Town of Troy, Tennessee
Total Page：16
File Type：pdf, Size：1020Kb
Town of Troy, Tennessee
Debris Management Plan
December 2013 Table of Contents
Section One Introduction
1.1 Purpose 1.2 Mission 1.3 Scope 1-1 1.4 Alignment with other plans 1.5 Plan Revisions 1-2
Section Two Situation and Assumptions
2.1 Types of Hazards 2.1a Flooding 2.1b Earthquakes 2.1c Tornado 2-1 2.1d Winter Storms 2.1e Chemical or Biological Agents 2.2 Debris Estimates 2.2a Earthquake 2.2b Tornado 2-2 2.3 Situation and Assumptions Situations Assumptions 2-3
Section Three Applicable Rules and Regulations
3.1 Planning 3.2 Response 3-1 3.3 Recovery Waste Management Priorities & Recycling Air Quality & Incineration Household Hazards 3-2 Section Four Concept of Operations
4.1 Plan Activation 4.2 Debris Management and Response Levels Level One Level Two Level Three Level Four 4.3 Debris Management Operational Phases Increase Readiness Response Recovery 4-3 4.4 Incident Command Strategy 4.5 Roles and Responsibilities Debris Management Team Jurisdictional Departments Town Government 4-4 Public Works Emergency Management Town Engineer Troy Police Department Troy Fire Department 4-5 External Agencies Obion County Emergency Management Agency Tennessee Emergency Management Agency Obion County Sheriff's Department Tennessee Department of Safety Obion County Department of Solid Waste and Recycling 4-6 Tennessee Department of Environment & Conservation Tennessee Department of Health Tennessee Military Department Tennessee Department of Agricultural 4-7 United States Department of Agricultural United States Corps of Engineers United States Environmental Protection Agency 4-8 Federal Emergency Management Agency Contracts and Vendors Solid Waste Companies Debris Management Contractors Debris Management Monitoring Contractors 4-9 4.6 Additional Resources Local, County, & State Resources ESF# 3 ESF# 10 ESF# 11 4-10 4.7 Emergency Communications and Strategy 4-11 4.8 Health and Safety Strategy 4-12
Section Five Current Resources
5.1 Staff Disaster Removal Manager Finance Adminstration & Logistic Staff 5-1 Quality Assurance City Engineer Public Information Officer Legal Department 5-2 5.2 Equipment 5.3 Technology 5.4 Contract Resources 5.5 Mutual Aid and Interlocal Agreements 5-3
Section Six Debris Collection and Hauling Operations
6.1 Damage Assessments and Debris Estimates Damage Assessment Operations 6-1 FEMA Preliminary Damage Assessments 6.2 Debris Clearance and Removal Guidelines 6-2 6.3 Debris Removal Priorities Clear Emergency Access Routes – Lifelines Clear Access to Critical Facilities and Infrastructure Clear Major Freeways and Arterial Routes Clear Areas for Movement of Goods and Services Clear Minor Aterial Routes 6-3 Clear Local Routes 6.4 Debris Operations Debris Clearance Collection Methods 6-4 6.5 Debris Management and Neighborhood Collection Site Management Site Manager 6-5 Monitoring Staff & Assignments Safety Personnel Establishing and Operational Planning 6.6 Debris Reuse, Reduction, and Disposal Methods Recycling & Reuse Metals Soils 6-6 Construction & Demolition Composting Volume Reduction Methods Chipping & Grinding Incineration 6-7 Problem Waste Household Hazardous Waste White Goods Electronic Recycling (E Waste) Treated Wood Gypsum Drywall 6-8 Asbestos Human Waste Debris Sorting & Diversion 6.7 Debris Management & Operations Monitoring 6-9 Documentation & Reporting 6.8 Debris Management Contractor Monitoring 6-10 Considerations for Unit Price Contracts Load Tickets Truck Certification 6-11
Section Seven Contracted Resources
7.1 Existing Debris Management & Solid Waste Contracts 7.2 Contract Debris Management & Resources Needs 7-1 7.3 Emergency Contracting & Procurement Procedures Types of Contracts Time and Materials Contracts 7-2 Unit Price Contracts Lump Sum Contacts 7-3
Section Eight Private Property Demolation & Debris Removal
8.1 Debris Removal & Demolition Permiting 8-1 Demolition Documentation 8-2 Inspections 8-3 on Private Property without Owners Consent 8-4 8.2 Special Considerations Mobile Home Parks Vechicles 8-5 continue 8-6 Section Nine Public Information Strategy
9.1 Public Information Officer 9.2 Communications with Public Prior to Incident 9-1 Special Waste 9.3 Public Information Strategy During Incident Coordination with JIC 9-2 Pre Scripted Information Distribution Strategy 9-3 Message Maps Developing Messages 9-4
Section Ten Training and Exercises
10.1 General Emergency Management & Training 10-1 10.2 Position Specific Training 10-2 10.3 Exercises 10-3 Section 1: Introduction
1.1 Purpose
The Town of Troy, Tennessee recognizes that natural and human caused disasters have the potential to create debris that can disrupt the quality of life for its citizens, and complicate disaster response and recovery following such disasters. The Town of Troy also recognizes that planning for such disasters can lessen the impact on the community, economy, and the environment. Therefore, the Town of Troy has developed this plan to facilitate a rapid response and recovery to debris causing incidents.
1.2 Mission
This Disaster Debris Management Plan provides direction to facilitate and coordinate the management of debris following a disaster in order to:
* Identify and address planning and staff training needs prior to a debris causing event.
* Mitigate against potential threats to the lives, health, safety, welfare, and economic and environmental well being of the impacted area.
* Expedite recovery efforts in the impacted area.
* Identify threats of significant damage to improved public or private property.
1.3 Scope
This Disaster Debris Management Plan covers the response and recovery to all debris-causing incidents within the Jurisdictional boundaries of the Town of Troy. This plan also covers additional task required to maintain jurisdictional disaster debris management readiness, including training, exercises, and plan maintenance.
1-1 1.4 Alignment with Other Plans
National Response Framework
The National Response Framework (NRF) provides the concept of operations for federal response to events by listing the responsibilities for each federal agency and outlining how federal agencies will interact with other public-sector agencies at all levels the private sector, and non-governmental organizations (NGO's). The NRF also emphasizes the importance of personal preparedness by individuals and households. The plan aligns with the Emergency Support Functions (ESF) #3: Public Works & Engineering Annex, and ESF #14: Long-Term Community Recovery and Mitigation Annex of the Department of Homeland Security's (DHS) NRF by providing for coordination of disaster debris operations through all levels of government using the National Incident Management System (NIMS) organization structure.
Tennessee Emergency Management Plan (TEMP)
The Tennessee Emergency Management Plan (TEMP) provides the foundation for all disaster and emergency response plans and operations conducted within the state of Tennessee.
Obion County Disaster Debris Management Plan
This plan will become a part of the Obion County Disaster Debris Management Plan and the Obion County Basic Emergency Operations Plan that is developed by the staff to the Obion County Emergency Management Agency.
Jurisdiction Emergency Plans
This plan is designed to stand-alone, but it aligns with the Emergency Operations Plan that the Town of Troy currently has in place.
1.5 Plan Maintenance and Update
This plan was assembled by the Director of Emergency Management/NIMS Compliance with input from the Town of Troy's Public Works Department Director and the Mayor of the Town of Troy. Ongoing maintenance of the plan is the responsibility of Phillip Green or the current Director of Emergency Management/NIMS Compliance for the Town of Troy.
Plan Revisions
This plan will be reviewed each year during the month of June. In the event a revision is required outside the normal review period, it is the responsibility of the Director of Emergency Management/NIMS Compliance for the Town of Troy. It also will be the responsibility of the Town of Troy Recorder to ensure that revised pages are distributed to the plan holders.
1-2 Section 2: Situation and Assumptions
This chapter provides an overview of the types, amounts, and distribution of natural or human-caused incidents that may occur in the Town of Troy, Tennessee. It also provides tools to estimate debris volumes following an incident. Finally, it provides a list of the planning assumptions that were used to develop this plan.
2.1 Types of Hazards
The Town of Troy is susceptible to a variety of natural or human-caused incidents that may create disaster debris. The following is a list of potential debris causing incidents and the types of most common debris.
2.1a Flooding
The probability of flooding is low within our limited flood zone and the debris impact is also low. Our flooding potential is addressed in our Flood Mitigation Plan.
The debris characteristics should be limited to sediment and vegetative waste deposited on public and private property.
2.1b Earthquake
The regional probability is high since our town is located within the New Madrid Seismic Zone (NMSZ) and the debris impact is high.
The debris characteristics could be primary vegetative waste; primary construction and demolition materials from damaged or destroyed structures. Extended power outages from downed power poles and extended basic utility services (gas, water, sewage) outages from damaged utility connections. Personal and private property debris.
2.1c Tornado
The regional probability is moderate and the debris impact is moderate.
