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 obligated over $8 billion in eligible debris removal costs. • The table represents the federal cost share only. 6

2015 Texas Disasters DR-4223 DR-4245 DR-4255 Tornados, Straight- Tornados, Straight- Winter Storms line Winds, Flooding line Winds, Flooding Tornados, Straight- May 2015 October 2015 line Winds, Flooding October 2015 7

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 • How no-notice incidents impact response operations • Response and recovery considerations • Reimbursement 21

No-Notice Incidents Warning time before the disaster 22

No-Notice Incidents Scenario – November ‘92 Tornado Outbreak • 41 hours of continual tornado activity • 6 tornadoes ranging from F1 to F4 struck parts of the Houston Metropolitan area 23

No-Notice Incidents Scenario – November ‘92 Tornado Outbreak • 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) 24

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 FEMA Disaster Declarations Are Not Automatic. • Coast Guard 28

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

No-Notice Incidents 2015 Incident Start of Declaration Incident Date Severe Storms, May 4 May 29 Tornadoes, (DR-4223) Straight-line Winds and Flooding (TX) California Valley & September 9 September 22 Butte Fires (DR-4240) Average time South Carolina October 1 October 5 from start of Flooding (DR-4241) incident to declaration was Severe storms, October 22 November 25 Tornadoes, (DR-4245) 24 days. Straight-line Winds and Flooding (TX) Severe storms, December 26 February 9 Tornadoes, (DR-4255) Straight-line Winds and Flooding (TX) 35

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