April 7, 2015
CAPITAL AREA COUNCIL OF GOVERNMENTS

• 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 Governments 2

• 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 Governments 3

• Part 1: Introductions and Purpose

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

• 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.
Capital Area Council of Governments 6

• Part 2: Disaster Debris News

Planning Process
Guidance Documents
Capital Area Council of Governments 8

Planning Process
Guidance Documents
1/7/2015
• 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 Governments 9

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
Capital Area Council of Governments 10

Planning Process
FEMA Comprehensive Planning Guide 101
Step 1:
Form a
Collaborative
Team
Step 2:
Understand the Situation
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
Step 3:
Determine
Goals and
Objectives
Develop Goals
Develop
Objectives
Step 4:
Plan
Development
Step 5:
Plan
Preparation,
Review, and
Approval
Step 6:
Final Plan
Implementation and
Maintenance
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
Capital Area Council of Governments

Planning Process
FEMA Comprehensive Planning Guide 101
Step 1:
Form a
Collaborative
Team
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
– 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
Capital Area Council of Governments

Planning Process
FEMA Comprehensive Planning Guide 101
1/7/2015
– Entice your target audience
– Advertise planning meetings
– Develop planning meeting materials
– Capture hot button issues
– Provide team with a take-away
– Follow up
Capital Area Council of Governments 13

Planning Process
FEMA Comprehensive Planning Guide 101
Step 2:
Understand the Situation
Identify
Themes and
Hazards
Assess Risks
Prioritize
Threats
• 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
Capital Area Council of Governments

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 Governments 15

Planning Process
Step 1: Understand the Situation
• 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
Capital Area Council of Governments 16

Planning Process
Step 1: Understand the Situation
– 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
Capital Area Council of Governments 17

Planning Process
Step 1: Understand the Situation
• 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
“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.
”
Capital Area Council of Governments 18

Planning Process
Step 1: Understand the Situation
• National Incident
Management System
(NIMS)
– Preparedness
– Communications and information management
– Resource management
– Command and management
– Ongoing management and maintenance
1/7/2015 Capital Area Council of Governments 19

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
Capital Area Council of Governments 20

Planning Process
FEMA Comprehensive Planning Guide 101
Step 3:
Determine
Goals and
Objectives
Develop
Mission,
Operational
Priorities,
Goals and
Objectives
• 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
Capital Area Council of Governments

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

Planning Process
FEMA Debris Management Plan Review Job Aid
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 Governments 23

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 Governments 24

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 Governments
Areas of Historical
Significance
25

Planning Process
FEMA Debris Management Plan Review Job Aid
• 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 Governments 26

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 Governments 27

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 Governments
Debris Management
Site locations
28

Planning Process
FEMA Debris Management Plan Review Job Aid
• 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 Governments 29

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 Governments 30

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 Governments 31

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 Governments 32

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?
1/7/2015 Capital Area Council of Governments 33

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 Governments 34

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 Governments 35

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 Governments 36

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
1/7/2015 Capital Area Council of Governments 37

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 Governments 38

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 Governments 39

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 Governments 40

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?
https://www.tceq.texas.gov/assets/ public/response/TCEQ-20660.pdf
Capital Area Council of Governments 41

Planning Process
FEMA Debris Management Plan Review Job Aid
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 Governments 42

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 Governments 43

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 Governments 44

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 Governments 45

Planning Process
FEMA Comprehensive Planning Guide 101
Step 4:
Plan
Development
Develop
Courses of
Action
• 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
Capital Area Council of Governments

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

Planning Process
Step 4: Plan Development
• Overview
– Background
– Authorities and references
– Events and
Assumptions
– Hazard analysis
– Debris estimates
– Forecast
– Capabilities assessment
Capital Area Council of Governments 48

Planning Process
Step 4: Plan Development
• Organization and
Assignment of
Responsibilities
– Organizational structure
(Incident command system or recovery support function)
– Roles and responsibilities by department/agency
Capital Area Council of Governments 49

Planning Process
Step 4: Plan Development
• Concept of Operations
Capital Area Council of Governments 50

Planning Process
Step 4: Plan Development
• 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
Capital Area Council of Governments
County Zone Map
51

Planning Process
Step 4: Plan Development
• Concept of
Operations
– Roles and responsibilities
– Job aids
– Checklists
– Decision trees
Capital Area Council of Governments 52

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 Governments 53

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
Capital Area Council of Governments
– 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
54

Planning Process
FEMA Comprehensive Planning Guide 101
Step 5:
Plan
Preparation,
Review, and
Approval
Format the
Plan
Update the
Plan
Review the
Plan
Approve and
Share the Plan
• 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
Capital Area Council of Governments

Planning Process
FEMA Comprehensive Planning Guide 101
Step 6:
Final Plan
Implementation and Maintenance
Train
Stakeholders
Exercise the
Plan
Review, Revise, and Maintain the Plan
• 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.
Capital Area Council of Governments

• Part 1: Introductions and Purpose

• Part 1: Introductions and Purpose

Exercise Development
Homeland Security Exercise Evaluation Program (HSEEP)
• HSEEP Basics
– Exercise development process
– Standardized for emergency management exercises
– Provides a methodology for
• Design
• Development
• Conduct
• Evaluation
• Improvement planning
Capital Area Council of Governments 59

Exercise Development
Homeland Security Exercise Evaluation Program (HSEEP)
• Exercise Program
Management
– Identify existing training and exercise initiatives (multiyear training and exercise plan)
– Engage stakeholders
– Determine approach
– Establish budget and resource needs
Capital Area Council of Governments 60

Exercise Development
Homeland Security Exercise Evaluation Program (HSEEP)
• Exercise Design and
Development
– Exercise planning team members
– Exercise team positions
– Establish a realistic exercise planning timeline and exercise date
Capital Area Council of Governments 61

Exercise Development
Homeland Security Exercise Evaluation Program (HSEEP)
• 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
Capital Area Council of Governments 62

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 Governments 63

Exercise Development
Homeland Security Exercise Evaluation Program (HSEEP)
• Develop Scenario
– Hazard analysis
• Wildfire
• Flood
• Severe storm
• Tornado
• Human-caused incident
– Objectives
– Participants
– Test points
Capital Area Council of Governments 64

• Part 1: Introductions and Purpose

Exercise Development
Activity
• 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
Capital Area Council of Governments 66

Exercise Development
Activity
• 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.
Capital Area Council of Governments 67

Exercise Development
Activity
– Damage assessments
– Truck certifications
– Executive-level coordination
– Operational-level coordination
– Debris management site operations
– Finance and administration for debris operations
Capital Area Council of Governments 68

• Workshop 3: Documentation and Closeout
 April 16, 2015
69

Capital Area Council of Governments www.capcog.org
John Buri, Director, Post Disaster Programs john.buri@tetratech.com
832.251.5197
Anne Cabrera, Deputy Director, Post Disaster Programs anne.cabrera@tetratech.com
954-559-4951
Capital Area Council of Governments 70