The most common debris would be vegetative waste from broken tree limbs and branches. May also include construction/demolition waste and waste from extended power/utility outages.
2-1 2.1d Winter Storms & Ice Storms
The regional probability is moderate and the debris impact is low.
The primary vegetative waste will come from broken tree limbs and branches. Down power lines and broken utility poles that cause outages.
2.1e Chemical or Biological Accident
The regional probability is high and the debris impact is low.
Various amounts of contaminated soil, water, and impacted equipment that would require special handling as a problem waste with specific disposal instructions that would be a result of a hazardous material spill.
2.2 Debris Estimates
The types and amounts of debris produced by an incident depends on the magnitude, duration, and intensity of the incident itself. The potential impacts resulting in two different debris scenarios were considered when creating this plan. The first is an earthquake that has the potential to create a high amount of debris, and the second is a tornado that has the potential to create a moderate amount of debris.
2.2a Earthquake
The Town of Troy is located within the New Madrid Seismic Zone with earthquakes of less than 2.0 in magnitude occurring every other day with around 200 total for the year. Historically since 1811, there have been 18 earthquake events that had a recorded magnitudes of 3.5 or above found within 50 miles of the Town of Troy. These events can create high amount of debris made up of utility, construction/demolition debris, white goods, personal property debris, and vegetative waste. The Town of Troy is primary a small town surrounded by rural farmland that will create different amounts of vegetative waste. Secondary after-shocks or earthquakes could occur after the primary event that could cause additional debris. In the earthquake of 1812 that created Reelfoot Lake, there was major amount of debris recorded during this event.
2.2b Tornado
Historically, tornado's with magnitudes of F-2 or higher has occurred in our region 96 times in the past 100 years. Past events have created low to moderate volume of debris with the potential to create much higher levels of debris. For example, an F-3 tornado touched down less than 15 miles from the Town of Troy in Gibson County with a length of 8 miles and a width of 880 yards that done nearly 15 million dollars in damage. 250 homes were damaged with 6 homes destroyed along with a large amount of vegetative waste. 2-2 2.3 Situation and Assumptions
This section describes the situation and assumptions that were used during the development of this plan.
Situations
The plan situation is made up from know facts or observations used to develop the plan. The following situation factors where considered when developing this plan.
* Natural and man-made disasters such as earthquakes, flooding, hazardous material accidents, and terrorist attacks precipitate a variety of debris that includes, but is not limited to trees and other vegetative organic matter, building/construction material, appliances, personal property, mud, and sediment.
* The quantity and type of debris generated from any particular disaster will be a function of the location and kind of event experienced, as well as its magnitude, duration, and intensity.
* The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will have a direct impact on the type of removal and disposal methods utilized to address the debris problem, including how quickly the problem can be addressed, and the associated cost that will be incurred.
Assumptions
Assumptions are unknown but expected events or actions that are used to develop the plan. The following assumptions were made during the development of this plan.
* A major natural disaster may require the removal of debris from public or private lands.
* The amount of debris resulting from a major natural disaster may exceed the Town of Troy's removal and disposal capabilities.
* If a debris event should occur, an accurate assessment of the disaster must be made as soon as practical.
* The Town of Troy may contract for additional resources to assist in the debris removal, reduction, and disposal capabilities.
* Local, state, and federal agencies may have difficulty in locating staff, equipment, and funds to devote to debris removal, in the short-term as well as the long term, following a major natural disaster.
2-3 Section 3: Applicable Rules and Regulations
This chapter provides an overview of the state a local regulations and policies that affect how the Town of Troy handles disaster debris including debris reduction and Debris Management Site (DMS) and neighborhood collection site operations. This chapter also addresses the environment and policy considerations for reducing, recycling, and disposing of the disaster debris at the DMS staging area.
3.1 Planning
The Town of Troy has identified one DMS and two neighborhood collection sites within its jurisdictional boundaries. A representative from the Obion County Health Department has reviewed the DMS location on a primary basis, and will authorize these sites prior to engaging in debris removal operations. The Town of Troy will notify the Obion County Health Department prior to activating the neighborhood collection sites.
3.2 Response
The Town of Troy will initiate DMS preparation activities during the response phase. A preliminary plan will be developed for reducing, recycling, and disposing of the debris based on general estimates of the type of material generated by the event. Once a preliminary determination has been made, this plan will be communicated to the environment officials for their guidance on the applicability of regulations to the operations and monitoring of the DMS and disposition of the disaster debris.
The site preparation activities will be initiated by the Director of Public Works Department. In the event that disaster debris crosses jurisdictional boundaries, the Director of Public Works will contact their counterparts in Obion County, Tennessee to coordinate efforts in understanding the rules and regulations that will affect operations at the DMS's.
Contact information for the key environmental agencies is provided in Appendix K, Environmental Resources. This includes:
* Debris Removal Managers in Obion County.
* Obion County Public Health Department.
* Obion County Solid Waste & Recycling Department.
* State of Tennessee Department of Environment and Conservation.
3-1 3.3 Recovery
This section summarizes rules and regulations that apply to the recovery phase of disaster debris management.
Waste Management Priorities and Recycling
The Town of Troy will make reduction and recycling the highest priorities for managing disaster debris. The Town of Troy has a contract for all solid waste collections with Republic Services Waste Management (RSWM). The Debris Management Director for (RSWM) will ensure the maximum segregation of debris for recycling materials.
Air Quality and Incineration as a Waste Reduction Method
The Town of Troy has contracted to (RSWM) and during the recovery phase, the Debris Management Director for (RSWM) will be responsible for all air quality and incineration issues.
Household Hazardous Waste Management
The Town of Troy will set up household hazardous waste and special waste collection areas. Household hazardous waste should be collected separately and disposed of at a licensed disposal facility. Contractors listed with the Obion County Solid Waste Department for household hazardous waste will be contacted for safely disposing of household hazardous debris. These contractors are listed in Appendix J, Hazardous Waste
White good debris that contains ozone depleting refrigerants, mercury, or compressor oils need to have such materials removed by a certified technician before recycling. White goods will be properly disposed of by Republic Services Waste Management.
The State of Tennessee Department of Environment and Conservation will have regulatory authority over the demolition of structures that contain asbestos or lead-based paint.
3-2 Section 4: Concept of Operations
This section provides information on how the Town of Troy will carry out debris management operations including: response levels, organization, roles and responsibilities, communications strategies, and health and safety strategies.
4.1 Plan Activation
This plan will be used by the Town of Troy staff when a command structure is established in response to a debris-causing incident that impacts all or part of the jurisdiction or neighboring jurisdictions.
4.2 Debris Management Response Levels
Debris management operations are categorized into four response levels. The current response level of the Town of Troy will be established by the Incident Commander or the Director of the Town of Troy Public Works Department and is triggered by the geographic scope and impact of an actual or anticipated incident.
* Level One: Routine Operations
A level one incident corresponds to day-to-day emergencies requiring minimal coordination and assistance. These include incidents such as small wind storms, minor flooding, or a building collapse. The situation can be efficiently and effectively supported with existing resources and there is no foreseen need to proclaim a local emergency.
* Level Two: Medium Impact Disaster
Level two incidents are situations requiring more than routine coordination and assistance, and generally involving multiple jurisdictions. These include incidents such as moderate tornado, minor scale earthquakes, winter storms with snow, ice, or high winds. The situation may require mutual aid or contract resources, and it may be necessary to proclaim a local emergency.
4-1 * Level Three: High Impact Disaster
Level three incidents are incidents that require a high degree of coordination and generally involve state and federal assistance. These include incidents such as a 6.0 scale earthquake, F2 tornado, severe winter storms and high impact hazardous materials incidents. In most cases, a local emergency will be proclaimed.
* Level Four: Catastrophic Disaster
Level four incidents are incidents that result in the partial or complete destruction of local government and require state and federal assistance. These include incidents such as catastrophic earthquakes, catastrophic tornadoes, catastrophic hazardous material incidents, or catastrophic human-caused attacks. This would require a local proclamation of emergency and in most cases a Federal disaster declaration.
4.3 Debris Management Operational Phases
Response of debris management events are characterized by the three phases described below and may overlap based on the incident.
Increased Readiness
The Town of Troy will move to the increased readiness phase when a natural or human- caused incident capable of creating disaster debris threatens the region. During this time, staff will complete the following task:
* Alert Republic Services Waste Management of pending incident.
* Review and update plans, standard operating procedures, generic contracts, and checklist relating to debris removal, storage, reduction, and disposal operations.
* Alert local departments that have debris removal responsibilities to ensure that personnel, facilities, and equipment are ready and available for emergency use.
* Relocate personnel and resources out of harm's way and stage in areas where they can be effectively mobilized.
* Review resource listing of private contractors who may assist in debris removal process. Make necessary arrangements to ensure their availability in the event of the disaster.
4-2 Response
Debris management response operations are designed to address immediate or short term effects of a debris causing incident. During the response phase, staff will initiate the following task:
* Activate debris management plan and coordinate with damage assessment team.
