May 24, 2018 Workshop 2: Long Term Debris Operations LOCATION: - - PowerPoint PPT Presentation

H-GAC 2018 Workshop Series

May 24, 2018

Workshop 2: Long Term Debris Operations

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
• Demolition
• Debris removal from waterways
• Other long term debris operations
• Break
• Getting extensions from FEMA for debris operations
• Reimbursements
• Break
• Identification of mitigation opportunities
• Documenting and applying lessons learn to improve

future response to debris generating incidents

2

Welcome

• Introductions
• Name
• Agency

3

What is Long Term Debris Operations?

• Starting over 3-6 months
• After substantial ROW complete
• Extremely rare (large/intense

disasters)

• Higher risk/complexity

4

What is Long Term Debris Operations?

• May require approvals (if FEMA

funded)

• Greater documentation requirements
• More expensive than ROW

5

Case Study Albany, GA – January 2017 Tornados

6

Cast Study San Marcos, Texas – May 2015 Flood

7

Factors for Long Term Debris Operations

• Magnitude of debris removal operation
• Prioritization on ROW debris removal
• Lack/Fatigue of volunteer organizations
• Slow repatriation
• Endangered species

8

Factors for Long Term Debris Operations

• FEMA Housing Programs
• Insurance to homeowners
• Mobility/Access issues
• NRCS approvals
• Latent Damages

9

Case Study Bastrop, Texas – 2011 Wildfire

10

Case Study City of Houston, TX – Hurricane Harvey

11

Part 1: Demolition

Demolition: Sometimes It Just Has to Happen

• Not common.
• FEMA may approve funding

when public safety, life, safety and the economic recovery of the community-at-large is at risk.

13

Requirements for Funding

• Must be required as a

result of a declared incident.

• Must be located within

the designated area.

• Must be the legal

responsibility of an eligible applicant.

14

Demolition Process

• Use normal condemnation

procedures.

• Conduct normal building

safety assessment.

15

Acquisition/Demolition Eligible Costs

• Market value of the real property(land and

structures) either at the time of sale or immediately prior to the most recent disaster

• r flood event, subject to applicable

adjustments, provided State/local laws do not prohibit future improvements and/or require structure demolition.

• Demolition, site restoration, and site

stabilization of the acquired site

16

Acquisition/Demolition Eligible Costs

• Fees for necessary appraisals, titles searches, title

insurance, property inspections, and surveys.

• Property tax liens or tax obligations can be

extinguished with proceeds from property sale while performing the transfer of title.

• Fees associated with the title transfer, contract

review, and other costs associated with conducting the real estate settlement, including recordation

• f the deed and deed restrictions

17

Questions to Ask

• Does the property pose a

hazard to the health and safety of the public?

• Does the property pose a

threat to the public right-

• f-way?

18

Substantial Damage Data

• Substantial Damage Data can

be used to pinpoint the most vulnerable areas and properties that you wish to mitigate.

• Substantially damaged

Properties that fall in an AE Flood Zone do not require a Benefit Cost Analysis for Acquisition Projects

19

Condemnation Procedures May Include:

• Owner notification (multiple

attempts may be required)

• Condemnation hearings

➢ Condemnation hearings may be expedited in the event of a catastrophic disaster.

20

Documentation Needed

• Verification of ownership
• Building official assessment
• Verification of insurance information
• Archeological review
• Environmental review
• State Historic Preservation Officer review
• Photos

21

More Documentation

• Letter or notice of condemnation (outlines threat

to public safety and health)

• Notice of demolition (to owner)
• Notice of intent to demolish (to neighboring

residents)

• Right of entry form

22

Right of Entry Form

• Property owner requests

aid and provides right of access and entry to their property.

• Holds harmless the

jurisdiction, state, and U.S. Government for any damage that occurs to the property.

23

Demolition Permitting Information

• Site map
• Site ingress and egress
• Site preparation

documents

• Staging strategies
• Hazardous waste handling

requirements

24

Inspections

• Water and

sewer/septic tank inspection

• Occupancy

inspection

• Post-demolition

inspection

25

Part 2: Debris Removal From Waterways

• Must be a threat to life,

public health and safety.

• If it does not meet this

criteria it is not eligible even if the incident is the reason the debris is where it is.

What is Eligible?

27

Proving Eligibility

• The applicant must

provide documentation showing:

➢ Legal responsibility ➢ The basis for immediate threat determination ➢ The location, types, and quantities of debris ➢ Demonstrate the debris was deposited by the incident and was not pre-existing.

