CoWARN Boot Camp II Workshop Monday, April 23, 2012 Webinar

1. CoWARN Boot Camp II Workshop Monday, April 23, 2012 Webinar National Incident Management System (Adapted from FEMA IS-700)

2. Workshop Logistics • Audio: Please using the muting function • Presentation via Live Meeting • Other Tools Needed: • www.cowarn.org • AWWA Resource Typing Manual • CoWARN Operational Plan (page 27) • Questions: Use chat function or Q& A during presentation-they will be forwarded • For technical assistance during session: • Phone: (303) 912-3358 Write this down…

3. It’s a Bit Freaky…

4. Workshop Purpose • Purpose: To build confidence among Colorado’s water and wastewater systems in their emergency response capabilities by practicing how to participate in an organized response network. As a result of attending, you will: • Understand the general set of procedures for participating in an emergency response effort • Be able to access and use key functions of the new CoWARN website • Identify your utility's state of readiness to respond to a requesting utility during an emergency

5. Agenda • Workshop Logistics (5 min.) • Welcome & Background (5 min.) • Website (1/2 hour) • Operational Plan (1/2 hour) • Virtual Exercise (1 hour) • Log in to cowarn.org; Minimize Live Meeting; Disconnect Audio • Q & A (20 min.) • Maximize Live Meeting; Re-connect Audio

6. Welcome & Background • New Operational Plan! • New Bylaws! • New Website!

7. CoWARN Steering Committee Members • Karen, Shanley, Eagle River WSD • Jay Allen, Metro W/W RD • Jan Cranor, Denver Water • David Dani, CDPHE • Lisa Barbato, Co. Springs Utilities • Mark Hartman, City of Lafayette • Rich Hayes, Co. Rural Water Assoc. • Bill Hogrewe, RCAC • Bobby Oligo, Aurora Water • Lois Rellergert, City of Ft. Collins

8. By: David Dani, CDPHE The website

9. The CoWARN Website: Key Topics Website Purpose and Features Posting an Emergency Offering Assistance Communicating During an Emergency Closing an Emergency

10. Learning Objectives • Articulate the key functions of the website; access the member site; how to find resources; download members list for offline emergency response • Post a new emergency • Provide resources to a requesting utility • Use conversation forum to communicate during an emergency • Close an emergency and complete lessons learned

11. By: Melanie Fahrenbruch, MJF Consulting, LLC The Operational plan

12. The CoWARN Operational Plan: Key Topics CoWARN OPERATIONAL PLAN Overview-The “What” and the “Why” Concept of Operations CoWARN Activation Responding Team Role CoWARN IC Member Leaders Role Documentation Requirements

13. Learning Objectives • Understand the general set of procedures for participating in an emergency response effort • Describe the roles and responsibilities of all CoWARN participants • Describe to his/her utility team, when and why to activate an event via the website • Describe a general set of procedures for mobilization of his/her utility resources in response to a request • Locate section of Operational Plan where terminology is defined

14. Overview-The MAA Colorado's Water/Wastewater Agency Response Network (CoWARN) Mutual Aid and Assistance Agreement This Agreement is made and entered into by public and private Water and Wastewater Utilities that have, by executing this Agreement, manifested their intent to participate in Colorado's Water/Wastewater Agency Response Network (CoWARN). This Agreement is authorized under Sections 24-32-2113 and 24-110-101, et seq., of the Colorado Revised Statutes. ARTICLE I. PURPOSE Recognizing that emergencies may require assistance in the form of personnel, equipment, and supplies from outside the area of impact, the signatory utilities established CoWARN. Through CoWARN, Members coordinate response activities and share resources during emergencies. This Agreement sets forth the procedures and standards for the administration of CoWARN.

15. Overview--Why? • Outlines processes, procedures & inter-relationships

16. Overview-What? • Describes pre-emergency responsibilities • Describes training, exercises, and procedures to update the CoWARN Operational Plan • Provides a general set of procedures for coordinating with response partners • Provides a general set of procedures for activating the MAA

17. Overview-What? (cont.) • Provides a general set of procedures for mobilization of Member resources • Provides a general set of procedures for internal CoWARN response coordination • Provides forms for CoWARN standard reporting formats • Describes communication tools for Members

18. Concept of Operations State Government: • All emergencies are assumed to be local; however, there are times when the state government has skills and services that are beneficial to the response. The State Government manages and coordinates state resources in response to the needs of the identified emergency.