* Begin documenting cost.
* Begin debris clearance from transportation routes, based on debris removal priorities.
* Coordinate and track resources (public and private)
* Establish priorities regarding allocation and use of available resources.
* Identify and activate temporary debris storage and reduction sites (local and regional).
* Address any legal, environmental, and health issues relating to debris removal process.
* Continue to keep public informed through the PIO.
Recovery
Debris management response operations are designed to return the community to normalcy following a debris causing incident. During the recovery phase, staff will initiate the following task:
* Continue to collect, store, and dispose of debris generated from the event in a cost effective and environmentally responsible manner.
* Continue to document costs.
* Upon completion of debris removal mission, close out debris sorting and reduction sites by developing and implementing the necessary site restoration actions.
* Perform necessary audits of operation and submit claim for federal assistance.
4-3 4.4 Incident Command System
The Town of Troy will use the Incident Command System to structure debris management response, as outlined in the Town of Troy's Basic Emergency Operations Plan.
Based on the size and scope of the incident, debris management staff may act in multiple roles. In an incident that predominantly entails debris operations, for instance, the Director of Public Works Department may act as the Incident Commander or Operations Section Chief. During larger and more complex incidents, the Director of Public Works may be assigned to the Operations Section.
4.5 Roles and Responsibilities
This section identifies roles and responsibilities for internal and internal agencies during a disaster debris incident.
Debris Management Team
Immediately following a disaster event, the Town of Troy will establish a disaster debris management team, which convenes as a group within the operations section to facilitate successful coordination following a disaster event. Each member of the team is responsible for implementing debris operations in accordance with the plan goals and objectives, and in compliance with Federal, State, and local laws. The debris management team will be lead by the Mayor of the Town of Troy who will identify staff for the group. The following staff could participate as a part of the debris management team:
Jurisdiction Departments
Supporting disaster debris management operations will involve multiple departments and divisions with the Town of Troy. This section outlines the roles and responsibilities for each involved agency.
Town Government
The Town of Troy's Mayor and Board of Aldermen will be responsible for overall debris management plan and shall select the Debris Management Director. Administrative functions such as housekeeping, supplies, equipment, funding, and accounting shall be provided by the office staff. Contracting and Procurement functions such as bidding requirements, forms, advertisements for bids, instructions to bidders, contract development will be the responsibility of the Town of Troy Recorder. Operation functions such as the supervision of employees, contract resources, and overall management will be the responsibility of the Mayor of the Town of Troy.
4-4 Public Works (TPW)
The Town of Troy's Public Works Department will oversee debris operations during response and recovery.
Emergency Management (TEMA)
The Town of Troy's Emergency Management Director will coordinate activities and resources needs thru the Obion County Emergency Management Agency and/or the EOC. This department is also the revisions of the Debris Management Plan.
Town Engineer
The Town of Troy's Engineer will provide assistance with engineering functions with oversight of the Mayor.
Town of Troy Police Department (TPD)
The Town of Troy's Police Department will serve as the primary agency for law enforcement during debris management operational phases.
Town of Troy Fire Department (TFD)
The Town of Troy's Fire Department will serve as the primary agency for fire fighting activities and hazardous materials incidents.
4-5 External Agencies
Obion County Emergency Management Agency (OCEMA)
The (OCEMA) may assist the Town of Troy by facilitating the Obion County Mayor's disaster proclamations, facilitating the (TEMA) request for mutual aid for county resources, establishing and staffing the Obion County Emergency Operations Center, and providing technical advise on emergency management.
Tennessee Emergency Management Agency (TNEMA)
TNEMA may assist local jurisdictions by facilitating the governor's disaster proclamations, facilitating TEMA request, requesting Federal Disaster Declarations, and administering FEMA public and individual assistance request. During the response phase of debris management, TNEMA can ensure that facilities are operating in compliance with federal and state regulations and can determine priorities for handling and removal.
Obion County Sheriff's Department (OCSD)
The Obion County Sheriff's Department is the lead agency for Emergency Support Function (ESF) #13 for Public Safety and Security and (ESF) # 8 Search and Rescue in the county. The (OCSD) may assist the Troy Police Department (TPD) during a disaster.
Tennessee Department of Safety (TDS)
The Tennessee Department of Safety with lead agencies (Tennessee Homeland Security, and Tennessee Highway Patrol) is the lead agencies for law enforcement in our state. During a debris-causing incident the Tennessee Department of Safety agencies supports local law enforcement with additional resources.
Obion County Solid Waste and Recycling Department (OCSWD)
The Obion County Department of Solid Waste and Recycling is the lead agency in our county for regulating solid waste and recycling. OCSWD can provide list of external contractors for hazardous materials collection, removal, and disposal. The also can provide assistance during all phases of the debris management operations and may provide support via state and federal departments that regulate solid waste.
4-6 Tennessee Department of Environment and Conservation (TDEC)
TDEC is responsible for the protection of the state's environment. TDEC provides statewide regulation of municipal solid waste and hazardous waste. During a disaster, TDEC may support and advise local health departments and solid waste agencies, as needed, regarding disaster debris operations. TDEC may also issue temporary permits or recommend to the governor that certain regulations be suspended, if necessary, to hasten response and recovery. TDEC's Division of Air Pollution (AP) is responsible for regulating air quality in the state. During debris-causing disasters, the TDEC's AP provides advice on outdoor burning of debris and the removal and disposal of debris containing asbestos. They also provide information and possible monitoring of air quality for debris operations that create large quantities of dust. Depending on the disaster severity, TDEC AP can suspend part or all of the Washington Clean Air Act to Regulations I, II, and III.
Tennessee Department of Health (TDOH)
The TDOH manages programs and creates regulations to protect citizens' health by limiting exposure to environmental hazards. During a debris-causing incident, TDOH will assist local health authorities, as requested, to ensure appropriate are being taken to maintain the health of the state's citizens and workers.
Tennessee Military Department – Tennessee National Guard (TMD)
The Tennessee Military Department may provide equipment, personnel, and technical assistance to protect the State of Tennessee. During debris-causing incidents, TMD resources provide security for equipment staging and control, and aerial reconnaissance. TMD resources are available after local resources have been exhausted thru a request to the Tennessee Emergency Management Agency (TNEMA).
Tennessee Department of Agriculture
The Tennessee Department of Agriculture supports the producers, distributors and consumers of food and agriculture products in the state. During a disaster the department may provide support and advice to local health departments and solid waste agencies, as needed, regarding the disposal of plant and animal waste. In a Federally declared event they may also have disaster relief funding available to farmers through the United States Department of Agriculture (USDA) Farm Service Agency. Monies are available for fence repair and replacement and debris removal.
4-7 United States Department of Agriculture (USDA)
The USDA Natural Resource Conservation Service (NRCS) provides technical and financial assistance to private land owners, land users, communities, and state and local governments in planning and implementing conservation systems that conserve soil, water, and other natural resources. NRCS is limited in its authority with debris-relating activities; it is limited to either runoff retardation or soil erosion prevention in response to an imminent threat of life or property resulting from a sudden impairment in the watershed.
The USDA Animal, Plant, and Health Inspection Service (APHIS) may provide support under the Veterinary Service Program and the Plant Protection and Quarantine Program. Both public and private lands are eligible under these programs, which provide assistance to federal and state agencies, tribes, local jurisdictions, and private landowners to manage animal and plant health. This is accomplished by collecting and providing information, conducting or supporting treatments, and providing technical assistance for planning and program-implementation (removal).
The USDA Farm Service Agency (FSA) has disaster relief funding available to farmers for items such as fence repair or replacement, and debris removal from agriculture or farm lands. The Farm Service Agency provides assistance for natural disaster losses, resulting from drought, flood, fire, freeze, tornadoes, pest infestation, and other calamities.
United States Army Corps of Engineers (USACE)
The USACE is the lead agency for ESF #3, Public Works and Engineering, of the NRF, which includes debris management. During a Presidential declared disaster, The USACE may supply technical assistance to local responders for completing debris removal. The USACE also has contract resources available to support local debris management operations.
United States Environmental Protection Agency (EPA)
EPA may provide technical assistance and advice on collection, reduction, and disposal of contaminated debris and other hazardous materials during debris management operations. EPA also has contact resources available to assist with collection, management, and disposal of hazardous materials.
4-8 Federal Emergency Management Agency (FEMA)
FEMA is the federal agency charged with coordinating emergency management functions in the federal government. FEMA may provide direct federal assistance to support performance of local, tribal, and state governments activities related to debris clearance, removal, and disposal. The response capabilities of local, tribal and state governments must be exceeded before this level of assistance can be provided. Following a Presidential declaration, FEMA may elect to use its mission assignment authority to task other federal agencies with debris clearance, including the USACE and EPA.
Contractors and Vendors
Contractors and vendors are often used to augment local resources in support of debris management operations.
