FRWA Hurricane Preparations, Assessment, Response, & Recovery

STANDARD OPERATING PROCEDURES & LOGISTICS

Updated: May 2015

FRWA LOGISTICS & STAFF ASSIGNMENTS/DUTIES

In the event of hurricanes, emergencies, or disaster response all FRWA staff members may be called on to help. To this end you have been given pre-assigned tasks and duties for emergency response. Your part may be significant if the storm impacts your area and surrounding water/wastewater systems.

You are part of the FRWA, FlaWARN, and the State Emergency Response team. Although your assignments may change at any time this document should help you understand expectations and duties. It will help circumvent speculation, conjecture, and rumors about how we will be responding and assisting the rapid recovery from emergencies.

There are several phases of the emergency response, your duties may change with each phase, and if you have a CDL license or deployment duties. The phases of the response include:

  • Hurricane Watch Pre-Hurricane & Pre-Deployment Efforts
  • Hurricane Warning & Pre-Deploy the Spearhead Unit
  • Post-Hurricane Damage Assessments
  • Deployment of Generators, Assets and Personnel
  • Response & Restoring Service
  • Reporting Results & Systems Restored to Operation
  • Tracking Assets (Generators, etc.)
  • Exit & Recovery of Generators, Assets and Equipment

Pre-Hurricane and Pre-Deployment Assignments

FRWA Groups / Primary Duties / Secondary Duties
Executive Director / FlaWARN/FDEP Coordination / Warehouse Loading, Logistics & Spearhead Unit Pre-Deployment 1
Al Circuit Riders - DW, GW, SW, WW, Fin/Mgmt & FS / Phone Calls to Systems & Report Emergency Preparation/Status / Possible Utility Staging Area 3
Administrative/Financial / FlaWARN/FDEP Reporting
Training / FlaWARN/FDEP Reporting / Warehouse Loading & Logistics 1
Engineering / Phone Calls & FlaWARN Reporting / Warehouse Loading & Logistics 1

Notes:

  1. See Appendix B, Pre-Deployment Generator & Equipment Mobilization Checklists.
  2. Circuit Riders will be asked to make phone calls to water/wastewater systems to assess Emergency Preparation and Status and report back to office daily by 4:00 pm via Excel spreadsheet.
  3. If the Hurricane is headed towards you, think about a possible Staging Area in your district, if needed, to accommodate an effective response effort. This could likely be the FRWA and FlaWARN Staging Area. Multiple staging areas may be needed in large, widespread damage areas to accommodate numerous assisting/responding crews. Don’t make actual arrangements unless authorized by Gary Williams.

FRWA SOPs & Deployment Procedures Updated: May 2015

FlaWARN/FDEP Reporting & Coordination

Executive Director, Engineering, & Administrative/Financial/Office
Gary Williams, Sterling Carroll, Mike Chase,Ben Lewis,
Becky Cutshaw, Amy Rowles, Jennifer Love and Amanda Read

Post-Hurricane Assignments (General) ~ can change at anytime, as directed by Gary Williams

Group / Primary Duties / Secondary Duties
Executive Director / Staging Area Coordination / Response Efforts & Restoring Service
All Circuit Riders - DW, GW, WW, SW, Fin/Mgmt & FS / Damage Assessment & System Status Reports 2 / Response Efforts & Restoring Service
Administrative/Financial / FlaWARN/FDEP Reporting / Equipment Tracking
Training / Damage Assessment & System Status Reports / Response Efforts & Restoring Service
Engineering / Phone Calls & FlaWARN Reporting / Warehouse Loading, Logistics & Equipment Tracking

Notes:

  1. Circuit Riders will be asked to make phone calls to water/wastewater systems to assess Emergency Preparation and Status and report back to office daily by 4:00 pm. Onsite assessments – finish before response.
  2. See Appendix A, After the Hurricane – Response and Restoration of Water and Wastewater Utility Services.