19. Concept of Operations Federal Government: • Once an emergency exceeds the capacity of the local and state resources, the governor may declare a national emergency. At that time, federal assistance may be requested.

20. CoWARN Activation Who Activates the MAA? • In the event of an Emergency, a Member’s Authorized Official may request mutual aid and assistance from participating Members. Requests for assistance can be made orally, in writing or through the website and shall be directed to the Authorized Officials of the participating Members. • Requesting Member Responding Member

21. CoWARN Activation What is Activated? • The MAA provides the terms of reimbursement to the Responding Member and a release of liability for services provided. It does not determine the response times, amenities provided to the Responding Member, or any other operations-specific needs • http://www.cowarn.org/mutualAid.aspx

22. CoWARN Activation Notification and Request for Assistance • Notification occurs when an Authorized Official of a Requesting Member notifies an Authorized Official of a Responding Member that they need resources. Initial communication occurs via a phone call, the website, or other method. • Verbal notifications between Requesting and Responding Members will be confirmed via the website or written communication (fax or e-mail) using Attachment B: WARN Emergency Notification Form.

23. Response Considerations • Requesting Member • CoWARN Responding Members • CoWARN Responding Member Leader • CoWARN Incident Command (IC) Member Leaders/Group

24. Requesting Member • Use the Attachment M: AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual to determine how to type the resources requested and which Members can potentially meet that need. • Initiate the mutual aid/assistance request process orally, in writing, or through CoWARN website activation. Note: Oral conversations should be followed up in writing. • Attachment B: WARN Emergency Notification Form may be used for these purposes.

25. Requesting Member The Requesting Member provides the participating Members with the following information: • A general description of the damage sustained • The part of the water/wastewater system for which assistance is needed • The amount and type of personnel, equipment, materials, and supplies needed and a reasonable estimate of the length of time they will be needed

26. Requesting Member • The present weather conditions and forecast for the next 24 hours • A specific time and place for a representative of the Requesting Member to meet the personnel and equipment of the Responding Member(s) • The identification of work conditions and special constraints, such as availability of fuel supplies, lodging/meal support, medical facilities, security, communications, etc.

27. Requesting Member • Accept offered aid orally, in writing, or through the tools on the CoWARN website. Note: Oral conversations should be followed up in writing. • Attachment C: WARN Request and Authorization Form may be used for these purposes. • Assign a Mutual Aid Coordinator to address care, feeding, and other support for incoming mutual aid personnel. • Attachment E: Mutual Aid/Assistance Coordinator Checklist for a list of what to consider in determining your capability to manage the mutual aid/assistance.

28. Requesting Member • Notify local emergency management coordinating partners, all law enforcement agencies that are coordinating check points, and the Operational Area of the incoming mutual aid. • Identify a Staging Area and assign a Staging Area Manager for incoming mutual aid. • Attachment F: Staging Area Manager Checklist. • Identify work assignments for the incoming mutual aid. • Consider how to integrate incoming mutual aid resources with existing workforce.

29. Requesting Member • Develop a demobilization plan that includes protocols on how and when mutual aid resources will be released.

30. Responding Member Considerations • In general, the Responding Member is responsible to • Attachment H: Responding Member Checklist for more detail) complete the following tasks:

31. Responding Member Considerations • Contact the Requesting Member orally, in writing, or through the CoWARN website to notify them of available resources, based on the resources described in: • Attachment M: AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual.

32. Responding Member Considerations • If mutual aid/assistance is requested, review and determine whether request can be met. • If appropriate, estimate the cost of response utilizing: • Attachment D: Cost Estimator Worksheet.These costs will then be indicated and relayed to the Requesting Member orally, in writing, or through the website for consideration. • Attachment C: WARN Request and Authorization Form may be used for these purposes.