Solid Waste Collection Companies
Solid waste collection companies are private entities that provide daily municipal solid waste service through the transportation and/or disposal of solid waste. During Debris-causing incidents, these companies can be tasked with maintaining existing solid waste service, as well as potentially providing additional resources to assist with debris clearance, processing, and disposal activities.
Debris Management Contractors
Debris management contractors provide additional resources to assist with debris clearance, removal, separation, and disposal during debris-causing incidents. These contractors can be under contract prior to an incident to ensure efficient response during and after an actual incident or event. Federal agencies, such as (USACE) and (EPA), may also have contract resources available to assist with debris management operations.
Debris Management Monitoring Contractors
Debris monitoring contractors provide oversight and documentation of debris management operations. This may include supervising other debris management contractors, documenting debris clearance and disposal operations for potential reimbursement, and operations of temporary sorting and reduction sites.
Appendix L, Monitoring Resources, provides a list of per-qualified contractors that can be used to support debris management operations.
4-9 4.6 Additional Resources
This section list additional resources that are available to support jurisdictional debris management resources.
Local, County, and State Resources
Additional resources may be available from neighboring jurisdictional and county departments. Section 5.5 list mutual aid agreements that can be utilized to obtain additional resources.
Federal Resources
When an impacted state or local government does not have the regional capability required to respond to a Presidential Declared Disaster, a request for technical or direct federal assistance may be made. The approved request is called a mission assignment and can only be requested by the state. A mission assignment is a work order issued by FEMA to another federal agency directing completion of a specific assignment in anticipation of, or response to, a Presidential Declaration of a major disaster or emergency.
These Emergency Support Functions (ESF's) that preform debris-related activities under FEMA Mission Assignments.
* ESF #3 – Public Works and Engineering
Is responsible for infrastructure protection, emergency repair, and restoration. This group provides engineering services and construction management, and serves as a critical infrastructure liaison. The (USACE) is the lead agency for ESF #3.
* ESF #10 – Oil and Hazardous Material Response
Is responsible for responding to oil and hazardous material issues, environmental safety, and short- and long- term cleanup. The two most commonly deployed agencies that deal with these debris related activities are the (EPA) and the United States Coast Guard (USCG).
* ESF #11 – Animal and Plant Disease and Pest Response
Is responsible for coordinating an integrated Federal, State, Tribal, and local response to an outbreak of a highly contagious or economically devastating zoophytic (animal) disease, an outbreak of a highly infective exotic plant disease, or an economically devastating plant pest infestation. This ESF is coordinated by the United States Department of Agriculture (USDA).
4-10 All Mission Assignments have the following requirements:
* The community must demonstrate that required disaster-related efforts exceed state and local resources.
* The scope of work must include specific quantifiable measurable task.
* FEMA must issue the Mission Assignment.
4.7 Emergency Communications Strategy
The Town of Troy's debris management staff will utilize the following methods to communicate with their own jurisdiction as well as others, during a debris-causing event:
1 Town of Troy's Fire Department VHF radio system
2 Obion County's 800mhz trunking radio system using the Disaster, Public Works, Rescue, and County-wide Mutual Aid channels
3 Cellular phones
4 Email
5 Short Message Service (SMS) messages (I.E., text messages)
6 Amateur radio.
4-11 4.8 Health and Safety Strategy
Debris operations involve the use of heavy equipment to move and process various types of debris. Many of these actions can pose safety hazards to emergency response and recovery personnel as well as the public. In addition to those safety hazards, exposure to certain types of debris, such as building materials that contain asbestos and mixed debris that contain hazardous materials, can pose potential health risk to emergency workers.
All debris operations shall be done in compliance with the health and safety requirements found in the Town of Troy's existing health and safety plan. A copy of this plan is included as Appendix A of this plan. The Health and Safety plan enables the agency and their contractors to avoid accidents during debris recovery operations and to protect workers from exposure to hazardous materials. The health and safety strategy establishes minimum safety standards for agency and contractor personnel to follow. In addition, the strategy provides emergency workers with information on how to identify hazardous conditions and specific guidelines on the appropriate and proper use of personal protective equipment (PPE).
To facilitate compliance, the health and safety strategy specifies how the safety information will be disseminated to all emergency Town of Troy's employees and contractors, and how compliance with minimum safety standards will be monitored. The strategy also includes specific corrective actions to be taken if workers do not comply with the minimum safety standards.
4-12 Section 5: Current Resources
This section identifies the internal and external resources that the Town of Troy has for debris clearance, removal, and disposal.
5.1 Staff
Debris operations staff are responsible for directing debris operations per-incident, during, and after an incident. The size and composition of staff needed to deal with debris clearance, removal, and disposal depends on the magnitude of the disaster. Debris removal staff likely will be comprised of a combination of a full-time personnel, personnel from other agencies, and/or contractors depending on the requirements of the incident.
The following is a summary of the debris positions and the staff that will fill the role during a disaster debris incident.
Disaster Removal Manager
The Disaster Removal Manager will be the Town of Troy's Director of Public Works and the Alternate will be the Director of Emergency Management for the town.
The roles and responsibilities will be to coordinate all debris removal activities related to an incident. Activities include communication among other members of the disaster management team, communication of the project status activity and reporting, and dissemination and implementation of policy directives to debris removal personnel.
The recommended training is IS-630, IS-631, IS-632
Finance, Administrative, and Logistics Staff
The finance, administrative, and logistics will be the responsibility of the Town of Troy's Recorder and office staff. The Mayor of the Town of Troy will have oversight over this staff.
The roles and responsibilities will be to track time for personnel, equipment, and incident cost. These positions also assist with contracting and purchasing resources, completing documentation required for reimbursement of expenses, and provides check-in for demobilizing resources.
Recommended training will be IS-630, IS-631, IS-632, IS-703
5-1 Quality Assurance
Republic Services Waste Management team will provide the Quality Assurance to ensure that the debris operations are cost effective. They do this by monitoring the type and amount of debris during collection, sorting, reduction, and disposal.
The recommended training will be IS-631 and IS-632
City Engineer
The current contracted Town of Troy's Engineer will oversee, inspect, and assesses impacted structures and makes appropriate recommendations in building condemnation and demolition.
Public Information Officer
The Public Information Officer is appointed by the Mayor and Board of Alderman of the Town of Troy and the position will always be staffed to ensure compliance with NIMS.
The Public Information Officer (PIO) will be familiar with debris management issues should be assigned to the Incident Commander (IC) or the Joint Information Center (JIC), as necessary. Responsibilities include coordinating with PIO's of other agencies to keep the public informed about all debris removal activities and schedules. Immediately after the disaster and throughout the removal and disposal operation, the PIO is responsible for arranging for public notification of all ongoing and planned debris clearance, removal, and disposal activities.
The PIO may coordinate with the Obion County appointed PIO during activities.
The recommended training will be G-290, E-388, P-403, IS-632.
Legal Staff
The Legal Staff will be the current contracted attorney for the Town of Troy.
The Town of Troy's attorney will conduct reviews and manages all legal maters in the debris management planning process. In addition to advising the debris management planning staff, the attorney may also perform the following task: contract reviews, rights of entry permits, community liability, indemnification and condemnation of buildings, land acquisition for DMS Site closure/restoration and insurance. The Mayor of the Town of Troy has direct oversight in all activities of the legal department.
5-2 5.2 Equipment
During an incident, agency equipment such as trucks, rubber tire loaders, graders, chippers, chain saws, small cranes, dozers, and backhoes may be needed to assist with debris clearance and removal operations. Most often these resources will be used for debris clearance from public rights of way in cooperation with the jurisdiction's contracted solid waste hauler.
Appendix M, Equipment Resources, included the listing otthe Town of Troy's equipment available for debris operations. Equipment needs will depend on the debris-causing incident and will be dictated by the Operations Section and Planning Section during the incident.
5.3 Technology
The Town of Troy does not have any technology tools.
5.4 Contract Resources
During an incident it may be necessary to contract with other resource providers to augment the jurisdiction's debris management staff and equipment. These resources can be used to assist with specific task. Contractors can not be awarded per-disaster/standby contracts with mobilization cost or unit cost that are significantly higher than what the would be if awarded post-disaster.
Appendix M-1, Contracted Resources, provides instructions for contracting additional resources prior to and during an incident.
Appendix M-2, Contracted Resources, includes a list of standby and per-qualified contract resources available for debris operations.
5.5 Mutual Aid and Inter local Agreements
The State of Tennessee Emergency Assistance Act of 2004 provides mutual aid agreements between cities, counties, and all other entities mentioned in the act. There will be no mutual aid agreements listed as all are automatic according to the act.
5-3 Section 6: Debris Collection and Hauling Operations
This section provides information on disaster debris response and recovery operations, including: damage assessment, debris collection, and the establishment of debris management sites.
