Illinois Water/Wastewater Agency Response Network (ILWARN) Mutual Aid/Assistance Operational Plan

Transcription

1 Illinis Water/Wastewater Agency Respnse Netwrk (ILWARN) Mutual Aid/Assistance Operatinal Plan March 9, 2009

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3 ILWARN Mutual Aid/Assistance Operatinal Plan Versin Cntrl # 1.0 Date: March 9, 2009 Prepared by: ILWARN Cmmittee Draft fr Official Use Only D Nt Cite, Circulate, r Cpy

4 Recrd f Changes Frm Changes t this dcument are expected due t lessns learned, changes in prtcls, and/r mdificatin t the ILWARN Agreement. Designated authrs fllw these prcedures when making updates/changes t this Operatinal Plan: 1. Recrd updates/changes n the lg belw. (Add new pages as needed.) 2. The ILWARN Steering Cmmittee apprves updates t this Operatinal Plan and electrnically advises all Member utilities and Assciate Members when apprved updates have been made and are available n the ILWARN Web Site at www. ILWARN.rg. 3. Member utilities replace ld pages with current pages and destry utdated material. Change Number 1 Date f Apprval Sectin #, Header and Page # Brief Descriptin f Change Apprved by Draft fr Official Use Only D Nt Cite, Circulate, r Cpy i

5 Table f Cntents List f Tables and Figures... iii List f Acrnyms... iv List f Definitins frm the Mutual Aid/Assistance Agreement... v Intrductin... 1 What is the Purpse f a ILWARN Mutual Aid/Assistance Operatinal Plan?... 2 Hw is the ILWARN Operatinal Plan Organized?... 3 Assumptins... 3 SECTION 1: Nn-Emergency Respnsibilities... 5 SECTION 2: Cncept f Emergency Operatins ILWARN Relatin t Lcal and State Respnse Respnse Cnsideratins by Rle SECTION 3: ILWARN Activatin Emergencies with ILWARN Requesting Utility Authrized Representative Ntificatin Mutual Aid/Assistance Crdinatr Staging Area Manager Respnding Utility Authrized Representative SECTION 4: ILWARN Member Utility Mbilizatin Respnse Dembilizatin Pre-Deplyment Activities Deplyment f Respnding Utility Daily Activity Briefing Dembilizatin Crdinate Reimbursement Infrmatin SECTION 5: ILWARN Crdinatin Respnse Team Member Rles and Respnsibilities Team Member Respnse Manage Damage Assessment Data Receive, Track, and Mnitr Requests Crdinate Resurce Orders Crdinate Staging Area Infrmatin SECTION 6: ILWARN Dcumentatin SECTION 7: ILWARN Cmmunicatin Tls SECTION 8: After Actin Reprt and Imprvement Plan SECTION 9: Training, Exercises, and Updates Training Exercises Updates t the ILWARN Operatinal Plan SECTION 10: Attachments Attachment A: Requesting Utility Authrized Representative Checklist Attachment B: ILWARN Emergency Ntificatin Attachment C: Mutual Aid/Assistance Checklist Attachment D: Respnding Utility Authrized Representative Checklist Attachment E: Mutual Assistance Cst Estimate Develpment Spreadsheet Attachment F: Staging Area Manager Checklist Attachment G: Incident Briefing Attachment H: Incident Objectives Attachment I: ILWARN Respnse Team Member Checklist Attachment J: ILWARN Request Summary Sheet Attachment K: Activity Lg Attachment L: Resurce Matching Frm Attachment M: State Emergency Operatins Center/ILWARN Respnse Crdinatin Site Attachment N: AWWA Resurce Typing Manual Draft fr Official Use Only D Nt Cite, Circulate, r Cpy ii

6 List f Tables and Figures Table 1. Operatinal Plan: Cntent and Purpse by Sectin 3 Figure 1: Member utilities fllw the ILWARN Operatinal Plan t activate the ILWARN Agreement 1 Figure 2: Elements f the ILWARN Organizatinal Structure 5 Figure 3 Utility Field Respnse 13 Figure 4 Utility IC Reprting t Utility Management 13 Figure 5 Utility Agency Representative Reprting t IC and Independent Utility Management 13 Figure 6 Utility Agency Representative Reprting as Part f City/Cunty Gvernment 14 Figure 7 Link With Lcal Gvernment 14 Figure 8 City/Cunty Authrizatin 14 Figure 9: Utility Activatin f ILWARN: Mutual Aid/Assistance Prcess Flw Diagram 17 Draft fr Official Use Only D Nt Cite, Circulate, r Cpy iii

7 List f Acrnyms AWWA = American Water Wrks Assciatin DOC = Department Operatins Center EMAC = Emergency Management Assistance Cmpact EOC = Emergency Operatins Center ERP = Emergency Respnse Plan ESF = Emergency Supprt Functin FEMA = Federal Emergency Management Agency HSEEP = Hmeland Security Exercise and Evaluatin Prgram HSPD = Hmeland Security Presidential Directive IAP = Incident Actin Plan IC = Incident Cmmander ICS = Incident Cmmand System IEMA = Illinis Emergency Management Agency IEPA = Illinis Envirnmental Prtectin Agency IEPA-BOW = Illinis Envirnmental Prtectin Agency Bureau f Water ISAWWA = Illinis Sectin AWWA ILWARN = Illinis Water/Wastewater Agency Respnse NetwrkMAAOP = Mutual Aid/Assistance Operatinal Plan NIMS = Natinal Incident Management System NRF = Natinal Respnse Framewrk PA Prgram = Public Assistance Prgram U.S. DHS = U.S. Department f Hmeland Security U.S. EPA = U.S. Envirnmental Prtectin Agency USACE = U.S. Army Crps f Engineers Draft fr Official Use Only D Nt Cite, Circulate, r Cpy iv