28

A mana natee tee peek eking ing throu

• ugh

gh debri bris s after er Hurrican icane e Irma in Maratho thon, Florida.

• ida. FEMA Photo
• to

Navigable Waterways

• For applicants that have a legal

responsibility for maintenance of a navigable waterway:

➢ Debris that obstructs the passage of vessels is eligible to a maximum depth of 2 feet below the low-tide draft of the largest vessel that utilized the waterway prior to the incident.

29

Draft Defined

• Draft = Vertical distance

between the waterline and the bottom of the hull (keel), with the thickness

• f the hull included.

(Wikipedia)

30

Trees in Waterways

• If a tree is still rooted to an embankment and is

floating or submerged, the cost to cut the tree at the water’s edge is eligible.

31

Federally Maintained Navigable Waterways

• The U.S. Coast Guard (USCG) and the U.S. Army

Corps of Engineers (USACE) have specific authorities for removal of debris from federally maintained navigable waterways.

• Not eligible for local jurisdictions.

32

Non-Navigable Waterways

• Includes natural waterways or a constructed

channel, including flood control works.

33

Debris is Eligible for Removal from Non-Navigable Waterways if:

• Obstructs, or could obstruct, intake structures.
• Could cause damage to structures, such as

bridges and culverts.

• Is causing, or could cause, flooding to improved

public or private property during the

• ccurrence of a 5-year flood.

34

Natural Resources Conservation Services (NRCS)

• Operates the Emergency Watershed Protection

Program (EWP)

35

Emergency Watershed Protection Program

36

• Provides financial and technical assistance to:

➢ Remove debris from stream channels, road culverts, and bridges. ➢ Reshape and protect eroded banks. ➢ Correct damaged drainage facilities. ➢ Establish cover on critically eroding lands. ➢ Repair levees and structures. ➢ Repair conservation practices.

Public Assistance and the EWP

• Removal of debris from non-navigable

waterways is eligible for applicants even in streams where debris removal would also be eligible under the EWP unless the NRCS provides assistance for the debris removal.

• Debris removal from flood control works under

the authority of the NRCS are not eligible.

37

USACE Rehabilitation and Inspection Program (RIP)

• Provides rehabilitation for flood risk reduction

structures.

38

http://www.nws.usace.army.mil/Portals/27/docs/Levees/Levee%20Safety/ 6.%20Rehabilitation%20and%20Inspection%20Program.pdf

Public Assistance and the RIP

• Debris removal is eligible for public assistance

funding for flood control works eligible for the RIP .

• The USACE does not reimburse applicants for

debris removal, but will conduct debris

• perations directly when necessary.

39

Finding the Debris Under the Waves

• The applicant is responsible for identifying the

debris that poses an immediate threat.

• Random surveys to look for debris, such as

using side scan radar, are not eligible.

• FEMA may provide PA funding if the applicant

identifies an area of debris impacts and identifies the need for a survey to identify the specific immediate threat. This can include the use of side scan radar.

40

Side Scan Radar (Sonar)

• Commonly used tool to

detect debris items and

• ther obstructions on the

seafloor that may be hazardous to shipping.

• The device can be towed

from a surface vessel or mounted on the ship's hull.

41

Part 3: Other Long Term Debris Operations

Right of Way Debris Removal

43

Debris Removal from Parks

44

Debris Removal from Beaches

45

Part 4: Getting Extensions From FEMA for Debris Operations

Don’t Run Out of Time!

• FEMA only provides PA

funding for work performed

• n or before the approved

deadline.

• FEMA can de-obligate

funding for uncompleted work.

47

Changes in Scope of Work and Extensions

• Should be

submitted prior to the approved project deadline.

48

Who to Ask

• The Recipient has authority to extend deadlines

for individual projects based on extenuating circumstances.

• Emergency work projects can be extended by 6

months.

• FEMA can extend timeframes beyond 6 months

if extenuating circumstances justify additional time.

49

Let’s Define Extenuating Circumstances

• Permitting or environmental

and historic preservation compliance related delays due to other agencies involved.

• Environmental limitations (such

as short construction window).

• Inclement weather (site access

prohibited or adverse impact

• n construction).

50

NOT Good Reasons for an Extension

• Permitting or environmental

delays due to Applicant delays in requesting permits.

• Lack of funding.
• Change in administration or

cost accounting system.

• Compilation of cost

documentation.

51

Requesting an Extension

• The applicant must submit a written request

for a time extension to the Recipient (state) with the following information: ➢ Documentation substantiating delays beyond its control ➢ A detailed justification for the delay ➢ Status of the work ➢ The project timeline with the projected completion date

52

Information Needed to Support Time Extension Request

• Request should be submitted prior to current

approved deadline.