6.1 Damage Assessment and Debris Estimates
Damage assessment is the systematic process of gathering preliminary estimates of disaster debris quantities and composition; damage cost; and general descriptions of the locale, type, and severity of damage sustained by both the public and private sectors. Initial damage assessments are usually completed within 36 hours of an incident by local, state, federal, and volunteer organizations and provide an indication of the loss and recovery needs. The initial damage assessment is the basis for determining the level of state and federal assistance needed, as well as the types of assistance necessary for recovery. The assessment may take longer depending on the Town of Troy's or region's ability to respond to life, safety, and property concerns. The debris assessment should accomplish all of the following:
* Estimate the quantity and mix of debris.
* Estimate damage cost.
* Determine impact on critical facilities.
* Identify impact on residential and commercial areas.
* Identify what additional resources are needed for response and recovery.
Damage Assessment Operations
Damage assessors will be used to identify estimated debris volumes and geographic dispersion. Damage assessors may also inspect structures and identify other hazards under the direction of the Operations Section Chief or their designee. Tennessee Emergency Management Agency thru the State of Tennessee Emergency Assistance Act of 2004 will be requested and responsible for directing damage assessment operations.
6-1 FEMA Preliminary Damage Assessments
The preliminary damage assessment (PDA) report is a more detailed assessment that is completed following the initial damage assessment if it is suspected that is completed following the initial damage assessment if it is suspected that the incident has, or will, overwhelm local resources and require federal assistance. The PDA serves two purposes, as follows:
* The PDA provides reliable damage estimates which are used as a basis in applying for assistance and where justified, the governor's request for a Presidential Disaster Declaration.
* The PDA provides for the effective implementation of state and federal disaster relief programs, if a Declaration is made.
The PDA is completed by a team of officials from FEMA, Tennessee Emergency Management Agency, the Obion County Emergency Management Agency and local officials, and the United States Small Business Administration. Usually it takes approximately thirty days to complete and compile a PDA and route it through the Governor's office to FEMA.
6.2 Debris Clearance and Removal Guidelines
The Town of Troy has developed the following guidance for prioritizing debris removal:
* Life Safety
* Situation Stabilization
* Property Protection
* Economic Stability and Environmental Protection.
These guidelines will dictate planning, response, and recovery during disaster debris creating events.
6-2 6.3 Debris Removal Priorities
The Town of Troy has developed the priorities for debris clearance. Circumstances such as crime scene preservation and accident investigation, may require a delay of debris clearing during disaster operations until approval can be obtained from local or federal law enforcement officials.
Clear Emergency Access Routes – Lifelines
Lifelines are those routes in a traffic network that provide access for emergency responders, alternate and evacuation routes, and damage assessments routes. Lifelines should include areas identified for potential staging, temporary shelters, and other resources available in the community that support emergency response. The Town of Troy will work closely with the county and neighboring jurisdictions to identify priorities for clearing transportation access routes.
Clear Access to Critical Facilities and Infrastructure
Assets, systems, and networks, whether physical or virtual, so vital that their incapacitation or destruction would have a debilitating effect on security, economic security, public health or safety. These include fire stations, police stations, and emergency operations centers, as well as cellular and line-line telephone services, drinking water and power utilities, and sanitation facilities. Routes to POD Distribution Centers are also considered critical.
Clear Major Freeways or Arterial Routes
Major freeways and arterial routes are portions of the public transportation network that needed to aid response and recovery operations, but may not have been cleared as an emergency access route.
Clear Areas Necessary for Movement of Goods and Services/Economic Restoration
These areas include those portions of the public transportation network necessary for effective transporting goods and services throughout the region that are not included in one of the previous categories. These may include access to warehouses and education facilities.
Clear Minor Arterial Routes
These routes include those portions of the public transportation network that receive moderate traffic flows, but are not included in one of the previous categories.
6-3 Clear Local Routes
These areas include those portions of the public transportation network in residential neighborhoods that are not included in one of the previous categories.
Appendix B, Lifelines, Critical Infrastructure, and other Debris Clearance Priorities, includes listing and maps of debris clearance and removal priorities including lifeline routes and critical infrastructure.
6.4 Debris Operations
Debris-clearing and removal operations predominately focus on public roads and other critical infrastructure; they should be prioritized based on the methodology listed in Section 6.3 of this plan. Debris Clearance Initial debris clearance will focus on removing debris from public property based on the priorities listed in Section 6.3. Additional debris clearance from private or commercial property may be necessary if the debris presents a health or safety risk to the community. Appendix B, Debris Resources, lists additional resources that can be used to clear and haul disaster debris following an incident. Items to be considered during debris clearance and collection include the following: Debris composition: Commingling of debris creates problems with reduction and recycling techniques, which may impact future reimbursement. Whenever possible, immediate action should be taken to prevent or reduce commingling of debris during debris collection operations. Location of debris: There will often be different reimbursement and operational guidelines for debris clearance on public property, private residential, and private commercial property. While debris clearance on private property is not usually a reimbursable expense, some jurisdictions have cleared debris from private property in the past when it presented a health or safety risk to the community. If private property debris removal is necessary, and reimbursement is expected, it must be approved by FEMA prior to any work being completed.
Collection Methods
Based on the types and distribution of debris, several collection methods are available during a debris causing incident:
6-4 Curbside: Residents may be asked to place their debris at the edge of the right of way for pickup. If curbside pickup is used, residents should be instructed to separate their debris into multiple categories including municipal solid waste, vegetative waste, construction and demolition debris, household hazardous waste, electronic waste (E-Waste), and putrescibles.
DMS or Drop Box: Residents may be asked to bring disaster debris to collection sites to temporarily store, segregate, and process debris before it is hauled to its final disposal site. If possible, the sites should remain at the same location for each debris-causing incident and should be included in the incident communication strategy. Facilities that can be used for drop-off include debris drop boxes, DMSs, landfills, and transfer stations.
6.5 Debris Management and Neighborhood Collection Sites
The Town of Troy has identified two classes or sites for use during debris management operations.
A neighborhood collection site is a temporary solid waste handling site used to consolidate debris within a local jurisdiction or area for transfer to a debris management site (DMS) or a permanent solid waste handling facility.
A debris management site is a temporary solid waste handling site used to collect, sort, and reduce debris, including special waste, prior to final recycling or disposal.
Site Management
DMS preparation and operation may be managed by the jurisdiction or a contractor. To meet overall debris management strategy goals and to ensure that the site operates efficiently, a site manager, debris monitoring personnel, and safety personnel should be assigned for each site. Appendix A, Debris Resources, list the Town of Troy's personnel identified for staffing of each of these positions, with responsibilities as follows:
Site Manager: The site manager is responsible for supervising day-to-day operations, maintaining daily logs, preparing site progress reports, and enforcing safety and permitting requirements during site operations. The site manager is also responsible for scheduling the environmental monitoring and updating the site layout. The site manager has oversight of the activities of the debris removal contractors and the on-site debris processing contractors to ensure that they comply with the terms of their contracts.
6-5 Monitoring Staff and Assignments: Debris monitors (whether jurisdiction employees or contractors) should be placed at ingress and egress points to quantify debris loads, issue load tickets, inspect and validate truck capacities, check loads for hazardous waste, and perform quality control checks. The specific duties of the monitors would depend on how debris is collected.
Safety Personnel: Safety personnel are responsible for traffic control and ensuring that site operations comply with local, state, and federal occupational safety regulations.
Establishing and Operations Planning
Republic Services Waste Management will be responsible for this chapter.
6.6 Debris Reuse, Reduction, and Disposal Methods
Numerous methods are available that reduce the overall volume of disaster debris and limit the amount of debris remaining for landfill disposal.
Republic Services Waste Management will be responsible for determining usages in this chapter.
Recycling and Reuse
Recycling and reuse strategies involve diverting material from the disposal stream and reusing it. The recycling and reuse of disaster debris is most often limited to metals, soils, and construction and demolition debris.
Metals: Most nonferrous and ferrous metal debris is suitable for recycling. Metal maulers and shredders can be used to shred trailer frames, trailer parts, appliances, and other metal items. Ferrous and nonferrous metals are separated using an electromagnet and then sold to metal recycling firms.
Soil: Soil can be combined with other organic materials that will decompose over time. This procedure produces significant amounts of material, which can be sold, recycled back into the agricultural community, or stored on-site to be used as cover when the site is returned to its per-incident state. In agricultural areas where chemical fertilizers are used heavily, recovered soil may be too contaminated for use on residential or existing agricultural land. Jurisdictions should consult with their local health department to establish what monitoring and testing is necessary to ensure that soil is not contaminated with chemicals. If the soil is not suitable for agricultural or residential use, it may ultimately need to be disposed of at a permitted landfill.
6-6 Construction and Demolition: Concrete, asphalt, and masonry products can be crushed and used as base material for certain road construction products, or as trench back-fill. Debris targeted for base materials needs to meet certain size specifications as determined by the end user. Clean wood products used in construction can also be chipped or ground and used as mulch or hog fuel.