33. Responding Member Considerations • Identify supervisors and staff to respond to the Requesting Member • Develop a Communications Plan. • Inform Requesting Member of the Responding Member’s deployment and estimated time of arrival. • Conduct a deployment briefing with all staff involved in the response.

34. Responding Member Leader • During an incident that affects multiple counties, coordination at a regional and/or state level may be necessary. When more than one CoWARN Responding Member arrives at a reporting site, a CoWARN Responding Member leader is selected to communicate with the appropriate authorities.

35. CoWARN IC Member Leaders Group • The CoWARN IC Member leaders are responsible for the overall management of the CoWARN response. • Provide a point of contact and liaison for utility-related matters during an emergency

36. CoWARN IC Member Leaders Group • Collect information regarding: • Extent and type of customer and infrastructure damages • General geographic location(s) of outages • Expected duration of outages • Number of customers affected • Resources and information requirements of the affected Members

37. CoWARN IC Member Leaders Group • Assist in locating emergency equipment, personnel, or material necessary for service restoration • Advise Member utilities of restoration assistance and resources available

38. CoWARN IC Member Leaders Roles & Responsibilities • The CoWARN IC Member leaders assist as part of a Multi-Agency Coordination System (MACS). At the county or state level the CoWARN IC Member leaders may become part of an Area Command. • The CoWARN IC Member leaders may coordinate various activities. The type of incident and extent of damage may determine exactly which activities are needed. As the incident expands each CoWARN IC Member leader may be assigned to focus on just one activity.

39. By: Sandy Smith, Gwinnett County (GA) Virtual exercise

40. The Virtual Exercise: Key Topics Colorado's Water/Wastewater Agency Response Network (CoWARN) Mutual Aid and Assistance Agreement This Agreement is made and entered into by public and private Water and Wastewater Utilities that have, by executing this Agreement, manifested their intent to participate in Colorado's Water/Wastewater Agency Response Network (CoWARN). This Agreement is authorized under Sections 24-32-2113 and 24-110-101, et seq., of the Colorado Revised Statutes. ARTICLE I. PURPOSE Recognizing that emergencies may require assistance in the form of personnel, equipment, and supplies from outside the area of impact, the signatory utilities established CoWARN. Through CoWARN, Members coordinate response activities and share resources during emergencies. This Agreement sets forth the procedures and standards for the administration of CoWARN. Utility Alert/Notification Event Initiation Providing Resources Utility Emergency Response Documentation Requirements

41. Learning Objectives • Identify the utility's state of readiness, ICS Strike Team / Task Force capabilities • Practice procedures for identifying, mission acceptance & providing / mobilization his/her utility resources • Identify potential gaps in coordination, integration, and interaction of his/her organization’s policies, procedures, roles, and responsibilities when responding

42. The Scenario: New Hope, CO

43. Let’s Get Started • Break (15 minutes) –Come back at 2:45 • Login to www.cowarn.org; watch for instructions • Disconnect audio; Minimize Live Meeting • You can watch your email for an announcement, but it is not necessary • Remember to refresh your screen during the exercise to see new posts; Also, keep conversations within the same posting • Please call the following number if you have any issues during the exercise: (303) 912-3358 • After the exercise, you will see a message inside website to: log back in to the audio (use audio and Live Meeting)

44. Questions • What are some of your first impressions of the new website? • Did you experience any frustrations with only having the website available (no audio)? • Did you have any issues with using the website for the first time? Did you notice any “bugs? • What did New Hope do well? • What could New Hope have done better? • What did responding members do well? • What could responding members do better in a real emergency?

45. Post-Exercise Instructions • Lessons Learned Forum (online) • Now • Other Comments Due 4/30/12 • Exercise Debriefing Guide (utility groups) • After Action Report distributed by mid-May

46. Training Units (TU’s) • Please complete the online evaluation (will be emailed after workshop) • The TU approval code will be listed at the end of the evaluation • Return TU form to Melanie by April 30, 2012

47. Thank You! • Melanie Fahrenbruch, MJF Consulting, LLC • mel@mjfconsult.com • (303) 912-3358 • Sandy Smith • wo14thbn@gmail.com • (678) 878-6133 • David Dani, CDPHE • David.Dani@dphe.state.co.us • (303) 692-3605