• Be specific to one project.
• If delay in obtaining permits:

➢ List permitting agencies and application dates

53

Provide the Basis for the Time Extension Request

• If environmental delays or limitations (e.g.,

short construction window, nesting seasons) ➢ List dates of correspondence with various agencies ➢ Provide specific details

54

The mating season of the Houston Toad resulted in delays in clearing debris during the Bastrop Fire debris management

• peration in 2011.

Provide the Basis for the Time Extension Request

• If inclement Weather (prolonged severe

weather conditions prohibited access to the area, or adversely impacted construction) ➢ Provide specific details

• If there are other reasons for the delay

➢ Provide specific details

55

Alternate Procedures Project

• 180 day project period.
• All requests for an extension must be submitted

through the recipient and only FEMA HQ can authorize extensions.

• Extensions are generally only authorized when

unusual circumstances delay the start or completion of work.

• FEMA is unlikely to authorize extensions for

weather delays or the inability to obtain permits in a timely manner.

56

Alternate Procedures Project Timeline

57

Part 5: Reimbursements

Conduct Damage Inventory

• Be as detailed as possible in damage

descriptions ➢ What was damaged? ➢ How much? ➢ Dimensions/quantities ➢ Square footage ➢ % of work complete

59

Essential Elements of Information (EEI)

• The EEI is in the

Grants Portal and is a web based questionnaire.

• The questionnaire is

different for every category of work.

60

FEMA Naming Conventions

• You must use

FEMA naming conventions when uploading any documents to the Grants Portal.

61

Damage Descriptions and Dimensions

• Be as detailed as in the damage descriptions.
• PHOTOS, PHOTOS, PHOTOS
• Asset inventory IDs – if asset has an asset

number, provide details.

• Make, Model, Serial # - FEMA is requiring this

for damaged components.

62

Damage Descriptions and Dimensions

• Be clear on wat was damaged and how the

damage was related to the storm/event.

• Come to clear agreement on the Damage

Descriptions and Dimensions (DDD) with FEMA – The DDD is the key piece of information – it’s the basis of the entire project. The scope of work is based on DDD and all work completed has to tie directly to a DDD item/damage.

63

Part 6: Identification of Mitigation Opportunities

Mitigation Defined

• The effort to

reduce loss of life and property by lessening the impact of disasters

65

The Benefits of Mitigation Actions

• It creates safer communities by reducing loss of

life and property damage.

• It allows individuals to minimize post-flood

disaster disruptions and recover more rapidly.

• It lessens the financial impact on individuals,

communities, and society as a whole.

66

Look for Potential Mitigation Projects

• Damage assessments
• Engineering reports
• After action reports
• Public comments

67

Examples of Mitigation Projects

• Flood Control Levees

68

Examples of Mitigation Projects

• Storm drainage

69

Examples of Mitigation Projects

• Conducting buy-outs and demolition of homes

in flood prone areas

70

Examples of Mitigation Projects

• Warning systems to alert the public of danger

71

Examples of Mitigation Projects

• Construction of safe rooms/shelters

72

Community safe room in Poplarville, MS

Mitigation Funding

• There are 3 programs that provide funding for

mitigation projects.

73

Flood Mitigation Assistance Program

• Provides resources to assist states,

tribal governments, territories and local communities in their efforts to reduce or eliminate the risk of repetitive flood damage to buildings and structures insurable under the National Flood Insurance Program (NFIP).

74

Flood Mitigation Assistance Program

• FEMA selects eligible project sub-

applications on a competitive basis in order of the agency’s priorities for the grant program.

75

Eligible FMA Projects

• Property acquisition, demolition and relocation
• Structure elevation
• Mitigation reconstruction
• Dry floodproofing of historic residential

structures

• Minor localized flood reduction projects
• Non-structural retrofitting of existing buildings
• Hazard mitigation planning
• Management cost

76

Pre-Disaster Mitigation Grant

• The goal of the program is to

reduce overall risk to the population and structures from future hazard events, while also reducing reliance

• n Federal funding in future

disasters.

77

Pre-Disaster Mitigation Grant

• FEMA makes funding decisions

based on selected priorities and the availability of funds.

• It is a highly competitive grant

program.

78

Eligible PDM Projects

• The projects listed for FMA (except for

mitigation reconstruction) plus: ➢ Structural retrofitting of existing buildings ➢ Safe room construction ➢ Wind retrofits ➢ Infrastructure retrofits ➢ Soil stabilization ➢ Wildfire mitigation ➢ Generators

79

Hazard Mitigation Grant Program

• The purpose of HMGP is to help

communities implement hazard mitigation measures following a Presidential Major Disaster Declaration.