FRWA Spearhead Unit ~ Pickup, Travel Trailer, Excursion & Enclosed Trailer

Vehicles / Trips / Comments
FRWA Pickup & Travel Trailer / To Staging Area / 2 Experienced Drivers to be assigned
FRWA Excursion & Enclosed Trailer / To Staging Area / 1 or 2 Experienced Drivers to be assigned
Gary’s Motorhome / To Staging Area / 1 or 2 Experienced Drivers to be assigned
Semi Loads of Generators / Approximately 6 to 8 trips / By CDL Drivers & FlaWARN Partners
Roll Back Tow Truck (Lake Jackson Towing) / 150 kW & 50 kW Generators / By CDL Drivers
Suggested Loading & Unloading Personnel:
Gary Williams, Scott Phillips, Mike Chase, Jason Southerland, Fred Handy, Sterling Carroll

Possible CDL Driver Teams for Generator Deployment ~ might include FlaWARN Utilities

Area / Driver 1 / Driver 2 / Driver 3
All Florida / Gary Williams / Jason Southerland / Scott Phillips
All Florida / Jason Southerland / Jamie Hope / Ben Lewis
Western Gulf Coast / Jason Southerland / Scott Phillips / Ben Lewis
Eastern Gulf Coast / Jamie Hope / Ben Lewis / Gary Williams
South Florida / Donnie Morrison/John Radtke / Jamie Hope / Jason Southerland

Notes:

  1. CDL holders can be paired with non-CDL holders if one-way travel time is less than 8-hours, with required rest periods and CDL holders require assistance for loading and unloading generators. This may involve pre-staging the Spearhead Unit to a location/utility outside of expected strike zone – from that location the pre-staged Spearhead Unit will be moved to the Staging Area within the strike zone.
  2. Recommend that 2 CDL license holders be sent on trips where travel time greater than 10-hours

Large Generator Loading & Unloading

FRWA Staff / Potential FlaWARN Partners
CDL Drivers that have been mobilized, Sterling Carroll, Fred Handy, Mike Chase, / Talquin Monticello
Havanaand others

Post-Hurricane Assignments (Specific) ~ may be changed at any time by Gary Williams

Staff / Group / Location / Primary / Secondary / Tertiary
Gary Williams / Ex Dir / Tallahassee / CDL Driver, Deployment & Loading / Staging Area Coordination / Response Efforts, Restoring Service & Equipment Tracking 1
Becky Cutshaw / Admin / Tallahassee / System Status Reporting / Emergency Equipment Tracking / FDEP, FlaWARN & ESF-10, Coordination/Communications
Amy Rowles / Admin / Tallahassee / System Status Reporting / Emergency Equipment Tracking / FDEP, FlaWARN & ESF-10, Coordination/Communications
Jennifer Love, / Admin / Tallahassee / Financial/Accounting / Damage Assm’t Calls & Status Reports
Amanda Read / Admin / Tallahassee / Financial/Accounting / Damage Assm’t Site Visits
Ben Lewis / Training / Tallahassee / Damage Assm’t Calls, Status Reports & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Sterling Carroll PE / Engineerr / Tallahassee / Warehouse Loading, Logistics & Equipment Tracking Reports / System Status Reporting / FDEP, FlaWARN & ESF-10, Coordination/Communications
Mike Chase PE / Engr / Tallahassee / Warehouse Loading, Logistics & Equipment Tracking Reports / System Status Reporting / FDEP, FlaWARN & ESF-10, Coordination/Communications
Tom Gustafson / Fin/Mgmt / Astor / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Bob Mearns / Fin/Mgmt / Shalimar / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
David Haring / GW / Palatka / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Dyana Stewart / GW / St Augustine / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Chris Bailey / GW / Starke / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Jason Southerland / DW / Tallahassee / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Fred Handy / DW / Live Oak / Warehouse Loading & Logistics / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
David Hanna / DW / Port Orange / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Stan Epperly / DW / Punta Gorda / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Moises Villalpando / DW / Vero Beach / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Donnie Morrison / DW / Ocklawaha / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Jamie Hope / WW / Chiefland / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Scott Phillips / WW / Hosford / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
John Radtke / WW / Lake Como / CDL Driver, Deployment & Loading / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Allen Slater / WW / North Port / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Tony Lopez / WW / Trenton / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking 1
Troy Cassidy / FS / Gainesville / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking
BillArchebelle / FS / Port St. Lucie / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking
EPA Training & TA Position (Vacant) / DW/
WW / NA / Damage Assm’t Calls & Status Reports / Damage Assm’t Site Visits / Response Efforts, Restoring Service & Equipment Tracking

