CAPITAL AREA COUNCIL OF GOVERNMENTS CAPCOG 2015 DISASTER DEBRIS WORKSHOP SERIES Workshop 2: Developing and Exercising a Disaster Debris Management Plan April 7, 2015

2015 Workshop Series Workshop 1: Debris Management 101 March 19, 2015 Workshop 2: Developing and Exercising a Debris Management Plan April 7, 2015 Workshop 3: Documentation and Closeout April 16, 2015 Capital Area Council of Governments2

Agenda Introductions Purpose Disaster Debris Management Planning Process FEMA Key Components of the Plan Key Considerations for Developing Debris Exercises Tabletop Exercise Development Activity Questions/Adjourn Capital Area Council of Governments3

Introductions and Purpose Part 1: Introductions and Purpose

Welcome Introductions Name Agency Position/role in disaster debris management 5Capital Area Council of Governments

Purpose Provide an overview of the debris planning process. Discuss key components of a FEMA-approved disaster debris management plan (DDMP). Discuss strategies for building a viable debris-focused tabletop exercise. Stimulate interactive discussion and questions. 6 Capital Area Council of Governments

Planning Process Part 2: Disaster Debris News

Capital Area Council of Governments8 Planning Process Guidance Documents

1/7/2015Capital Area Council of Governments9 Planning Process Guidance Documents FEMA Comprehensive Planning Guide (CPG) 101 Version 2 – Describes the planning process – Provides strategy to engage stakeholders – Provides guidance to develop a viable plan

Capital Area Council of Governments10 Planning Process Guidance Documents FEMA Debris Management Plan Review Job Aid – Describes debris removal pilot program cost incentive for FEMA approved plan – Provides the critical components the plan must addressed for FEMA approval

Planning Process FEMA Comprehensive Planning Guide 101 Identify Core Planning Team Form a Common Framework Define and Assign Roles and Responsibilities Determine a Regular Schedule of Meetings Identify Themes and Hazards Assess Risks Prioritize Threats Develop Goals Develop Objectives Develop Courses of Action Format the Plan Update the Plan Review the Plan Approve and Share the Plan Train Stakeholders Exercise the Plan Review, Revise, and Maintain the Plan Step 1: Form a Collaborative Team Step 2: Understand the Situation Step 3: Determine Goals and Objectives Step 4: Plan Develop- ment Step 5: Plan Preparation, Review, and Approval Step 6: Final Plan Implementa- tion and Maintenance Capital Area Council of Governments

Planning Process FEMA Comprehensive Planning Guide 101 Step 1: Form a Collaborative Team – Public works/Solid waste – Local emergency planning committee – Environmental protection and historical preservation – Parks – Procurement/Finance and administration – Legal services – Code enforcement – Volunteer agencies active in disasters/Disabilities coordinator Identify Core Planning Team Form a Common Framework Define and Assign Roles and Responsibilities Determine a Regular Schedule of Meetings Step 1: Form a Collaborative Team Capital Area Council of Governments

– Entice your target audience – Advertise planning meetings – Develop planning meeting materials – Capture hot button issues – Provide team with a take-away – Follow up 1/7/2015Capital Area Council of Governments13 Planning Process FEMA Comprehensive Planning Guide 101

Step 2: Understand the Situation – Establish plan structure – Review local plans – Determine likely debris scenarios – Estimate potential debris volume – Determine capabilities and gaps based on available assets and pre-qualified vendors – Identify vulnerable populations Identify Themes and Hazards Assess Risks Prioritize Threats Step 2: Understand the Situation Capital Area Council of Governments

15 Planning Process Step 1: Understand the Situation Utilize information from existing plans – Hazard mitigation plan – Emergency operations plans – Threat and risk assessments – Recovery plan – Local solid waste and recycling plan

Capital Area Council of Governments16 Estimate debris totals using models – Historical analysis of previous incidents – Areas of severe repetitive loss – U.S. Army Corps of Engineers debris estimation model – Comparative analysis – “Commons Sense” test Planning Process Step 1: Understand the Situation

Capital Area Council of Governments17 Identify Vulnerable Populations – Individuals with disabilities – Individuals with functional and access needs Hearing, visual and dual sensory impaired Non English language speakers – Populations with limited socioeconomic capabilities – Impoverished populations Planning Process Step 1: Understand the Situation

Capital Area Council of Governments18 Recent ADA Compliance Litigation – People with disabilities are uniquely affected by the debris that may accumulate after a disaster – City did not provide for individuals with disabilities to remove snow following a blizzard Planning Process Step 1: Understand the Situation “While the Debris Management Plan provides that the City shall ‘coordinate efforts’ to address the needs of people with disabilities, it does not provide any guidance as to how their needs will be taken into account.”