80

Hazard Mitigation Grant Program

• FEMA provides up to 75% of the

funds for mitigation projects.

• Funding is limited so not all

projects may be selected for funding.

81

Eligible HMGP Projects

• All of the projects listed for PDM plus:

➢ Post disaster code enforcement ➢ Advance assistance (assistance in completing HMGP applications in a timely manner) ➢ 5% Initiatives

• Can use 5% of grant funds for projects

that are difficult to evaluate using cost- effectiveness methodologies (e.g. public warning, generators, GIS software, etc.)

82

Hazard Mitigation Grants 404 and 406

• 406

➢ Section 406 is applied on the parts of the facility that were damaged by the disaster and the mitigation measures directly reduce the potential of future, similar disaster damages to the eligible facility.

• 404

➢ 404 grant funding may be used in conjunction with 406 mitigation funds to bring an entire facility to a higher level of disaster resistance, when only portions of the facility were damaged by the current disaster event

83

HMGP Process

• Once the HMGP funding becomes available,

applicants proceed to: ➢ Scope the project ➢ Develop the project ➢ Submit the project ➢ Relevant agencies review the project ➢ Projects are awarded and funding is

• bligated

➢ Projects are implemented and monitored ➢ Project closeout

84

HMGP Process

• In order to start the

process, applicants are expected to: ➢ Submit a TDEM HMGP Notice of Intent (NOI) form. ➢ TDEM reviews the project for eligibility and either responds with confirmation to proceed or declines the project.

85

HMGP Timeline

HMGP grant recipients have 36 months from the close of the application period to complete approved projects

86

HMA Application Development Best Practices

• Focus on the most cost effective projects in your

community

• Start working on projects prior to the Notice of

Funding announcement, and meet your deadlines

• Identify and coordinate with your State HMA

contacts

• Establish and follow priorities for mitigation
• Target Repetitive Loss and Severe Repetitive Loss

Properties

87

HMA Application Development Best Practices

• Complete substantial damage estimations and

target these properties

• Include all requested documentation to avoid

requests for Information

• Involve your community and use your hazard

mitigation plan

• Refer to HMA Guidance
• Refer back to the Notice of Funding

Announcement to see Priorities from FMA and PDM

88

Part 7: Documenting and Applying Lessons Learned

Benefits of Documenting and Applying Lessons Learned

• You can take action to correct issues and

improve response to future disasters.

• You can recognize strengths and reinforce those

activities that went well in response.

• You can meet exercise/real incident grant and

program documentation requirements.

90

Debriefings

• A debriefing (or

hotwash) is conducted immediately after response and recovery activities to collect lessons learned from responders.

• Have a note taker.

91

Debriefings

• Who should participate

in a debriefing to review debris management

• perations?

92

Surveys

• A survey can be useful for

capturing ideas for improvement from individuals that might not be at a debriefing or might not be inclined to speak up at a debriefing.

93

Surveys

• Information to include in surveys may include:
• What do you think went well?
• What could be improved?
• Were there issues? If so, what were they?
• What needs to be addressed?

➢ Training ➢ Staffing ➢ Equipment ➢ Planning

94

Survey Formats

• What types of formats

and survey tools (including online survey tools) have you used and had success?

95

Assemble the Data

• Notes from operations
• Notes from the debriefings
• Surveys
• Public comments
• Leadership suggestions

96

Develop the Draft After Action Report

• A draft after action report

and improvement plan is developed to:

➢ Record strengths ➢ List areas for improvement ➢ Identify recommendations for improvement ➢ Identify corrective actions

97

Homeland Security Exercise Evaluation Program Toolkit

• The HSEEP Toolkit has an

after action report template that can be used to structure and organize an after action report.

98

After Action Meeting

• Review the draft after

action report

• Get consensus on the

corrective actions

• Assign responsibility

for the corrective actions

• Identify target dates

for completion of the corrective actions

99

After Action Meeting

• Who should participate

in the after action meeting?

100

After Action Meeting

• Have a facilitator to engage

the participants and actively seek their feedback.

• Have a note-taker to

capture suggestions for corrective actions, assignments and timelines.

101

Complete the Improvement Plan

102

Finalizing the After Action Report

• Make there is buy-in on

the corrective actions and timelines from those with responsibility for completing them before submitting and finalizing the report.

103

The AAR says I’m going to do what?

QUESTIONS?

104

Thank You!

105