Note: 1.All mobilized field personnel have a responsibility to report the location of equipment and operational status/conditions. Gary Williams will designate a person to collect these reports and send an Equipment Tracking Summary to the FRWA Office and FlaWARN every day or every other day.
PREPARATIONS DURING A HURRICANE WATCH

Three (3) days before an expected hurricane landfall in Florida, we need to contact every water and wastewater system within the projected storm path to obtain emergency contact numbers and preparedness status. You, as a FRWA employee, will be responsible to contact ALL systems (beginning with FRWA members) that lay within the counties you have been assigned as primary membership retention.

Pre-Hurricane and Pre-Deployment Phone Calls by Circuit Riders and Office Personnel. You are accountable to make sure that contact is made with every system or to request support through the FRWA Office for assistance from another staff member. Expect that names, phone numbers and area codes may be old and outdated. Revise this information in the database as you find it. Use your connections, the web, and phone books to update the information.

You are reminded that an attempt to call a system is very different than actually contacting them and getting the necessary information. Your efforts should include:

  1. Ask for emergency contact numbers (cell phone)
  2. Ask about their preparedness status,
  • If they have reviewed their Emergency Response Plan (ERP), and
  • If they have the Best Management Practices (BMPs) from the FlaWARN website.
  1. Remind them to report their status to DEP’s StormTracker website or call 866-742-0481 after the storm passes. Tell them this will be the QUICKEST way for them to get a response. Website: florida, Password: storm (case sensitive).
  2. Ask if they are FlaWARN members, if not help them to sign-up at: and SIGN Mutual Aid Agreement.
  3. Ask if they would be willing to help others if they‘re not affected by the hurricane.
  • List any equipment (generators, by-pass pumps, etc) that they might have available for loaning to other utilities.
  1. Enter information into a spreadsheet and send reports daily by 4:00 pm! An example of the Excel spreadsheet is shown below.

Please report your contact results before 4:00 pm each day. This will allow FRWA to update to communications database and distribute it to other staff members and agencies.

Your reports will be compiled in the office using Excel format and submitted to FDEP, FlaWARN, and FDEM-ESF10 by about 5:00 pm each day.

FDEP’s StormTracker and FlaWARN. All FRWA personnel must be familiar with FDEP’s StormTracker and FlaWARN websites – please learn and be ready to explain to others: (1) how to sign in, (2) report system status, (3) check to see if the utility is a FlaWARN Member, (4) sign up as a FlaWARN member, and (5) execute the FlaWARN Mutual Aid Agreement.

FDEP StormTracker ~

USERNAME: florida

PASSWORD: storm

(case sensitive)

3 Easy Steps 

The initial login screen will look like this and then you will be asked for a PWSID or a GMSID:

On this website you should be able to help a system:

  1. Enter their PWS or GMS ID Number in the box provided
  1. Click the Entry button
  1. Follow the online instructions for updating system status

FlaWARN ~

(do not share this Username or Password outside of FRWA)

EMAIL:

PASSWORD: water

On this website you should be able to:

  • Check to see if the utility is a FlaWARN Member,
  • Help a system sign up as a FlaWARN member, and
  • Execute the FlaWARN Mutual Aid Agreement

HURRICANE WARNING PREPARATIONS

Take care of yourself and family! Complete your preparations -- your homes, equipment, food, water, clothing, vehicles, escape routes, and remote communications if the hurricane is projected to affect you. You should start now to prepare your home and family. Begin now to secure water supplies, medicines, clothing, batteries, LP cooking fuels, spare flashlights, etc in a safe place.

If the Hurricane is headed towards you, think about a possible Staging Area in your district, if needed, to accommodate an effective response effort. This could likely be the FRWA and FlaWARN Staging Area. Multiple staging areas may be needed in large, widespread damage areas to accommodate numerous assisting/responding crews. Don’t make actual arrangements unless authorized by Gary Williams.

If you are chosen/tapped to assist in the utility response the following items are considered necessary as a ‘FRWA MacGyver’.

