing Volunteer Resources

Best Practices

• Have a plan; volunteers will show up FAST.
• Know how to document.
• Take advantage.
• Volunteers save money.
• Volunteers often bring needed skills.
• Volunteers bring renewed energy.
• Volunteers increase community ownership.
• Understand liability.

46

Utilizing Volunteer Resources

Planning

• Volunteer plan should get input from key staff.
• Directors
• Debris stakeholders
• Attorney/legal counsel

47

Utilizing Volunteer Resources

Planning

• Appoint a Volunteer Coordinator
• r Director.
• Recruit and screen volunteers
• rganizations.
• Communicate with different

departments to assess anticipated needs.

• Educate staff on volunteers roles

and responsibilities.

• Facilitate Training.

48

Utilizing Volunteer Resources

Volunteer Coordinator Responsibilities

• Communicate the vison.
• Provide job descriptions.
• Communicate expectations.
• Keep workloads manageable.
• Provide opportunities to switch

to different roles.

• Recognize and thank volunteers.

49

Utilizing Volunteer Resources

Volunteer Reception Centers (VRC)

• Disaster volunteers are

registered and referred to local agencies to assist with relief efforts.

50

Utilizing Volunteer Resources

VRC - Activities

• Complete a registration form and sign a general

release of liability statement.

• Accept a referral to an organization needing their

services.

• Description of their duties
• Complete address and contact information
• Receive a form of identification approved by local
• fficials.
• Participate in a safety briefing.
• Agree in writing to follow all safety instructions and

directions from supervisors at their work sites.

51

Utilizing Volunteer Resources

Applicant Responsibilities When Working with VRC

• Orientation to your staff and

the volunteer position

• Job training to prepare the

volunteer for the work expected of him/her

• Safety training specifically

related to the position

• Supervision and feedback on

the volunteer’s efforts

52

Utilizing Volunteer Resources

Not Meeting Expectations

• Do not have required skill set
• Do not have the expected

number of bodies

• Unwilling to perform required

tasks

• Not showing up/showing up late

Dismiss Them

53

Utilizing Volunteer Resources

VRC – Closeout

• Recycle the volunteer!
• Talk to your contractors to

see if they need additional resources.

• Recommend them to
• ther recovering

communities.

54

Utilizing Volunteer Resources

Common Issues

• Liability
• Lack of reliability
• Tendency of

volunteers to not stay long

55

Break

Part 4: Social Media

Social Media

Impact on Disaster-Related Communications

58

• Quick and efficient way

to communicate

• Can be updated

constantly

• May be the only way of

reaching residents in a no-notice event

Social Media in Disasters

“You know, you can use social media like Twitter

• r Facebook…”

But now there’s a lot more!

59

Social Media in Disasters

“You know, you can use social media like Twitter

• r Facebook…”

But now there’s a lot more!

60

Social Media

Impact on Disaster-Related Communications

• All major news outlet and weather sources use social

media.

61

Social Media

Impact on Disaster-Related Communications

• Most local governments are using social media to

communicate to residents.

62

Discussion

• Does your community have a social media

policy?

• Who is allowed to use it?
• Does your community and/or department have

an app?

63

Social Media

Severe Weather Updates

64

• Effective way to get

weather alerts to your residents or give instructions

Social Media

Resident Input

• Damages created
• Unreported hazards
• Available emergency

supplies

65

Social Media

Road Closures

• Helpful in minimizing

traffic especially during a no-notice event

• May inform residents of

evacuation routes

66

Social Media

Progress Reports

67

68

Debris Segregation Video

Social Media Impacts

70

Social Media

Concerns

• Rapid spread of misinformation
• Public complaints
• Disreputable charities or scams asking for donations

71

Social Media

Impact on Disaster-Related Communications

• Accessible by cell phone
• r tablet
• Most apps are free of

charge

• Trend toward getting

news from the internet or

• nline sources rather than

evening news/newspapers

72

Social Media

Impact on Disaster-Related Communications

73

• 13% of Americans with an annual household income
• f less than $30,000 per year are smartphone-

dependent.

