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Association of Contingency Planners New York Capital Region Chapter

Association of Contingency Planners New York Capital Region Chapter. Can You Hear Me Now? Community Tabletop Exercise April 14, 2010 Dr. Thomas D. Phelan Strategic Teaching Associates, Inc. www.drtomphelan.com. Today’s Sponsors. Pulling Together to Do Good. Partnership.

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Association of Contingency Planners New York Capital Region Chapter

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  1. Association of Contingency PlannersNew York Capital Region Chapter Can You Hear Me Now? Community Tabletop Exercise April 14, 2010 Dr. Thomas D. Phelan Strategic Teaching Associates, Inc. www.drtomphelan.com

  2. Today’s Sponsors

  3. Pulling Together to Do Good

  4. Partnership • “To successfully mitigate against disaster will require the combined talents and concerted efforts of all levels of government, academia, professional and voluntary organizations, the corporate sector, and all Americans.” • President Bill Clinton, December 6, 1995

  5. 9/11 Commission ReportOn Private Sector Involvement • Public/Private Partnerships Recommended • “…the private sector controls 85 percent of the critical infrastructure in the nation.” • “Homeland security and national preparedness therefore often begins with the private sector.” • To obtain a complete copy of the report see… • www.9-11commission.gov (download) • www.wwnorton.com (paperback book)

  6. Working Groups • Recommended: • Banking • Government • Education • Health Care • Media/Telecommunications • Form Actual Groups at Tables

  7. Agenda • 8:40 - Warning • 8:45 – Discussion • 8:55 – Reports (90 seconds each) • 9:05 – Notification & Response • 9:10 – Discussion • 9:25 – Reports • 9:40 – The Aftermath • 9:45 – Discussion • 10:00 – Reports • 10:10 – Break • 10:25 – Recovery & Restoration • 10:30 – Discussion • 10:40 – Reports • 10:50 - Debrief & Lessons Learned • 11:15 - Evaluation • 11:30 - Adjournment

  8. A Few Ground Rules… • There is no “school” solution. Varying viewpoints, even disagreements, are expected. This is intended to be a safe, open, stress-free environment. • Participants should limit their messages to other participants in the exercise. There should be no messages sent to anyone outside the room. If required, they should be simulated. • Respond based on your knowledge of current plans and capabilities (i.e., you may not use nonexistent assets). • You should be aware of your organization’s practices and policies. Make your best decision based on the circumstances presented. • Decisions are not precedent setting and may not reflect your organization’s final position on a given issue. This is an opportunity to discuss and present multiple options and possible solutions. • Assume cooperation and support from other responders and agencies. • The situation updates, written material, and resources serve as the basis for discussion. There are to be no situational injects.

  9. Assumptions & Artificialities • In any exercise, a number of assumptions and artificialities may be necessary to complete exercise activities in the time allotted. During this exercise, the following apply: • The scenario is plausible, and events occur as they are presented. • There are no “hidden agendas” or trick questions. • All Participants receive information at the same time. • Assume that local, state and federal responders are initiating their plans, procedures, and protocols while you are concentrating on your response.

  10. Purpose and Scope Purpose: • The purpose of this exercise is to provide participants with an opportunity to practice current response concepts, plans, and capabilities for response to a natural hazard incident in the Capital District. The exercise will focus on risk communication pertaining to key business concerns, coordination with emergency response agencies, critical decisions, and the integration of agencies and assets necessary to save lives and protect property, the environment, and employee and customer health following a major natural hazard incident. Scope: • This exercise will focus on the private sector response to the potential consequences affecting business processes. Communication, process and decision making are more important than minor details. Emphasis is on risk communication, coordination, integration of capabilities, problem identification, and resolution.

  11. How the Exercise is Conducted + Situation Update Check Your Plan + Caucus/Discussion 90- Second Report

  12. Crisis Communication • With what audiences will you communicate? • Who will speak for your organization? • How will you handle matters of… • Trust • Information • Ethics • Economics • Responsibility • Legal • Process • Fairness • Customer Retention

  13. Who are your stakeholders? • Emergency Response Personnel • Government Officials and Regulators • Employees • Union Officials • The Media • Contractors • Customers • Suppliers/Vendors • Students/Parents

  14. Who are Your Partners? • Business • Education • Social Services • Volunteer Organizations • Local, State, Federal Government • Health Care • Fire, Law Enforcement, EMS • Faith-based Organizations • Family

  15. Message Map Template

  16. The Exercise Starts Now

  17. Warning • April 13, 2010: The National Weather Service is predicting possible high winds for the Capital District for Tuesday evening and Wednesday. Winds could reach 60- 80 mph.