  • Fill Gas Tanks – fuel can be hard to find in affected areas
  • FRWA ID/SERT Badge & Business Cards
  • Cell Phones & Charger
  • Cash & Credit Cards
  • Pack an Over-Night Bag/Duffle with Personal Items, such as:

First Aid Kit
Aspirin/Tylenol
Prescription Meds
Insect Repellant
40+ Sun Screen
Sunglasses
Water Bottles
Soft Drinks
Food
High Protein Snacks
Sleeping Bag/Blanket
Pillow
Cot or Air Mattress/Pad
Tent & Ground Tarp
Towel & Wash Cloth
Soap & Shampoo
Mirror & Comb
Tape - Elect, Duct, Cloth / Hats
Gloves
Work Boots
Spare Shoes
Clothing, 7-10 Days
Extra Socks, 12+
Rain Gear
Bandannas
Daypack
Light Reading Material
Camera & Film
Spare Batteries
Matches or Lighter
Paper Towels
Sewing Kit
Fan
Extension Cord
Large Garbage Bags / Alarm Clock
Battery Radio
Flashlight
Pocket Knife
Coleman Stove & Fuel
Bowl, Cup, Spoon
Water Filter/Purification
Wet Wipes
Hand Sanitizer
Chapstick/Lip Balm
Toilet Paper
Tooth Brush/Paste
Maps
Pen/Pencil
Notepaper
Watch
Calculator
Business Cards

Other items considered good to have on hand.

GPS & Laptop with Map Software
Shovels
Hand Tools / Manhole Hooks
Chainsaws
FRWA Field Equipment & Supplies

HURRICANE WARNING PREPARATIONS (continued)

STAGING AREA SELECTION. A Staging Area are may be selected at this time which will be within the strike zone and adequate to accommodate an effective response effort, under the direction of Gary Williams. The spearhead unit may be pre-staged before the storm strikes to a location/utility outside of expected strike zone, and then moved to the Staging Area within the strike zone.

The Staging Area will likely be a larger Water Utility who has facilities and equipment (generator unloading capabilities such as crane or ramp w/equipment) to accommodate the pre-staging response in addition to accommodating staff, toilets, and shower facilities. The FRWA and FlaWARN equipment, generators, pumps, fuel tanks, VFD’s, etc will be loaded and delivered to this staging area with FRWA semi-trailer and utility transport equipment. It may take multiple trips and utility partners to transport all emergency response equipment. FRWA CDL licensed drivers may be called upon or helping in loading, securing, and transporting of equipment with FRWA leased semi trucks and trailer.

PRE-DEPLOYMENT LOADING. At the same time, the FRWA larger travel trailer will be loaded with the smaller generators, PTO units, and as many VFD’s that will fit into trailer to be taken to emergency response area. A FRWA employee will likely drive the FRWA Pick-up towing the travel trailer with equipment to the staging area. Another FRWA employee may be taking the FRWA Excursion and enclosed trailer with additional equipment to impacted area.

FLAWARN/FDEP/ESF-10 COORDINATION & COMMUNICATIONS

In all cases, Gary Williams (Executive Director) has the primary responsibility for coordination and communications with FLAWARN/FDEP/ESF-10. He may delegate these duties from time-to-time.

PRE-HURRICANE/PRE-DEPLOYMENT EQUIPMENT READINESS (see Appendix B).

Gary Williams, Ben Lewis, Scott Phillips, Mike Chase, Jason Southerland, Fred Handy, and Sterling Carroll have the primary responsibility for Pre-Hurricane/Pre-Deployment Equipment Readiness. Also assigned will be CDL Drivers mobilized by Gary Williams, which may include staff listed on page 2.

Pre-Deployment Equipment Readiness efforts will be to make sure all equipment is ready to load, transport, and operate:

  • Inventory list all equipment to be sent
  • Readiness condition/service (fuel, belts, water, oil, etc.) see Appendix B for checklists
  • Supplies/materials needed to transport the equipment
  • Vehicles and trailers for transportation
  • Prepare bills of lading, operation instructions, and usage agreements for equipment

THE FRWA SPEARHEAD UNIT CONCEPT

FRWA operates under the Spearhead Concept where we are the leading element, driving force, and recovery thrust, working with FlaWARN utilities, to deploy and pre-deploy personnel and equipment for restoring drinking water and wastewater services essential to protect public safety and health as a result of a hurricane or emergency situation.