8 List f Definitins frm the Mutual Aid/Assistance Agreement A. Activatin Occurs when ne Member utility calls anther Member utility t discuss the exchange f resurces, r ne Member enters a request fr assistance n the ILWARN site r via the 888-ILWARN1 call system. B. Assciate Members Any nn-utility participant, apprved by the ILWARN Steering Cmmittee, that prvides a supprt rle fr the ILWARN prgram, fr example; Illinis Envirnmental Prtectin Agency, Illinis Emergency Management Agency, Illinis Department f Public Health, r assciatins, that d nt sign the ILWARN Agreement. C. Authrized Official An emplyee r fficer f a Member utility that is authrized t: a. Request assistance; b. Offer assistance; c. Refuse t ffer assistance r d. Withdraw assistance under this Agreement. D. Cnfidential Infrmatin - Any dcument shared with any signatry f this Agreement that is marked cnfidential, including but nt limited t any map, reprt, ntes, papers, pinin, r which relates t the system vulnerabilities f a Member. E. Emergency A natural r human caused event r circumstance causing, r imminently threatening t cause, lss f life, injury t persn r prperty, human suffering r financial lss, and includes, but is nt limited t, fire, explsin, fld, severe weather, drught, earthquake, vlcanic activity, spills r releases f il r hazardus material, cntaminatin, utility r transprtatin emergencies, disease, blight, infestatin, civil disturbance, rit, intentinal acts, sabtage and war that is, r culd reasnably be beynd the capability f the services, persnnel, equipment, and facilities f an ILWARN Member t fully manage and mitigate internally. F. Incident A generic descriptin fr a planned event, a small emergency r a majr disaster. G. Member Any public r private Water r Wastewater Utility that manifests its intent t participate in the Mutual Aid and Assistance Prgram by executing the Agreement. a) Requesting Member A Member wh requests aid r assistance under the Illinis Water and Wastewater Agency Respnse Netwrk (ILWARN). b) Respnding Member A Member that respnds t a request fr aid r assistance under the Illinis Water and Wastewater Agency Respnse Netwrk (ILWARN). c) Nn-Respnding Member - A Member r Assciate Member that des nt prvide aid r assistance during a Perid f Assistance under the Illinis Water and Wastewater Agency Respnse Netwrk (ILWARN). H. Mutual Aid Mutual aid is the sending and receiving f persnnel, equipment, and resurces withut the expectatin f reimbursement. Als see Mutual Assistance. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy v

9 I. Mutual Assistance While peratinally cnsistent with mutual aid, mutual assistance is the prvisin f persnnel, equipment and resurces with the understanding that reimbursement is expected as described in this ILWARN Mutual Aid Agreement. Als see Mutual Aid. J. Natinal Incident Management System (NIMS): A natinal, standardized apprach t incident management and respnse that sets unifrm prcesses and prcedures fr emergency respnse peratins. K. Perid f Assistance A specified perid f time when a Respnding Member assists a Requesting Member. The perid cmmences when persnnel, equipment, materials, services, r supplies depart frm Respnding Member s facility and ends when the resurces return t their facility (prtal t prtal). All prtectins identified in the Agreement apply during this perid. The specified Perid f Assistance may ccur during respnse t r recvery frm an emergency, as previusly defined. L. Steering Cmmittee Statewide cmmittee that shall plan and crdinate emergency planning and respnse activities fr the Illinis Water and Wastewater Agency Respnse Netwrk (ILWARN). Draft fr Official Use Only D Nt Cite, Circulate, r Cpy vi

10 Intrductin The Operatinal Plan is laid ut in three sectins: pre-emergency, emergency respnse, and pstemergency. The pre-emergency infrmatin prvides educatinal infrmatin t help less invlved Members understand the prcess f ILWARN. The emergency respnse materials include actinriented hw-t materials, supprted by the checklists in the appendices. The pst-emergency materials are prvided t help imprve the Operatinal Plan ver time. Mutual aid and assistance agreements such as Illinis Water/Wastewater Agency Respnse Netwrk (ILWARN) help lcal jurisdictins better handle an incident that requires resurces beynd the capability f lcal utility resurces. The ILWARN Agreement identifies the administratin f the prgram, describes hw t access mutual aid/assistance, specifies hw t reimburse fr the use f resurces, and authrizes the creatin f an ILWARN Mutual Aid/Assistance Operatinal Plan. While the ILWARN Agreement is the legal instrument authrizing the exchange f resurces, the ILWARN Mutual Aid/Assistance Operatinal Plan describes hw t implement the Agreement. The ILWARN Mutual Aid/Assistance Operatinal Plan is the peratinal extensin f the agreement and utlines the prcedures that need t be in place t make the ILWARN Agreement wrk. In ther wrds, the Operatinal Plan prvides the game plan fr hw t implement the ILWARN Agreement. The American Water Wrks Assciatin (AWWA) Resurce Typing Manual identifies the type f players wh execute the plays and prvides details n 24 types f water sectr resurce teams and supprting guidance 1. All three f these dcuments inter-relate and supprt the missin t address lcal emergencies. As a result, ther jb aids may be develped t help direct the implementatin f the Operatinal Plan. Figure 1 shws hw Member utilities activate the Agreement by fllwing the Operatinal Plan and illustrates that Resurce Typing is integral t requesting Mutual Aid/Assistance. Exercising the Operatinal Plan, Resurce Typing, and ther jb aids ensures the functinality f the ILWARN system. Figure 1: Member utilities fllw the ILWARN Operatinal Plan t activate the ILWARN Agreement 1 The AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual has been adpted by the Natinal Incident Management System Integratin Center t prvide guidance t water and wastewater utilities when they request and prvide mutual aid/assistance resurces during and after an emergency. Resurce typing is the categrizatin and descriptin f respnse resurces that are cmmnly exchanged in disasters thrugh mutual aid/assistance agreements. Fr mre infrmatin n resurce typing, visit The Resurce Typing Manual is available at and ILWARN.rg Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 1