Composting: Composting is the controlled decomposition of organic materials, such as leaves, grass, wood, and food scraps, by microorganisms. The result of this decomposition process is compost, a crumbly, earthy smelling, soil-like material. Yard trimmings and food scraps make up about 25 percent of the waste generated in the average household; composting can greatly reduce the amount of waste that ends up in landfills or incinerators. A section of DMSs should be reserved to receive compost material after a disaster. Composting can be used not only for backyard garden soil additives, farmlands, highways, and other landscaping projects, they can also be put to many innovative uses. Jurisdictions using composting to reduce organic material need to be aware of, and prepared to mitigate, several hazards, which include spontaneous combustion of piles and vector control for rodents.
Volume Reduction Methods
Volume reduction methods reduce the volume of disaster debris to decrease impact on disposal facilities or create opportunities to reuse debris. Descriptions of volume reduction methods are as follows:
Chipping and Grinding: Chipping and grinding reduces the volume of some debris types by as much as 75 percent. This method is commonly used to reduce the volume of disaster debris, including vegetative debris, construction demolition debris, plastics, rubber, and metals. Clean wood can also be reduced and used for mulch, while other debris such as plastic and metals can be chipped to reduce the overall volume of the material prior to transportation or disposal. The benefit of using a reduction method can be increased by identifying alternate uses for the residual material. The ability to use recycled wood chips as mulch for agricultural purposes, fuel for industrial heating, or in a co-generation power plant helps to offset the cost of the chipping and grinding operations. Jurisdictions using chipping and grinding to reduce the volume of vegetative debris must be careful to ensure that contaminants such as plastics, soils, rocks, and special wastes are not present in the vegetative debris to be processed. Care must also be taken when reducing construction and demolition debris to ensure that it does not contain hazardous materials, such as asbestos.
Incineration
Republic Services Waste Management does not use any incineration methods.
6-7 Problem Waste Processing and Disposal
Problem waste, such as pathogenic waste; white goods; household hazardous waste; or biological or nuclear waste, requires additional handling before it can be processed or disposed of and will vary depending on the type and scope of the debris-causing incident. During debris processing, problem waste should be removed and stored in a secure location until it can be disposed of properly. Because of their prevalence during debris-causing incidents, several types of waste warrant further discussion:
Household Hazardous Waste (HHW): HHW has been prevalent during past disaster debris causing incidents. Strategies need to be developed to collect and store HHW during disaster debris operations.
White Goods: White goods (including refrigerators) are commonly discarded after debris- causing incidents because they no longer function or as a result of extended power outages that cause their contents to decompose. Refrigerators are often processed in groups to remove the refrigerant along with any food waste, before being recycled.
Electronic Waste (E-waste): E-waste may contain a variety of potentially toxic chemicals, including heavy metals and poly-chlorinated biphenyls (PCBs). EPA has specifically classified cathode ray tube (CRT) monitors as hazardous waste, and other electronic components may also qualify. Whenever possible, E-waste should be separated from other waste and recycled by an E-waste processor.
Treated Wood: Treated wood includes different types of building material, including telephone poles, railroad ties, fence posts, and wood used to construct docks. Care needs to be taken to ensure treated wood is not chipped, shredded, mulched, composted, incinerated, or disposed of in unlined landfills during processing and disposal.
Gypsum Drywall: When gypsum deteriorates in landfills it can create hydrogen sulfide gas, which poses an explosion and inhalation hazard. Large amounts of drywall are often created during storms and floods. Landfill managers must be aware of this and implement the proper precautions. If possible, gypsum drywall should be recycled rather than disposed of in a landfill.
6-8 Asbestos: Regulations for asbestos handling are well established by several different local, state, and federal agencies, including the EPA. After a major debris-causing incident, asbestos inspections may not be possible prior to demolition, resulting in an increased risk to public health. Jurisdictions should work with the Clean Air Regulatory Agency and local public health agencies to ensure waste that possibly contains asbestos is properly handled and disposed of.
Human Waste: Following a disaster that disables water, sewer, or septic systems, citizens may have human waste stored in containers that requires disposal. This is considered bio hazardous waste that cannot be included in the debris stream. Close cooperation is necessary between emergency managers, local public health officials, and utility personnel to properly collect and dispose of this waste.
Whenever possible, jurisdictions should attempt to segregate hazardous substances from the waste stream as early in processing as possible in order to prevent contamination of larger amounts of waste. Jurisdictions undergoing any cleanup effort that includes hazardous waste should consult with their local hazardous waste staff, public health officials, and EPA to ensure the protection of public health.
Debris Sorting and Diversion
When establishing and operating debris management and neighborhood collection sites the site manager is responsible for ensuring appropriate staff are available to monitor debris and ensure debris are sorted into appropriate categories for recycling, reuse, special waste processing, and disposal.
6.7 Debris Management Operations Monitoring
Debris monitoring operations document the debris clearance and removal operations, including the location and amount of debris collected. Monitoring is needed to ensure that the any debris removal contractor(s) are performing the scope of work required by the contract. Debris monitoring can be accomplished by the Town of Troy staff, or by a debris monitoring contractor hired by the Town of Troy. Contact information for debris management contractors is included in Appendix A, Debris Resources. 6-9 The key elements to observe and record when monitoring and documenting debris operations include: Type of debris collected Amount of debris collected Original collection location Equipment usage Staff labor hours Amount processed and final disposition for each type of debris (reuse, recycle, special waste, etc). Documentation and Reporting Requirements During the operation of DMSs, any operations that will have a bearing on site closeout need to documented, such as petroleum spills at fueling sites; hydraulic fluid spills at equipment breakdowns; discovery of household hazardous waste; and commercial, agricultural, or industrial hazardous and toxic waste storage and disposal. This information will be used during site closeout operations.
6.8 Debris Management Contractor Monitoring
All jurisdictions that contract for debris operations should establish a contract monitoring plan. The purpose of this plan is to accurately track costs and protect the jurisdiction’s financial interest. Monitoring debris removal operations achieves two objectives: Verification that the work completed by the contractor is in the contract scope of work Documented justification, as required, for Public Assistance grant reimbursement
Contractor monitoring can be accomplished by the Town of Troy staff. 6-10
Considerations for Unit Price Contracts
A unit price contract requires that all trucks be accurately weighed, or measured and numbered, and that all truckloads be documented. Full-time trained contract monitors are usually necessary for this type of contract to keep an accurate account of the actual quantities of debris transported (in either cubic yards or tons). Monitors must be available at debris pickup locations to ensure the debris being picked up is eligible. In addition, this type of contract requires the contractor to provide or construct an observation stand at all reduction and disposal sites so the contract monitor can certify the load. If scales are used, monitors must also ensure that proper weights are registered before and after trucks have been emptied. The following conditions for unit price payments also apply: If unit price payments are based on weight, a truck scale must be available at the disposal site for weighing trucks. The weight of an empty truck must also be confirmed. If unit price payments are based on volume, monitors must verify truck capacities and inspect trucks for proper loading and compaction.
Load Tickets The term “load ticket” refers to the primary debris-tracking document. A load ticket system tracks the debris from the original collection point to the DMS or landfill. By positioning debris monitors at each point of the operations (collection, DMS, and/or final disposition), the eligible scope of work can be properly documented. This process enables the jurisdiction to document and track debris from the initial collection location, to the DMS, and to final disposal locations. If a jurisdiction uses a contract hauler, this ticket often verifies hauling activities and can be used for billing purposes. Load tickets should be multi-copy and sequentially numbered. All copies of load tickets presented for payment must match in order for payments to be made. A sample load ticket is included in Appendix H-a, Debris Removal Forms.
Truck Certification and Periodic Re-certification Prior to beginning contract work, each truck must be certified. Certification includes a record of the following: Volume of the truck bed in cubic yards or empty truck weight Truck license number Any identification number assigned by the owner A short description of the truck
6-11 Monitors may need to be trained in order to measure truck capacities for certification purposes. Re-certification of the hauling trucks on a random and periodic basis should be implemented for contract compliance and reimbursement considerations. A listing of certified trucks should be maintained by debris monitors to ensure that truck identifications have not been altered. A sample truck certification form is included in Appendix H-b, Debris Removal Forms.
6-12 Section 7: Contracted Resources
This section provides information on establishing and maintaining contracts for debris management services including debris clearance, removal, processing, monitoring, and disposal.
7.1 Existing Debris Management and Solid Waste Contracts
Section 5, Current Resources, list current contracts the Town of Troy can use to augment their existing resources during a debris creating incident. Prior to engaging additional resources for debris collection and hauling, it is important that the Town of Troy with its current solid waste collection company, Republic Services Waste Management, and identify their available resources.
7.2 Contract Debris Management Resource Needs
Based on current resources identified in Section 5, Current Resources, the Town of Troy has identified that additional resources may be needed in these areas to support a disaster debris operations:
Right of Way (ROW) vegetative debris removal ROW construction and demolition debris removal ROW household hazardous waste collection and disposal ROW tree trimming and clearing General debris collection General debris hauling Debris processing and reduction Commercial and private property demolition and debris removal Commercial and private property sediment removal Debris Management Site (DMS) management Debris monitoring and inspection
Contracts have been or are being developed to address these needs.