National Incident Management System (NIMS) – Preparedness – Communications and information management – Resource management – Command and management – Ongoing management and maintenance 1/7/2015Capital Area Council of Governments19 Planning Process Step 1: Understand the Situation

Capital Area Council of Governments20 Planning Process Step 1: Understand the Situation National Disaster Recovery Framework Recovery Support Functions (RSF) 1.Community Planning and Capacity Building 2.Economic 3.Health and Social Services 4.Housing 5.Infrastructure Systems 6.Natural and Cultural Resources

Planning Process FEMA Comprehensive Planning Guide 101 Step 3: Determine Goals and Objectives – Determine the plan mission – Identify operational priorities – Determine goals based on operational priorities – Use FEMA’s Critical Plan Components to identify operational priorities Develop Mission, Operational Priorities, Goals and Objectives Step 3: Determine Goals and Objectives Capital Area Council of Governments

Planning Process FEMA Debris Management Plan Review Job Aid FEMA’s Critical Plan Components 1. Debris management overview 2. Events and assumptions 3. Debris collection and removal plan 4. Debris management sites and disposal locations 5. Debris removal on private property 6. Use and procurement of contracted services 7. Use of force account labor 8. Monitoring of debris operations 9. Health and safety requirements 10. Environmental considerations and other regulatory requirements 11. Public information 12. Identification of debris removal contractors Capital Area Council of Governments

1.Debris Management Plan Overview – Purpose and overarching goals – Description of how the plan was developed – Planning team members – Plan adoption and approval process Capital Area Council of Governments23 Planning Process FEMA Debris Management Plan Review Job Aid

2.Events and Assumptions – Forecast of debris type and volume – Type and severity of disasters – Method of handling required for debris types – General terrain, land use and characteristics of jurisdiction Capital Area Council of Governments24 Planning Process FEMA Debris Management Plan Review Job Aid

3.Debris Collection and Removal – Debris collection and removal strategies based on response and recovery priorities – Priority roads and critical infrastructure – Coordination with other agencies with debris responsibilities – Roles and responsibilities for all debris functions – Method for collection Capital Area Council of Governments25 Planning Process FEMA Debris Management Plan Review Job Aid Areas of Historical Significance

What are some of your response priorities? – Clearing debris from critical infrastructure – Debris removal by zone or vulnerable population – Providing citizen drop off centers to mitigate illegal dumping – Zero waste or recycling initiatives – Historical and environmental concerns Capital Area Council of Governments26 Planning Process FEMA Debris Management Plan Review Job Aid

How will you manage competing priorities? – Managing expectations of the public and local officials – Providing routine information on debris operations – Providing a consistent message – Systematic removal strategy (by zone) Capital Area Council of Governments27 Planning Process FEMA Debris Management Plan Review Job Aid

4.Debris Management Sites and Disposal Locations – Locations where debris will be segregated, reduced, and disposed – Recycling initiatives – Traffic circulation at each site – Capacity at each site – Contingencies if site capacity is limited Capital Area Council of Governments28 Planning Process FEMA Debris Management Plan Review Job Aid Debris Management Site locations

What are some of the end users in the region? What types of debris streams are likely in your area? How will you limited capacity in a widespread event? – Landfills – Biomass facilities – Recycling facilities – Electronic waste – Organics – Construction and demolition debris – Household hazard waste – Asbestos containing material Capital Area Council of Governments29 Planning Process FEMA Debris Management Plan Review Job Aid

5.Debris Removal on Private Property – Describe conditions when debris removal from private property is in the public’s interest – Circumstances when the jurisdiction will take action to remove debris from private property – Specific steps to obtain permission to remove debris – Funding sources to recoup costs (insurance) Capital Area Council of Governments30 Planning Process FEMA Debris Management Plan Review Job Aid

What are some of the challenges with debris removal from private property in your jurisdiction? – Access – Documentation – Code enforcement – Approval from officials – Available funding sources Capital Area Council of Governments31 Planning Process FEMA Debris Management Plan Review Job Aid

6.Use and Procurement of Contracted Services – Circumstances when contracted services will be required – Type of contracted debris operations – Processes for competitively acquiring contractors – Compliance with federal procurement requirements Capital Area Council of Governments32 Planning Process FEMA Debris Management Plan Review Job Aid