11 The ILWARN Operatinal Plan als describes hw mutual aid/assistance fr the water sectr may evlve. The ILWARN Steering Cmmittee may include utility Members and assciate (nn-utility) Members. IEPA and IEMA, water and wastewater sectr assciatins, and lcal utilities may be included in the Steering Cmmittee. The ILWARN Steering Cmmittee is respnsible t share with and educate utility and assciate Members hw t use the current r updated Operatinal Plan. It is the utility and assciate Member s respnsibility t integrate this Operatinal Plan int their respective emergency respnse r emergency peratins plans. Descriptins f this Operatinal Plan and current and recmmended training d nt replace ther regulated trainings, such as that required fr hazardus materials respnse. What is the Purpse f an ILWARN Mutual Aid/Assistance Operatinal Plan? The ILWARN Mutual Aid/Assistance Operatinal Plan is designed t be an instructinal guide describing the use f the ILWARN Agreement and the crdinatin f resurce flw. It is nt designed t be a cmmand and cntrl element utside f the emergency management system, rather a crdinatin tl within the emergency management system and specialized water sectr resurces. The ILWARN Operatinal Plan facilitates the integratin f Member utilities befre, during, and after an incident, including addressing thse actins that ccur prir t a frmal emergency declaratin. The ILWARN Operatinal Plan describes hw t sustain peratins thrughut the emergency and int recvery. Specifically, the ILWARN Operatinal Plan: Describes nn-emergency respnsibilities Prvides a cncept f emergency peratins Prvides a general set f prcedures fr activatin f the ILWARN Prvides a general set f prcedures fr mbilizatin f ILWARN Member utilities Prvides a general set f prcedures fr ILWARN crdinatin Describes dcumentatin and frms fr the ILWARN standard reprting frmats Describes cmmunicatins tls fr ILWARN Member utilities Describes a general set f prcedures fr writing an after actin reprt and imprvement plan Describes training, exercises, and update prcedures fr the Operatinal Plan The ILWARN Operatinal Plan als addresses hw ILWARN will utilize ther available tls, such as the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 2

12 Hw is the ILWARN Operatinal Plan Organized? The ILWARN Operatinal Plan is divided int 9 sectins and supprting attachments. The cntent and use f each are summarized in Table 1. Ntably, Sectins 3, 4, 5, 6 and 7 (the shaded sectins belw) prvide instructins fr the ILWARN Member utilities during an emergency. Table 1. Operatinal Plan: Cntent and Purpse by Sectin Sectin Cntent Fr use by: When it is used: ILWARN Nn-Emergency Staff respnsible fr administrative and Nn-emergency 1. Respnsibilities and Structure preparedness activities Cncept f Operatins ILWARN Activatin Staff planning and establishing ILWARN peratins prir t an emergency Member utilities requesting assistance and Member utilities respnding t requests Nn-emergency During ILWARN activatin ILWARN Member Mbilizatin Member utilities respnding t requests During ILWARN activatin ILWARN Crdinatin ILWARN Dcumentatin ILWARN Cmmunicatin Tls After Actin Reprt and Imprvement Plan Training, Exercise, and Updates ILWARN Respnse Team Members helping t crdinate the ILWARN Member s respnse during an emergency Member utilities requesting assistance and Member utilities respnding t requests Member utilities requesting assistance and Member utilities respnding t requests Staff respnsible fr pst-incident activities Staff respnsible fr preparedness activities During ILWARN activatin During ILWARN activatin During ILWARN activatin Nn-emergency Nn-emergency Assumptins Several key assumptins frm the basis f this dcument and implementatin prcedures fr ILWARN activities: Emergency Respnse Plans are in place. While utility-specific Emergency Respnse Plans (ERPs) are nt within the scpe f this dcument, ILWARN encurages all utilities t develp r update an ERP. With the develpment f the Natinal Incident Management System (NIMS), ERP updates include hw the utility uses the Incident Cmmand System (ICS), hw the utility integrates with its lcal emergency management and respnse agencies, and hw the ERP addresses vulnerability assessments, if they are als cmpleted. Additinally, ERPs frm Member utilities can integrate expected ILWARN activities. Emplyees shuld be trained accrding t ERP, ICS, NIMS, ILWARN and AWWA Resurce Typing Manual. In rder t respnd t all emergencies, Member utilities prvide practical emplyee training regarding the utility ERP, ICS, and NIMS. Additinal training n hw t use mutual aid/assistance resurces ensures the ability t crdinate respnse with utside agencies. Sectin 9 f this dcument includes a list f recmmended NIMS and ICS training. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 3

13 Additinally, emplyees can be trained t knw hw t cnduct ILWARN activities and becme familiar with the AWWA Resurce Typing Manual. Utilities have signed a single, statewide mnibus ILWARN Agreement. The ILWARN Agreement establishes the fundatin f ILWARN and serves as the legal instrument authrizing the request fr mutual aid/assistance, prvides a mechanism fr reimbursement, identifies the legal prtectin and immunities fr emplyees and fr use f resurces, and establishes eligibility fr pssible federal reimbursement f expenditures assciated with mutual aid/assistance. ILWARN is crdinated with lcal and state authrities. Crdinated respnse and access t restricted areas relies n cmmunicatin between the ILWARN and the fllwing grups r rganizatins: Utilities Lcal emergency management agencies IEMA IEPA Lcal and State law enfrcement authrities The relatinship between ILWARN, state and lcal agencies, and utilities, is defined by the agreement and dcumented in the Operatinal Plan. Exercising ILWARN with the Member utilities and ther respnse agencies will help facilitate a successful respnse with ILWARN. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 4

14 SECTION 1: Nn-Emergency Respnsibilities ILWARN Member utilities plan and prepare fr a real incident prir t respnding. Likewise, the Steering Cmmittee relies n membership invlvement t help rganize the activities, plans, and resurces t ensure perability f ILWARN. The fllwing diagram identifies the relatinship f the steering cmmittee, its fficers, the Member utilities, subcmmittees and intrastate regins (nted by the dashed bxes). Steering Cmmittee Chair Vice Chair Assciate Members Steering Cmmittee Operatins Subcmmittee Membership Subcmmittee Members Agreement/ Electin/Ballt Subcmmittee Respnse Subcmmittee Regin 2 Regin 3 Regin 4 Regin 6 Regin 7 Regin 8 Regin 9 Regin 11 Figure 2: Elements f the ILWARN Organizatinal Structure Member Utility A Member utility may be any public r private water r wastewater utility that signs the ILWARN Agreement. ILWARN encurages Member utilities t participate in the annual meeting, trainings, and ther activities. Member utilities are eligible t participate in cmmittee activities t supprt ILWARN. Member utilities can participate in mre than ne cmmittee activity. The Member utility identifies an Authrized Representative and alternates t manage its participatin in ILWARN and respnse t pssible incidents. Member utilities vte n updates t the Agreement and ther tpics related t the peratins f the Agreement. Each Mutual Aid Signatry r designee(s) has ne vte. Member utilities within a Regin may als vte t elect Regin Chairs at such time that the Reginal structures shall be rganized. A utility that perates bth water and wastewater services has ne vte. Pre-emergency respnsibilities fr Member utilities include: Identify an Authrized Representative and alternates wh are respnsible fr: Requesting Assistance Offering Assistance Refusing Assistance Withdrawing Assistance Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 5