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• 10% of Americans own a smartphone but do not have

any other form of high-speed internet access at home

• r beyond their phone’s data plan.

74

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• Nearly two-thirds of Americans
• wn a smartphone, and 19% of

Americans rely to some degree on a smartphone for accessing online services and information and for staying connected to the world around them.

75

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• A majority of smartphone
• wners use their phone to

follow along with breaking news, to share information, and to be informed about happenings in their local community.

76

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• 68% of smartphone owners use

their phone at least

• ccasionally to follow along

with breaking news, with 33% reporting they do this frequently.

77

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• During and immediately

following Hurricane Sandy, users sent more than 20 million Sandy-related Twitter posts (or tweets) despite the loss of cell phone service during the peak of the storm.

78

Source: FEMA 2013 National Preparedness Report

Social Media

Impact on Disaster-Related Communications

• Following the Boston

Marathon bombings, one quarter of Americans reportedly looked to Facebook, Twitter, and

• ther social networking

sites for information.

79

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• When Boston Police

Department posted its final “CAPTURED!!!” tweet, more than 140,000 people retweeted it.

80

Source: PewResearch Center

Social Media

Impact on Disaster-Related Communications

• Affected citizens are now able

to communicate with loved

• nes.

81

Social Media

Facebook Safety Check

• This tool was inspired by

people's use of social media to connect with friends and family in the wake of the 2011 Japan earthquake and tsunami.

• The first major deployment

was on Saturday, April 25, 2015 (Nepal Earthquake).

82

Social Media

Facebook Safety Check

• During the incident, more

than 7 million people in the affected area were marked safe, which generated notifications to over 150 million friends on the platform.

• This tool was also deployed

during the November 2015 Paris Attacks.

83

Social Media

Crime Reporting

84

Social Media

Open Discussion

• What are the challenges with providing

a coordinated public information message in your community?

• What mechanisms do you use to

provide information regarding set-out procedures and safe handling?

• What tools can you use to monitor

debris issues and concerns in the community?

85

Part 5: Case Studies

Barnwell County, SC

Winter Storm Pax (2014)

• Approximately 24-hour warning
• f potential damage
• County had some staff (Fire

Department) and volunteers to perform cut and toss but no mechanism to document force account or donated resources

• Used existing MOU with

neighboring Jasper County to use staff for documentation purposes

• Force account fully reimbursed

87

Colleton County, SC

Winter Storm Pax (2014)

• Event period was February 10-15
• Major disaster declaration did not

come until March 12

• County immediately activated

contractors (within 24 hours of the incident)

• First in the state to do so
• Majority of costs were covered

under first 30 days; 85% Federal cost share

88

Richland County, SC

Severe Flooding (2015)

• Severe flooding, inadequate

planning and mitigation strategies

• No relationship with any

volunteer organization; volunteers in the area went to

• ther counties as a result
• Since the flood, developed an

intermediate recovery implementation plan to address all pre-disaster planning holes

89

Atlanta, GA

Severe Snow Event (2014)

• State and counties were

completely unprepared

• State emergency operations

center (EOC) was not open until it was way too late; storm had already arrived

• No consideration given to closing

schools or street preparation

• Children forced to stay overnight in

school buses on interstates

• State EM Director was reassigned

after the event

90

City of Warr Acres, OK

Severe Winter Storm (2015)

• Incident Period December 26–

January 5

• Major disaster declaration
• ccurred on February 10
• No debris contracts in place prior

to event

• No documentation or monitoring

protocols established prior to event

• Debris collection started a full two

weeks after the event

• Unable to maximize sliding scale

incentive

91

Hays County, TX

Severe Flooding (May & Oct. 2015)

• Worst flooding in the history of

Hays County

• Many residents still dealing with

impact from first flood when the second flood came

• County established community
• utreach protocols to obtain

right-of-entry agreements

92

Part 6: Next Steps/Adjourn

Next Steps

Workshop Date Workshop 2: Mitigating Your Hazards April 18, 2016 Workshop 3: Big Changes at FEMA May 10, 2016

94

QUESTIONS?

95

Thank You!

96