How has your jurisdiction utilized debris contractors in the past? – Contract vehicle – Emergency procurement – Standard procurement procedures Did you experience any challenges? 1/7/2015Capital Area Council of Governments33 Planning Process FEMA Debris Management Plan Review Job Aid

7.Use of Force Account Labor – Types of work that will be performed by force account labor – Job descriptions and list of force account assets – Process for documenting force account resources used for debris operations Capital Area Council of Governments34 Planning Process FEMA Debris Management Plan Review Job Aid

How will you utilize force account resources for debris operations? – Labor – Equipment – Other resources What are the challenges? – Training personnel on disaster debris duties – Maintaining documentation for federal agencies Capital Area Council of Governments35 Planning Process FEMA Debris Management Plan Review Job Aid

8.Monitoring of Debris Operations – Process for monitoring debris operations at pick up sites, debris management sites and final disposal sites – Roles and responsibilities for debris monitoring Capital Area Council of Governments36 Planning Process FEMA Debris Management Plan Review Job Aid

How have you monitored debris operations in the past? What were some of the challenges? – Contracted services – Force account labor – Equipment – Documentation – Ongoing staffing and resource needs – Demobilization 1/7/2015Capital Area Council of Governments37 Planning Process FEMA Debris Management Plan Review Job Aid

9.Health and Safety Requirements – Details on how workers and public will be protected – Specific measures to adhere to safety rules and procedures related to debris operations Capital Area Council of Governments38 Planning Process FEMA Debris Management Plan Review Job Aid

Who will fill the role of safety officer for debris operations and what are their responsibilities? What are specific health and safety concerns related to debris operations? – Handling of hazardous waste – Disgruntled residents – Longer working hours – Exposure to weather and environment Capital Area Council of Governments39 Planning Process FEMA Debris Management Plan Review Job Aid

10.Environmental Considerations and Other Regulatory Requirements – Compliance with local, state and federal environmental and historical preservation regulations – Considerations for individuals with disabilities that are adversely impacted by debris and debris operations Capital Area Council of Governments40 Planning Process FEMA Debris Management Plan Review Job Aid

Who is your environmental and historical preservation liaison for debris operations? What are some of the regulatory concerns in your area? Have you requested approval for DMS locations with TCEQ? Capital Area Council of Governments41 Planning Process FEMA Debris Management Plan Review Job Aid public/response/TCEQ pdf

11.Public Information – Process to disseminate information regarding debris removal operations – Process to receive information regarding debris operations – Strategy to provide accurate and timely information on parameters, rules and guidelines for debris removal Capital Area Council of Governments42 Planning Process FEMA Debris Management Plan Review Job Aid

What are the challenges with providing public information in your jurisdiction? 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? Capital Area Council of Governments43 Planning Process FEMA Debris Management Plan Review Job Aid

12.Identification of Debris Removal Contractors – One or more pre-qualified debris contractor – Evaluated and deemed capable to perform debris work – Qualifications developed in conjunction with the plan – Description of the process to determine qualifications Capital Area Council of Governments44 Planning Process FEMA Debris Management Plan Review Job Aid

Does your jurisdiction have pre-qualified debris contractors? What process did you use to pre-qualify vendors? How did you document the request for qualifications process? Capital Area Council of Governments45 Planning Process FEMA Debris Management Plan Review Job Aid

Planning Process FEMA Comprehensive Planning Guide 101 Step 4: Plan Development – Establish operational timeline – Describe the scenario – Identify and describe decision points – Identify and describe operational tasks – Determine course of action – Develop the concept of operations Develop Courses of Action Step 4: Plan Development Capital Area Council of Governments

Planning Process Step 4: Plan Development Plan Development Threat Assessment Debris Scenarios and Forecast Debris Management Goals and Objectives FEMA’s Critical Plan Components Capital Area Council of Governments

48 Overview – Background – Authorities and references – Events and Assumptions – Hazard analysis – Debris estimates – Forecast – Capabilities assessment Planning Process Step 4: Plan Development

Capital Area Council of Governments49 Organization and Assignment of Responsibilities – Organizational structure (Incident command system or recovery support function) – Roles and responsibilities by department/agency Planning Process Step 4: Plan Development

Capital Area Council of Governments50 Planning Process Step 4: Plan Development Concept of Operations