15 Prvide ILWARN with cntact infrmatin fr their Authrized Representative and alternates. Update the cntact and ther database infrmatin every six mnths r as changes ccur. Ensure emplyees are trained accrding t the current NIMS guidance and cmplete relevant training requirements as apprpriate. Identify prcedures fr hw r when the Authrized Representative may request r send mutual aid/assistance. Clarify reprting and crdinatin prcedures with the lcal emergency management fficials. Vlunteer t supprt the pre-emergency rganizatin f the ILWARN system, as available. Attend ILWARN trainings and general meetings. Review the ILWARN Operatinal Plan and incrprate apprpriate prtins int the utility emergency respnse plan. Develp prcedures t track csts fr persnnel, equipment, and ther resurces during an emergency. Steering Cmmittee The Steering Cmmittee members may be elected by ILWARN Member utilities. Under the leadership f the Steering Cmmittee Chair (referred t as the ILWARN Chair), the Steering Cmmittee is respnsible fr the fllwing actins: Organize and crdinate emergency planning and respnse activities fr ILWARN Encurage the active participatin f Member utilities Establish regular meeting schedules t maintain cntinuity Maintain cmmunicatin with Member utilities regarding updates, changes, r mdificatins t the ILWARN system Review, maintain and update the peratinal capability f the ILWARN Agreement Obtain and manage grants as available. Manage issues related t website management. Determine csts assciated with hsting wrkshps, training, etc. Set training and exercise schedule Represent the membership when engaged in meetings, discussins, and cnsultatins with ther assciatins, states, and lcal agencies regarding ILWARN The Steering Cmmittee cnsists f: Steering Cmmittee Chair Vice Chair Secretary Regin Chairs (as these regins becme rganized) Advisrs Subcmmittee Chairs (ptinal) Steering Cmmittee Chair The Steering Cmmittee Chair is elected by the members f the ILWARN Steering Cmmittee. The Regin Chairs are elected by the lcal Member utilities and the Sub-Cmmittee Chairs are appinted by the Steering Cmmittee Chair. The Steering Cmmittee Chair is respnsible t: Represent the ILWARN Member utilities in cmmunicatins t IEMA and IEPA in emergency planning matters Preside at all duly cnstituted meetings f the membership Act as the Executive f the Steering Cmmittee and an ex ffici member f all standing cmmittees Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 6

16 Vice Chair The Vice Chair is elected by the members f the ILWARN Steering Cmmittee. The Vice Chair perfrms duties as assigned by the Chair. During a temprary absence f the Steering Cmmittee Chair, the Vice Chair prvides directin t the ILWARN Steering Cmmittee. In case the ILWARN Steering Cmmittee Chair retires, resigns, r experiences a lng-term absence, the Vice Chair acts in place f the Chair until the ILWARN Steering Cmmittee elects a new Chair. Secretary The Chair appints the Secretary, wh is respnsible t recrd prceedings at all meetings f the Steering Cmmittee, and: Edit and publish any fficial administrative publicatins fr the Steering Cmmittee Receive and maintain a file f ntes and recrds fr the Steering Cmmittee and subcmmittees Send fficial messages apprved by the Chair t Member utilities either directly r thrugh the Regin Chairs (as they becme established) Perfrm ther administrative duties as assigned Regin Chairs ILWARN state regins align with IEMA regins. Member utilities within a regin nminate and elect a Regin Chair frm the same state regin wh are respnsible t: Represent Member utilities f the identified regin n the Steering Cmmittee Attend ILWARN Steering Cmmittee meetings Vte n matters pertaining t the peratin and management f ILWARN Crdinate reginal activity with the state and cunty emergency management agencies and ther agencies Assist with the preparatin f the annual meetings and trainings Assciate Members Assciate Members sit n the ILWARN Steering Cmmittee as advisrs. An Assciate Member is any nn-utility ILWARN participant that prvides a supprt rle t the ILWARN prgram n the Steering Cmmittee, but des nt sign the Agreement. Assciate Members may include the fllwing: Prfessinal water sectr assciatin representative(s) (ISAWWA, Illinis Rural Water Assciatin, Illinis Water Envirnment Assciatin, etc.). Illinis Envirnmental Prtectin Agency Illinis Dept. f Public Health Illinis Emergency Management Agency, U.S. Envirnmental Prtectin Agency Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 7