7-1 7.3 Emergency Contracting and Procurement Procedure
It is advisable for Jurisdictions to contract for debris management resources prior to a debris causing incident or to pre-qualify contractors who may perform debris management operations. If emergency contracts have to be established during an event the following general emergency contract rules apply:
The contractor must be licensed and bonded
The contractor must have adequate insurance
The contract must comply with state and Federal procurement standards including provisions of 44 CFR Part 13
The contractor cannot be on the State Department of Labor and Industries Debarred Contractors list
Prices must be reasonable as described by OMB circular A-87
In addition, the following Jurisdiction emergency contracting and procurement procedures that must be followed:
Contracts MUST be reviewed by a representative of Jurisdiction’s Legal Department before they are signed Jurisdiction emergency contracting procedures…
Types of Contracts
The type of contract used to supply debris management services will vary depending on the type of work to be performed and how soon after the incident the work is planned. The three recommended contract vehicles for debris operations are:
Time and Materials Contract: Under a time and materials contract, the contractor is paid based on time spent and resources used in accomplishing debris management tasks. Time and materials contracts are extremely flexible and especially suitable for early debris right-of- way clearance jobs and hot spot cleanups. It is recommended that the use of time and materials contracts be limited to the first 70 work hours after a disaster. After this amount of time it is assumed a sufficient scope of work can be developed and competitively bid contracts can be awarded.
7-2 Unit Price Contract: A unit price contract is based on weight (tons) or volume (cubic yards) of debris hauled. This kind of contract should only be used when the scope of work is not well defined. It requires close monitoring of debris collection, transportation, and disposal to ensure that quantities are accurate. A unit price contract may be complicated by the need to segregate debris for disposal. This type of contract is typically used in a moderate to high debris generating event.
Lump Sum Contract: A lump sum contract is used when the scope of work is clearly defined and the areas of work are specifically quantified. Lump sum contracts require the least monitoring by the contracting Jurisdiction.
The following contract vehicles are not recommended:
Cost plus Percentage of Cost: A cost-plus-percentage-of-cost contract is one whereby the contractor is compensated for work performed, such as a time and materials contract, but also compensated an additional percentage of that compensation. These type contracts are not reimbursable under FEMA PA grants.
Conditional upon Federal Reimbursement: This kind of contract only reimburses contractors if the region receives federal funding.
Piggyback Contracts: When a Jurisdiction uses another Jurisdictions contract it is referred to as “piggybacking” on their contract. Variables associated with scopes of work and costs generally make this an option to be avoided.
Competitive Bid Process
During an emergency it is possible to develop an expedited process to competitively bid work. In the past Jurisdictions have developed scopes-of-work, identified contractors that can do the work, made telephone invitations for bids, and received competitive bids.
7-3 Section 8: Private Property Demolition and Debris Removal
Private property debris removal (PPDR) refers to the demolition and removal of disaster debris on private, commercial, or residential property. Generally, removal of debris from private property is not recommended. To be reimbursable from FEMA PA PPDR must be applied for, and pre-approved prior to the beginning of any work. (See FEMA 9523.4, Demolition of Private Structures, and FEMA 9523.13, Private Property Debris Removal) The following section provides information on the process to demolish and remove disaster debris on private property with or without owner consent and outlines the procedures that the Town of Troy will need to follow in order to potentially receive expense reimbursement through the Public Assistance Program.
8.1 Debris Removal and Demolition Permitting and Procedures
Following a debris causing incident, the Town of Troy may need to enter private property to demolish private structures made unsafe by disasters in order to eliminate immediate threats to life, public health, and safety. The demolition of privately owned structures deemed unsafe, and subsequent removal of demolition debris, may be required when the following conditions are met: The Town of Troy's Safety Officer and/or Fire Chief identifies that the structure is unsafe and poses an immediate threat to the public. An unsafe structure is so damaged or structurally unsafe that partial or complete collapse is imminent. The Town of Troy demonstrates that it has the authority and legal responsibility to enter private property to perform the demolition. The legal basis for this responsibility must be established by law, ordinance, or code at the time of the disaster and must be relevant to the post-disaster condition representing an immediate threat to life, public health, and safety, not merely defining the applicant’s uniform level of services. A legally authorized official has ordered the demolition of unsafe structures and removal of demolition debris.
The condemnation and demolition of structures must comply with existing Town of Troy's condemnation and demolition procedures unless expedited procedures are in place due to the severity of the incident. Additional information on condemnation and demolition are provided below.
8-1 Demolition Documentation
The following documents should be collected and/or completed prior to demolition in order to comply with the Town of Troy's regulations:
Verification of ownership ensures that the proper site and owner are identified and that the owner is aware of the nature of the scheduled building assessment. Right-of-entry form is signed by the property owner, which allows the building official to enter the property to complete the assessment. It often contains a hold harmless agreement that documents the property owner’s promise that he or she will not bring legal action against the applicant if there is damage or harm done to the property. A sample Right of Entry form is included in Appendix X of this plan. Building official assessment is the documentation of the damage to the structure and the description of the threat to public health and safety. This assessment often contains the building official’s determination as to whether the structure should be condemned, repaired or demolished. This may be in the form of an official structural assessment. Verification of insurance information allows the applicant to pursue financial compensation if the property owner’s homeowner insurance policy covers demolition and debris removal. Archeological review outlines the archeological low-impact stipulations for demolition and debris removal activities; it also highlights the implications for the applicant if they fail to comply with the guidelines. Environmental review ensures that adverse impacts to protected environmental resources are minimized or avoided when removing debris from the proposed site. These reviews should be acceptable to the appropriate resource agency. Wetland and other water resources, hazardous materials, and habitats of endangered species are among the resources of most frequent concern. Tennessee State Historical Preservation Office Review confirms that the Texas State Historic Preservation Officer has been notified and correspondence has been received to absolve the area of any historic significance. Photos show the disaster-damaged condition of the property prior to the beginning of the demolition work. This is generally one or more labeled photographs that confirm the address and identified scope of work on the property. If it is determined that a structure needs to be demolished, additional documentation may be required for the applicant’s legal protection as well as the public’s health and safety during the demolition and debris removal operations.
8-2 Letter or notice of condemnation is a document signed by the building official that outlines the specific threat to public safety and health.
Notice of demolition is issued to inform the property owner when the demolition will begin and shall be posted in advance to provide a reasonable period of time for personal property to be removed. The applicant should attempt to notify the property owner, if not already contacted, through direct mail and local media.
Notice of intent to demolish is normally provided for the public health and safety of neighboring residents. This notice is conspicuously posted on the structure to be demolished.
Inspections
A few days prior to the demolition, a Town of Troy representative should conduct an inspection of the site. The inspector should take photographs at each site visit for their records. These inspections and verifications generally include the following: Water and sewer/septic tank inspection to verify the utilities have been terminated and isolated from the proposed sphere of influence during the demolition operations. The inspector should verify that all other utilities have been terminated during the same visit. Occupancy inspection is conducted immediately prior to demolition to ensure that no one is physically in the building. Open void inspection is performed if the structure has a basement that is to be filled. This inspection will be conducted once the above-grade structure is gone and the inspector can visually see the entire below-grade excavation. Post-demolition inspection is completed once the structure is demolished, the debris is removed, and the site is graded.
Debris Removal and Demolition of Private Property without Owner Consent
If a privately owned structure meets the requirements for demolition but the consent by the owner is not obtained, an abbreviated and expedited procedure shall take place. The procedure should consist of the following:
8-3 A notice describing the area and/or parcel of land where debris removal will take place shall be published in the Union City Daily Messenger (based upon the most expedient publication deadline) at least seven (7) calendar days prior to the beginning of the debris removal. During this seven (7) day period, property owners shall have the right and opportunity to go upon their property and remove such items as they deem appropriate, under rules promulgated by the jurisdiction. A notice shall be clearly posted in the area where debris removal will take place. The media will be advised of this action so as to give the broadest public notice. The notice shall contain the following information:
A general description of the area where debris removal shall take place. The date and time when debris removal will begin. The name and telephone number of the office where the property owner can secure information with regard to the debris removal. A statement of the reason for the debris removal.
In addition to requirement of publishing the above referenced notice, an attempt must be made to identify and contact the owner of the structure. (Attempt to contact shall only be required to consist of those measures reasonable and possible based upon the state of available records and communication channels, which may have been severely diminished as a consequence of the disaster). A determination by the Safety Officer of the Town of Troy that the structure is unsafe, unfit for human habitation, or presents a danger to the public in its existing state. The posting of a notice of condemnation on the structure containing a phone number and physical address where the owner can contact the jurisdiction designating the date of posting of the condemnation notice, and stating the time period available prior to demolition for contacting the jurisdiction, A waiting period of seven (7) days from the posting of the notice for a property owner to contact the Town of Troy and present compelling evidence to the Safety Officer stating why the condemned structure should not be removed. At the next Town of Troy board meeting following said seven (7) day period, a public hearing shall be held. Upon confirmation of adjudication of condemnation of a structure, the structure shall be demolished.