Capital Area Council of Governments51 Concept of Operations – Normal operations – Pre-event preparation – 70-hour push – Emergency road clearance – Truck certification – Debris management site operations – Right-of-way collection – Special programs – Haul out and final disposal – Project close out and audit County Zone Map Planning Process Step 4: Plan Development

Capital Area Council of Governments52 Concept of Operations – Roles and responsibilities – Job aids – Checklists – Decision trees Planning Process Step 4: Plan Development

Concept of Operations – Normal operations – Pre-Event operations – Response operations – Recovery operations: 2 days – 2 weeks – Recovery operations: 2 weeks – 1 month – Recovery operations: 1 month – 3 months – Recovery operations: 3 months – project closeout Capital Area Council of Governments53 Planning Process Step 4: Plan Development

Appendices – List of prequalified debris contractors – List of end users and recycling facilities – Debris task force contact list – Debris management site suitability reports and TCEQ pre-approvals – Procurement process and debris firm solicitations – Mutual aid agreements/road maintenance agreements – Sample press releases – Sample documentation forms – Zone maps – Priority road list – Health and safety strategy – List of force account equipment and job positions – Areas of environmental or historical significance – Locations of vulnerable populations Capital Area Council of Governments54 Planning Process Step 4: Plan Development

Planning Process FEMA Comprehensive Planning Guide 101 Step 5: Plan Preparation, Review and Approval – Route for approval: Legal services Human resources Environmental Disabilities coordinator Executive official – Submit to FEMA for review and approval Format the Plan Update the Plan Review the Plan Approve and Share the Plan Step 5: Plan Preparation, Review, and Approval Capital Area Council of Governments

Planning Process FEMA Comprehensive Planning Guide 101 Step 6: Final Plan Implementation and Maintenance – Provide training to key personnel on the plan. – Exercise the plan and make updates. – Implement when necessary. – Regularly maintain the plan. Train Stakeholders Exercise the Plan Review, Revise, and Maintain the Plan Step 6: Final Plan Implementation and Maintenance Capital Area Council of Governments

BREAK Part 1: Introductions and Purpose

Exercise Development Part 1: Introductions and Purpose

Capital Area Council of Governments59 HSEEP Basics – Exercise development process – Standardized for emergency management exercises – Provides a methodology for Design Development Conduct Evaluation Improvement planning Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Capital Area Council of Governments60 Exercise Program Management – Identify existing training and exercise initiatives (multiyear training and exercise plan) – Engage stakeholders – Determine approach – Establish budget and resource needs Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Capital Area Council of Governments61 Exercise Design and Development – Exercise planning team members – Exercise team positions – Establish a realistic exercise planning timeline and exercise date Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Capital Area Council of Governments62 Exercise Objectives – Focus on a priorities Truck certification DMS operations Resource management Documentation Executive decision making Public information – Choose a reasonable number of priorities – Develop SMART objectives Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Sample Objectives – Demonstrate the capability of Solid Waste personnel to conduct truck certifications within 24 hours following a debris-generating event. – Demonstrate the capability of executive leadership to make policy-level decisions regarding debris management. – Demonstrate the capability of the Public Information Officer to provide timely and accurate public information regarding debris safety and set out procedures. – Demonstrate the capability of operational staff to coordinate with federal agencies to implement special debris programs. Capital Area Council of Governments63 Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Capital Area Council of Governments64 Develop Scenario – Hazard analysis Wildfire Flood Severe storm Tornado Human-caused incident – Objectives – Participants – Test points Exercise Development Homeland Security Exercise Evaluation Program (HSEEP)

Activity Part 1: Introductions and Purpose

Capital Area Council of Governments66 Work in groups to develop a debris exercise Determine your exercise objectives based on the exercise topics: – Damage assessments – Truck certifications – Executive-level coordination – Operational-level coordination – Debris management site operations – Finance and administration for debris operations Exercise Development Activity

Capital Area Council of Governments67 Determine the type of scenario you will use and why. Determine the exercise type and why. Determine planning team members and list of participants. Identify the plan components that will be tested in the exercise and explain why. Exercise Development Activity

Capital Area Council of Governments68 Debrief from each group – Damage assessments – Truck certifications – Executive-level coordination – Operational-level coordination – Debris management site operations – Finance and administration for debris operations Exercise Development Activity

Next Steps Workshop 3: Documentation and Closeout April 16,

Thank you Capital Area Council of Governments70 Capital Area Council of Governments John Buri, Director, Post Disaster Programs Anne Cabrera, Deputy Director, Post Disaster Programs