17 Assciate Members may attend ILWARN Steering Cmmittee meetings and participate in ILWARN activities. As advisrs, these Assciate Members d nt vte n ILWARN actins, but d prvide input. Typical Subcmmittees Subcmmittees include: Operatins (standing) Respnse (standing) Membership (ad-hc, as needed) Ballt (ad-hc, as needed) Additinal subcmmittees may be appinted t address such issues as Web cntent r training and exercises. ILWARN Member utilities and Assciate Members may participate in ne r mre subcmmittees. The Steering Cmmittee apprves the creatin f and membership in the subcmmittees. Operatins Subcmmittee T cmply with the ILWARN Agreement t develp peratinal and planning prcedures the ILWARN Steering Cmmittee will establish an Operatins Subcmmittee t review and update the Operatinal Plan t ensure ILWARN is ready t respnd. This standing subcmmittee fcuses n prcedures and materials designed t manage and imprve the peratins f ILWARN. The cmmittee is respnsible t: Maintain the ILWARN Mutual Aid/Assistance Operatinal Plan Identify a prcess fr hw the Steering Cmmittee will apprve and authrize the publicatin f the Operatinal Plan as well as its distributin. Maintain cntact with lcal, reginal, and state emergency management agencies, and IEPA representatives Prvide recmmendatins n hw t manage Member utility cntact data and resurce lists Lead regular Member utility training t maintain familiarity with the peratins f the Agreement Cnduct an after actin review f the ILWARN system peratins fllwing each emergency and make recmmendatins fr imprvement Respnse Subcmmittee All emergencies are lcal and require lcal capability t respnd. Fr mst emergencies mutual aid/assistance requests will be handled utility t utility. In larger events where extensive damage ccurs r where multiple utilities are affected and assistance is required t crdinate the number f requests, a ILWARN Respnse Subcmmittee als knwn as Respnse Team cnsisting f pre-trained Utility Members frm unaffected utilities may activate at the State r Cunty as called upn. An example may be if a majr earthquake struck suthern Illinis, trained Utility Members frm nrthern Illinis may staff the State Emergency Operatins Center, Unified Area Cmmand, r cunty Emergency Operatins Center, s the utilities affected by the earthquake may cntinue their respnse t the needs f their cnsumers. In general, trained members f this subcmmittee take what the Operatins Subcmmittee has prepared and ensure ILWARN crdinatin. The subcmmittee persnnel cmplete training n the fllwing dcuments and prgrams: ILWARN Mutual Aid/Assistance Operatinal Plan FEMA Emergency Management Institute Independent Study curses (recmmended series f NIMS and ICS training can be fund in Sectin 9) State peratinal activities Emergency Management Assistance Cmpact (EMAC) Natinal Respnse Framewrk (NRF) FEMA Public Assistance Prgram Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 8

18 This list f training may be useful and applicable t all ILWARN Members. Membership Subcmmittee ILWARN may decide t create a Membership Subcmmittee which wuld be respnsible fr: Develp and/r maintain marketing r infrmatinal materials fr utreach purpses Cnduct infrmatinal utreach at prfessinal assciatin cnferences and wrkshps t ensure presentatin f the ILWARN cncept Market and recruit new Member utilities Maintain cntact with Member utilities t ensure utility infrmatin is regularly updated Agreement/Electins/Ballting Subcmmittee There are generally tw reasns fr an electin r a vte: first, when Regin r Steering Cmmittee members are elected t their psitins; and secnd, when updates t the Agreement require a vte. The Steering Cmmittee identifies when electins r ballts are required. This ptinal subcmmittee may be called upn t distribute and cllect ballts in rder t: Vte n updates t the ILWARN Agreement Vte n electin f Regin Chairs, Steering Cmmittee members, ILWARN Chair and ILWARN Vice Chair Each Member utility has ne vte. (Assciate Members d nt vte.) Ntice f a ballt and rules f the ballt prcess are sent t the Authrized Representatives f Member utilities n less than ne mnth in advance f the vting deadline. Ballts may be in electrnic r written frm, and cllected at either an identified meeting r by fax r , as determined by the Steering Cmmittee. In the absence f an adhc Electins/Ballt Subcmmittee, the Steering Cmmittee Chair may designate a Member utility t manage the electin/ballt prcess. Fllwing an event, r every five years, (whichever is snest) the subcmmittee may accept cmments n the agreement frm Member utilities. Tw appinted legal representatives frm Member utilities may review the suggestins t determine the impact n the agreement. Based n review f the impacts, the Steering Cmmittee will determine whether r nt t submit the changes fr a vte t the Member utilities. An annuncement f the prpsed changes will be made t the Member utilities and will be submitted alng with a ballt and deadline fr a vte. Results f the vte will be shared with the Member utilities. Member utilities nt in agreement with the changes may determine whether r nt t cntinue with the ILWARN prgram. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 9

19 SECTION 2: Cncept f Emergency Operatins ILWARN Relatin t Lcal and State Respnse The relatinship between ILWARN and the lcal and state emergency respnse system is critical. This Operatinal Plan and ther NIMS cncepts enable lcal jurisdictinal authrities t benefit frm standard practices and framewrks. Accrding t NIMS, lcal jurisdictins retain cmmand, cntrl, and authrity ver respnse activities fr their jurisdictinal areas 2. Incidents typically begin and end lcally and are managed n a daily basis at the lwest pssible gegraphical, rganizatinal, and jurisdictinal level. Lcal jurisdictins als have flexibility t adjust the scale and scpe f their respnse t the emergency. The fllwing is a list f the emergency respnsibilities and levels f respnse that may be part f a ILWARN mbilizatin. The cumulative activities mirrr thse described in the NIMS Multi-Agency Crdinatin System (MACS) Grup prcess (fr mre infrmatin n MACS, see Sectin 9: Training, Exercise, and Updates). Linkage t the MACS and lcal emergency respnse grups is presented in fllwing subsectin, Respnse Cnsideratin by Rle. Emergency management agencies may mdify the prcess described belw as agencies recgnize the need t change and adapt incident management and emergency respnse fr an incident, due t changes in scpe and/r scale ver time. Depending n the size f the emergency, all levels f respnse described belw may nt be needed every time ILWARN is activated. All emergencies are lcal. If the resurce needs can be addressed by ne utility calling anther, that may be all that is needed. Cmmunicatin with the ILWARN Steering Cmmittee is suggested in thse cases where the full netwrk f ILWARN members is nt active, s that the Steering Cmmittee is aware that resurces were requested. In the case f full ILWARN activatin, the Steering Cmmittee will get the same warning messages as the Members. This can be accmplished via if available r cntact with ne designated persn frm the Respnse Cmmittee. In emergencies that affect mre than ne lcality, crdinatin at the cunty and state level may be necessary. Rle: Utility Field Persnnel Utility (Private r Public) Descriptin f Activity: These are the utility emplyees in the field respnding t an emergency. Hmeland Security Act f 2002 (P.L ) and Hmeland Security Presidential Directive (HSPD) 8 identifies lcal utilities as first respnders. As first respnders, utility emplyees in the field shuld be trained and functin within the Incident Cmmand System (ICS). Field persnnel reprt t their respective emplyer utility while crdinating respnse with lcal emergency respnse agencies (e.g. law, fire and rescue, emergency medical, etc.). This is knwn as unity f cmmand in ICS. Public utilities can either be part f a city r cunty agency, r they can be an independently gverned special district, nt affiliated with a city r cunty. Public utilities shuld cmply with specific requirements, including the use f NIMS, t be eligible fr federal preparedness grants. Private utilities are generally investr wned and perated. While private utilities are nt required t cmply with NIMS, mst chse t fllw NIMS prtcls as a best practice apprach. If the lcal utility is a city r cunty department r wrk unit, the utility may establish a department peratins center (DOC) and/r reprt directly t the 2 Page 12. Draft Natinal Incident Management System. April Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 10