  18. Warning • April 13, 2010: Warnings are issued by SEMO, Verizon and National Grid that winds with the capability of disrupting Capital District businesses dependent solely on telecom and internet services.

  19. Warning • April 13, 2010: The previous major wind storms in Upstate New York have taken power down for as long as 9 days. • National Grid and Verizon are in high alert with crews on standby at major locations. • New York State Police and DOT have increased staff.

  20. The Problem • Severe storm warnings have been posted for the Capital District for high winds Tuesday and Wednesday. • Wind damage is expected in localities including Saratoga, Schenectady, Albany and Rensselaer Counties. • Consider what actions you would take based on the available information.

  21. Discuss & Report • Take a few minutes in your groups to discuss the steps you would take at this point. • Appoint a reporter who can summarize to the entire group what actions you would take. • Each reporter will have 90 seconds to report.

  22. Module 2Notification & Response

  23. CalloutRapid Notification • Are you able to rapidly notify your team? • Can you prepare a 9-word message? • Report to Holiday Inn, 205 Wolf Road at 10:15 a.m. • Callout courtesy of

  24. Wednesday Morning • April 14, 2010: High winds overnight knocked out power to approximately 250,000 National Grid customers with damage from Fulton County east to Massachusetts.

  25. Telephones and Internet Down • Businesses throughout the Capital District have suddenly lost telephone service and Internet connectivity. • Information is difficult to obtain about why.

  26. Destruction is Widespread

  27. Roads are ImpassableBuildings Damaged

  28. Employees are Affected

  29. Albany Suffered Severe Damage

  30. Midtown Albany Crippled!

  31. Power Outage in Downtown Albany

  32. Downtown Albany • April 14, 2010: At 0830 hours EDT, the Sheriff’s Department, Albany County, New York reported a serious damage to power and phone systems. National Grid, Verizon, City Fire, Police, and EMS are responding.

  33. NYS Capital Offices Impacted

  34. Media Relations • April 14: 1030 hours EDT Elaine Houston and Phil Bayly, TV news reporters from WNYT-TV13, have reported on the storm and power outage with a live interview of the Mayor of Albany. An interview with a National Grid expert will be aired as part of the noon broadcast.

  35. Casualties Reported

  36. The Problem • It is the first half hour of response. • Telephones and Internet are down. • Based on the preceding representative events, consider what actions and decisions you would be making during this period. • Compose 3 messages, each only 9 words to communicate to your stakeholders.

  37. Discuss & Report • Take a few minutes in your groups to discuss the steps you would take at this point. Prepare your 3 messages, 9 words each. • Appoint a reporter who can summarize to the entire group what actions you would take. • Each reporter will have 90 seconds to report.

  38. Module 3

  39. The Aftermath

  40. Cleanup Could Take Weeks

  41. Media Coverage

  42. National News Reports Wind storm cripples New York’s capital city.

  43. Widespread Outages • TV news is reporting that circuits are down as far south as White Plains. • Third party telcos are down. • There is no estimated time of recovery.

  44. Just a reminder… • Albany is the state capital!

  45. Discuss & Report • Take a few minutes in your groups to discuss the steps you would take at this point. • Appoint a reporter who can summarize to the entire group what actions you would take. • Each reporter will have 90 seconds to report.

  46. Module 4Recovery & Restoration

  47. Discuss & Report • Take a few minutes in your groups to discuss the steps you would take at this point. • Create 3 new 9-word messages. • Appoint a reporter who can summarize to the entire group what actions you would take. • Each reporter will have 90 seconds to report.

  48. Crisis Communication • With what audiences will you communicate? • Who will speak for your organization? • How will you handle matters of… • Trust • Information • Ethics • Economics • Responsibility • Legal • Process • Fairness • Customer Retention

  49. Who are your stakeholders? • Emergency Response Personnel • Government Officials and Regulators • Employees • Union Officials • The Media • Contractors • Customers • Suppliers/Vendors • Students/Parents

  50. Message Map Template

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