20 Rle: Lcal Gvernment (Cities) Cunty Gvernment ILWARN State Gvernment Federal Gvernment Descriptin f Activity: apprpriate city r cunty Emergency Operatins Center (EOC). Special districts r independent utilities may activate an agency DOC, and/r depending n the number f cities r cunties served, the utility may directly reprt t r participate with a city, cunty, r State EOC. Utilities may activate ILWARN t initiate requests fr assistance. Depending n the size and cmplexity f an emergency, lcal gvernments may perate EOCs t crdinate resurces and manage peratins within the jurisdictin. Lcal Gvernments may assist the lcal utility with the emergency, prvided that lcal resurces and supplies are available and that Lcal Gvernment respnse resurces are available and can be dedicated t this respnsibility. If necessary, the city may request Cunty and State assistance. Typically led by Cunty management, a Cunty EOC may be activated t crdinate the emergency respnse actins f all jurisdictins within the bundary f the Cunty. Upn request r when respnse t disruptin f lcal drinking water r wastewater systems becmes a pririty fr the Cunty, staff frm the Cunty may be identified t help crdinate Cunty resurces t assist cities, special districts, and lcal utilities. If necessary, the Cunty may request State assistance. Fr large disasters, designated ILWARN representatives may sit in the Cunty and/r State EOC t facilitate infrmatin flw frm damaged utilities, identify utility mutual aid/assistance resurces, and crdinate respnse. If the ILWARN representatives d nt sit in the State EOC, the ILWARN representatives may meet at a designated facility, a Member utility s DOC, r at the Cunty and/r city EOC t help crdinate ILWARN Member utility mutual aid/assistance respnse. Depending n the rganizatinal plan, when in a city, Cunty, r state EOC, the ILWARN representatives culd be seated in the Operatins Sectin, Planning Sectin, Respnse Crdinatin grup, r anther designated reprting lcatin. As needed, IEMA crdinates state and reginal resurces t assist Cities and Cunties. Led by IEMA, the State EOC may be activated t crdinate the emergency respnse actins f all jurisdictins within the State. Upn request r when respnse t disruptin f lcal water distributin r wastewater facilities becmes a pririty, staff frm IEPA may be identified t help crdinate State resurces t assist cunties, cities, special districts, and lcal utilities. As needed, IEMA may request assistance frm the Natinal Guard, IEPA, ther states (thrugh EMAC), r federal gvernment agencies. Upn request, r when lcal drinking water r wastewater system disruptin necessitates federal assistance, Federal Emergency Management Agency (FEMA) crdinates federal emergency respnse resurces thrugh Emergency Supprt Functin #3 (ESF #3), Public Wrks and Engineering. As the ESF #3 primary agency, the U.S. Army Crps f Engineers (USACE) is respnsible fr Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 11

21 Rle: Descriptin f Activity: crdinating supplemental assistance t state and lcal jurisdictins via the State. As a supprt agency t (Emergency Supprt Functin) ESF #3, the U.S. EPA wrks clsely with USACE and FEMA. U.S. EPA is the lead federal agency respnsible t supprt the water sectr as detailed in Natinal Respnse Framewrk under HSPD-7. Federal emergency respnse resurces may als be crdinated thrugh ESF #10 (Oil and Hazardus Materials Respnse) where U.S. EPA r IEPA is respnsible fr decntaminatin f water infrastructure and ambient water quality. ESF #8 (Public Health and Medical Services), in crdinatin with ESF #3 and ESF #10, may assist in assessing ptable water, wastewater, slid waste dispsal, and ther envirnmental health issues; cnducting field investigatins, including cllectin and labratry analysis f relevant samples; prviding water purificatin and wastewater/slid waste dispsal equipment and supplies; and prviding technical assistance and cnsultatin n ptable water and wastewater/slid waste dispsal issues. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 12

22 Respnse Cnsideratins by Rle All emergencies are lcal and begin with the field 3 respnse. It is imprtant fr a utility t understand hw t ptimize the Incident Cmmand System (ICS) principles and activities identified in the Natinal Incident Management System (NIMS), ICS 100 and 200 training curses. Rather than duplicate the available n-line training, this dcument reviews the linkages between the field respnders, the management f a medium- t-large-sized utility, and ther respnse rganizatins beynd the lcal respnse. It als reviews the field persnnel rle in requesting and engaging mutual aid/assistance resurces. Field Respnse Using the Incident Cmmand System (ICS), designated utility field persnnel manage persnnel and resurces carry ut tactical decisins and activities in direct respnse t an incident r threat. Figure 3 demnstrates utility field persnnel actins at a remte facility, plant, r main break. Incident Utility IC Utility Mgt Figure 4: Utility IC Reprting t Utility Mgt When the incident is a utility-specific event (such as a majr water main break, damage t a treatment plant, water pump, enclsed clean water reservir, etc.) the first utility respnder t the scene becmes the Incident Cmmander (IC). The rle f cmmand remains at the field scene. The IC characterizes the scene, assesses the impact t the immediate surrundings, manages access t the scene, mnitrs the cnditins and can best identify the resurces required and where incming resurces specifically reprt. Additinally, the IC cmmunicates with the utility s management, wh directs all available resurces f the utility t address the need f the emergency. In this case, the cmmunicatin frm the scene is a direct cnnectin t the utility management. Figure 4 demnstrates this direct cmmunicatin link t the utility management where the decisin t request mutual aid/assistance is made. Cmmand remains in the field with the IC until cmmand is transferred t anther persn in the field wh is mre qualified t handle the event, r the designated time fr shift change is cmpleted. Emergency Occurs Staff respnds Utility Rep: - Establishes Incident Cmmand r jins ther IC - Assesses impact f emergency - Determines if resurces are sufficient - Deplys available resurces - Identifies need fr mutual aid/assistance - Cntacts Utility Manager t request mutual aid Figure 3: Utility Field Respnse In the event the utility is called t respnd t an incident where a law enfrcement, fire, r public wrks Incident Cmmander (IC) is already identified, the utility respnder becmes a part f the established respnse rganizatin. Accrding t ICS, when a persn represents an agency (utility in this case) at the Incident Cmmand Pst, they are called an Agency Representative. The primary respnsibility f the utility Agency Representative is t crdinate respnse f the utility management with the needs f the emergency and prvide supprt t the Incident Cmmander (IC). While wrking with the Incident Cmmander (IC), the utility Agency Representative establishes cntact with utility Incident Incident Cmmander Utility Agency Rep Utility Mgt Figure 5: Utility Agency Rep Reprting t IC and Independent Utility Mgt 3 Field refers t any respnse remte frm the utility headquarters. This culd include respnse t a filter plant, pumping plant, pump statin, main break, etc. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 13

23 management t reprt cnditins and prgress. Figure 5 demnstrates hw a utility Agency Representative frm an independent utility reprts t a law enfrcement, fire, r public wrks IC while cmmunicating with his r her utility management abut the incident and resurce needs. Utility management plicies and respnse plans determine the exact reprting relatinship and respnsibilities. As a result, reprting relatinships and respnsibilities may vary by utility. While cmmand remains in the field with the Incident Cmmander (IC), fr a utility that is part f a city r cunty gvernment, the utility management may activate a Department Operatins Center r Utility Operatins Center t rally resurces f the department t crdinate its respnse. The utility department may have t crdinate its respnse with ther prtins f the lcal gvernment. See Figure 6. Incident Incident Cmmander Area Cmmand The intrductin t the Natinal Incident Management System (NIMS) describes hw Area Cmmand is established when the emergency grws r requires supprt beynd the field. With this cncept in mind, the utility can activate an Area Cmmand in what is knwn as an Emergency Operatins Center r Department/Utility Operatins Center. The Area Cmmand is especially helpful when there is mre than ne incident ccurring at the same time, which wuld be the case fr a hurricane, earthquake, wildland firestrm, trnad, etc. While cmmand f each site remains with the Incident Cmmander at the scene, the Area Cmmand (utility management in this case) can direct resurces frm ther unaffected units f the utility t assist in Incident Utility Agency Rep Utility Mgt Lcal Gv t Figure 6: Utility Agency Rep Reprting as part f city/cunty gvernment the respnse. Once the resurces arrive at the scene, they fllw the lcal IC. Utility Mgt WARN Member Utility Agency Rep City r Cunty/ EOC Figure 7: Link with Lcal Gv. The Utility Area Cmmander (smetimes referred t as Emergency Operatins Directr) manages and crdinates the utility s emergency respnse and recvery activities within the service bundary. The utility may be a private utility, a city r cunty department, r an independent gvernment/service prvider. If a private utility r independent gvernment utility serves ne city, the utility crdinates respnse with the city. If the utility serves multiple cities r the cunty, utility management crdinates respnse with the cunty. Figure 7 shws this cmmunicatin/crdinatin link (nte the dtted line). While the ILWARN Agreement des nt require the declaratin f a lcal emergency t be activated, when requesting r sending mutual aid/assistance, the lcal utility will fllw internal plicy regarding when and hw the Authrized Representative may request mutual aid/assistance. A utility that is part f a city r cunty may have t btain high-level apprvals within the gvernment agency and invlve the emergency management authrity t request assistance. Figure 8 shws this authrizatin chain. The independent utility may require internal apprval at an peratins r management level prir t requesting aid. Crdinatin with the lcal emergency management agency is encuraged in rder t enhance cmmunicatin. This may invlve a simple phne call r frmal Incident Utility Agency Rep Utility Dept WARN Member Lcal Mgt / EOC Figure 8: City/Cunty Authrizatin Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 14

24 cmmunicatin t the lcal emergency management authrity. The ILWARN cncept f peratin is that a Member utility in need may cntact anther utility Member r cntact the ILWARN Steering Cmmittee r Respnse Team via telephne, , r ther predefined prcess. Unless ther lcal utilities are affected by the emergency, fr resurce supprt a utility cntacts lcal neighbring utilities first, befre requesting aid frm far away. Lcal Gvernment City and cunty gvernments respnd t an emergency as dictated by their lcal emergency plans. Fr a city r cunty t declare an emergency, the jurisdictin needs t knw the extent f damage in the lcal area (including impact n utilities) and the need fr mutual aid/assistance. It wuld be apprpriate fr a ILWARN Member utility in need t infrm the lcal emergency management authrity f the fllwing infrmatin which is captured in the checklists and frms in the attachments t this plan: The Member utility wh activated the ILWARN Agreement Resurces n their way The Member utility that is supplying the resurces When t expect the arrival f resurces The safe rutes fr ingress and staging lcatins The city and/r cunty may prvide specific staff wh wuld crdinate infrmatin and the needs f utilities within the city r cunty. This persn will hpefully be educated n what the ILWARN prgram is and hw it can assist the city r cunty in respnding t the needs f the utility cmmunity. In this case the ILWARN Members are encuraged t cmmunicate with the city/cunty. This crdinatin with lcal gvernment is imprtant, especially if lcal gvernment establishes access cntrls limiting peple cming int a disaster area. As lcal gvernment needs assistance, the cunty may be requesting help and crdinating respnse with the state gvernment. ILWARN Once the affected Utility initiates a web based r phne based request fr assistance, the ILWARN system is activated. Alternatively, a Steering Cmmittee (r Respnse Subcmmittee) member may be cntacted. Initially, ILWARN may be managed remtely using virtual technlgy (such as telecnference r cmmunicatin tls) t manage the infrmatin and respnse. If the demands f the emergency grw, the ILWARN Steering Cmmittee r Respnse Subcmmittee members may cme tgether t crdinate requests. As the need fr crdinatin increases, and as the ILWARN prgram matures ver time, trained vlunteers frm ILWARN Member utilities that are nt affected by the emergency may be requested t help with crdinatin f ILWARN. These vlunteers wuld frm the ILWARN Respnse Team. The key respnsibility wuld be t match needs with resurces ffered by utilities nt affected by the emergency. During large events, the ILWARN Respnse Team Members culd be lcated at the State EOC r an EOC near the incident lcatin. Alternately, the ILWARN Respnse Team Members culd be lcated at an unaffected utility. In small events, ILWARN Respnse Team Members culd be lcated at a cunty r lcal EOC. State Gvernment IEMA manages and crdinates state resurces in respnse t the emergency needs f the cities and cunties; manages and crdinates statewide mutual aid/assistance; and serves as the crdinatin and cmmunicatin link with the federal disaster respnse system r NIMS. Wrking with IEPA r IEMA, ILWARN respnse team members may serve as a pint f cntact and maintain cmmunicatin t wrk with gvernment agencies t address issues such as access t the disaster area and security f resurces. Federal Gvernment Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 15

25 Accrding t the Natinal Respnse Framewrk (NRF), federal resurces are t be frward leaning and available fr respnse as needed. Federal agencies with authrity and respnsibility may respnd immediately as required by regulatin. Federal resurces lcated cntiguus t the impact area (e.g. a military installatin near a city) r affected by the emergency may respnd accrding t a lcal agreement. Additinal resurces require a presidential declaratin f an emergency fr deplyment. As the federal respnse is rganized, the U.S. EPA supprts Emergency Supprt Functin #3 (led by the U.S. Army Crps f Engineers) t supprt infrastructure respnse and recvery. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 16

26 SECTION 3: ILWARN Activatin Fr all types f emergencies, a utility analyzes the situatin and determines the best alternatives t address its needs. This culd include three pssible mutual aid/assistance respnse scenaris, identified in Figure 9. First, the utility may call upn neighbring utilities with which they have established lcal agreements. Secnd, the utility can access ILWARN. The ILWARN Operatinal Plan fcuses n accessing ILWARN. This sectin describes hw Member utilities activate ILWARN. Elements f ILWARN activatin include ILWARN activities and ntificatin, as well as a descriptin f respnsibilities fr requesting and respnding utility authrized representatives, mutual aid/assistance crdinatrs, and staging area managers. A utility may have as many as three ptins fr btaining assistance via lcal ne t ne agreements, access thrugh a statewide mutual aid prgram fr public agency respnders, and the intrastate WARN utilities agreement. Emergency Identified Utility Analyzes Situatin; Determines which Mutual Aid r Assistance System t Use Initiate Emergency Respnse Agreements with Neighbr Utilities If Established Requesting Utility Places Call r fr Help t Available ILWARN Member Utilities Cntact IEMA thrugh Cunty Emergency Respnse Crdinatr Can Send Help Ptential Respnders Determine Respnse Capability Cannt Send Help Discuss Perid f Assistance and Cntrl f Resurces Requesting and Respnding Members Agree n Terms f Deplyment Lcate Fd and Accmmdatins fr Respnders Respnding Member Organizes Resurces and Deplys Figure 9: Utility Activatin f ILWARN: Mutual Aid/Assistance Prcess Flw Diagram The ILWARN Agreement can be activated under tw cnditins. Activatin may ccur prir t a declared lcal emergency r, alternately, during a declared emergency. Sme types f emergencies, such as severe strms, can be characterized as an ILWARN event. Based n frecast r ther infrmatin, it may be pssible t pre-stage ILWARN Respnse Teams and prepare Member utilities fr pssible deplyment. In cntrast, ther types f emergencies prvide n ntice. Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 17

27 Emergencies with ILWARN Ntice ILWARN crdinatin may begin prir t an event in rder t maintain cmmunicatin during an ILWARN event such as with an impending severe thunderstrm r winter strm. systems may prvide the best means t prvide the apprpriate ILWARN ntice. The purpse f this activatin is t ensure preparedness and timely, practive respnse. In these cases, the ILWARN advance ntice can initiate the fllwing activities: Ntify Member utilities f the expected cnditins Maintain cntact with Member utilities abut changing cnditins and infrmatin Receive requests fr aid/assistance and fllw-up actins Requesting Utility Authrized Representative The Authrized Representative f a utility can request mutual aid/assistance. (See Attachments A, B, and C.) In general, the Authrized Representative is respnsible t: Analyze the situatin and determine the best alternatives t address the emergency Using the AWWA Resurce Typing Manual, determine resurces and persnnel needs that cannt be met by the utility, yet culd be available frm mutual aid/assistance Identify a Mutual Aid/Assistance Crdinatr t address care, feeding, and ther supprt fr incming mutual aid/assistance Ntify lcal emergency management agency f yur need fr mutual aid/assistance Cntact neighbring utilities with whm the utility has a lcal mutual aid/assistance agreement r wh may be a Member utility f ILWARN t determine if they are als affected by the emergency r can prvide the mutual aid/assistance Discuss the fllwing items t cnfirm capability t manage the mutual aid/assistance: Type f incident Lcatin, size, expected duratin Impact n the utility Resurce needs Persnnel expertise and certificatin Resurces type and capability Materials Estimated length f time aid is required Reprting lcatin (Staging Area) Pint f Cntact at the Staging Area Number f emergency respnse agencies in respnse Cmmunicatin capabilities Identify a Staging Area fr incming mutual aid/assistance and prvide apprpriate staffing fr reprting Ntificatin Ntificatin f an actual emergency may cme directly frm a utility in need t a utility with available resurces, r thrugh ILWARN. The utility requesting mutual aid/assistance gathers the fllwing infrmatin and activates ILWARN via telephne request r website psting and includes the fllwing details in the request fr assistance. Type f incident Impact n utility Resurce requirements Lcatin, size, expected duratin Number f agencies in respnse Draft fr Official Use Only D Nt Cite, Circulate, r Cpy 18