8-4 If an owner does contact the jurisdiction as provided in the notice and the Mayor of the Town of troy does not conclude that the evidence presented by the owner alleviates the danger to the public, an owner aggrieved of this process may appeal to the Town of Troy's board by written notice to the council prior to the demolition of the structure; however, while the Town of Troy's officials should make every effort to schedule demolitions in a sector to allow time for such an appeal, no appeal shall be allowed to jeopardize the health and safety of the rest of the citizens by causing a postponement of demolition beyond the next Town of Troy board meeting following the filing of such an appeal, unless postponement is ordered by the Town of Troy.
8.2 Special Considerations
Mobile Home Parks
Higher structure density situations, specifically mobile home parks, create an extensive amount of mixed debris in a relatively small area. The most complex aspect of debris operations in a mobile home park is documenting ownership and legal responsibility for cleanup within the park. The mobile home park site is sometimes owned, operated, and maintained by multiple parties. The individual homes may be owned by a landlord or agency, or by the individuals that occupy the structures.
Vehicles
Vehicles and other legally registered personal property present challenges if abandoned following an event due to their need to be individually processed and stored until they can be sold or destroyed based on an official declaration of abandonment. The Town of Troy must follow all local and state laws that apply to the impoundment, and the resulting salvage, or sale of the vehicle or vessel. The Town of Troy has identified the following procedure to impound and handle abandoned vehicles. Abandoned vehicles or vessels that are left and present a public nuisance will be tagged with a readily visible notification sticker. The sticker shall contain the following information: The date and time the sticker was attached. The identity of the individual tagging the vehicle. A statement that if the vehicle is not removed within twenty-four (24) hours from the time the sticker is attached, the vehicle may be taken into custody and stored at the owner's expense.
8-5 The address and telephone number where additional information may be obtained.
If the vehicle has current Tennessee registration plates, The Town of Troy shall check the records to learn the identity of the last owner of record and shall make a reasonable effort to contact the owner by telephone in order to give the owner the information on the notification sticker. If the vehicle is not removed within twenty-four (24) hours from the time the notification sticker is attached, The Town of Troy may take custody of the vehicle and provide for the vehicle's removal to a safe location. This location may include an impound yard or the yard of a registered tow-truck operator. After a vehicle has been impounded, the Town of Troy will again notify the registered and legal owner that the vehicle has been declared abandoned. If the registered or legal owner has not contacted the jurisdiction within thirty (30) days, the vehicle or vessel will either be junked, or sold at auction.
8-6 Section 9: Public Information Strategy
The goal of the public information strategy is to ensure that the residents are given accurate and timely information for their use and their own individual planning purposes. If information is not distributed quickly, rumors and misinformation spread and erode confidence in applicant management of the recovery operations. This section provides information on the Town of Troy's Public Information Strategy to assist in debris management operations.
9.1 Public Information Officer
The incident command structure for all debris incidents should include a Public Information Officer (PIO) to distribute information and educate citizens about the debris operations. Section 5, Current Resources, contains a description of the role and responsibilities of a PIO. The Town of Troy staff that can assume the position in the event of an emergency are listed in Appendix I, Public Information.
9.2 Communication and Public Education Strategy Prior to an Incident
The Town of Troy has developed a public information campaign around disaster debris causing incidents. The campaign is a coordinated effort to provide information to jurisdiction employees, stakeholders, and the public prior to, during, and after a debris causing incident. The campaign introduces debris-causing incidents and includes the following elements:
Identification of a debris-causing incident communications strategy
Creation of debris management presentation designed for different audiences including policy makers, jurisdiction employees, and community groups
Development of material to be passed out prior to a disaster including fact sheets about the sorting of debris sorting requirements by FEMA
Identification of anticipated issues during an incident through press releases and disaster specific information
9-1 Special Waste Considerations Special waste items are those that need special handling, treatment, and disposal due to their hazardous potential, large volumes, or other problematic characteristics. Pr-scripted messages have been developed to provide the public with information on: How to identify Special Waste Why they should separate Special Waste Precautions to be taken if placing Special Waste in the Right of Way
9.3 Public Information Strategy during an Incident
The Town of Troy's Public Information Officer will provide information to media outlets and the public during an incident.
Coordination with the Joint Information Center (JIC)
Communications should be coordinated through the Joint Information Center (JIC) or Joint Information System (JIS); if a JIC or JIS has not been established, coordination should take place through each jurisdiction’s PIOs. If a JIC is established during a debris-causing incident, a Town of Troy debris liaison or technical specialist will report to the JIC to assist the PIOs. The debris operations liaison will provide current information on such topics as: Cleanup instructions Status of cleanup Locations of drop-off or collection sites How to source-separate waste Handling procedures Illegal dumping provisions Addressing complaints regarding debris piles or illegal dumping
Staff who can act as a debris liaison or technical specialist are included in Appendix A, Debris Resources.
9-2 Pre-scripted Information Debris management public information products should use various types of information vehicles (print, radio, internet, etc.) and include pre-scripted information concerning topics, such as: Debris pick-up schedules Disposal methods and ongoing actions to comply with federal, state, and local environmental regulations Disposal procedures for self-help and independent contractors Restrictions and penalties for creating illegal dumps Curbside debris segregation instructions Public drop-off locations for all debris types Process for answering the public’s questions concerning debris removal
Distribution Strategy The public information strategy should include methods to disseminate the prepared information to the general public. This can be accomplished in a number of ways. The following are suggested vehicles for dissemination of information: Media – Local television, radio, newspapers, or community newsletters Internet – via official emails Public Forums – Interactive meetings at town hall or shopping mall kiosks Direct Mail Products – Door hangers, direct mail, fact sheets, fliers within billings, and billboards Telephone Information Hotline – Pre-identified telephone number that citizens can call to get recorded information.
Media outlets will be listed in Appendix I-1, Public Information
The public information staff must take advantage of every information vehicle available if power, utilities, and other infrastructure have been damaged. Often, the best carriers of information are the responders in the field. The general public recognizes their role and frequently asks questions regarding the operations. Stocking the equipment and trucks with fliers, pamphlets, and other print media allows responders to perform their duties while also satisfying the public’s need for information.
9-3 Message Maps
Message mapping is a process by which users can predict 95 percent of questions likely to be asked by the media and others. In preparation of an incident, the Town of Troy has prepared clear and concise answers to anticipated questions along with supporting information; effective message delivery is practiced before a crisis occurs. Appendix I-2, Public Information, contains message maps developed for use in debris management operations.
Developing Messages in Alternative Languages and Formats
Message alerts have been developed in alternative languages that are spoken in the community. Based on the community demographics in the Town of Troy, messages will be developed in the following languages:
English and Spanish
Alternate formats or message materials have also been developed to assist the special needs population within the community.
Blind or sight hindered individuals
9-4 Section 10: Training and Exercises
This section summarizes training and exercise components necessary to support disaster debris operations. The Town of Troy staff participating in disaster debris management operations should have emergency management and position-specific training, depending on their expected role during a debris-causing incident. The Town of Troy is an active participant in all exercises conducted in Obion County, Tennessee by the Obion County Emergency Management Agency.
10.1 General Emergency Management Training
General emergency management training requirements are developed as part of National Incident Management System (NIMS). The online courses and additional NIMS and FEMA courses and information are at http://training.fema.gov/. It is recommended that identified staff complete the following courses: IS-700 NIMS: An Introduction (available online at http://training.fema.gov/IS/ ) IS-800 NRF: An Introduction (available online at http://training.fema.gov/IS/ ) ICS-100: Introduction to NIMS ICS for Operational First Responders (available online at http://training.fema.gov/IS/ ) ICS-200: Basic All-Hazards NIMS ICS for Operational First Responders (available online at http://training.fema.gov/IS/ ) ICS-300: Intermediate NIMS ICS (classroom) ICS-400: Advanced NIMS ICS (classroom) These requirements are listed as part of the Fiscal Year 2010 NIMS Training Requirements and the 2008 Five-Year NIMS Training Plan. Additional information on position-based NIMS training requirements is available from FEMA’s Emergency Management Institute and the Tennessee Emergency Management Agency.
10-1 10.2 Position-Specific Training
Specific training is available for staff that will support debris management operations. This includes: IS-630: Introduction to the Public Assistance Program: This class provides an introduction to the FEMA Public Assistance Program and how it applies to local jurisdictions. It is well suited for debris managers, DMS managers, finance and administration staff supporting debris operations, and any other staff who direct or have an active role in debris clearance, collection, and disposal operations. The class is available online through the FEMA Emergency Management Institute.
IS-631: Public Assistance Operations: This class builds on IS-630 and provides additional information on the FEMA Public Assistance Program. It is well suited for debris managers, DMS managers, and finance and administration staff supporting debris operations. The class is available online through the FEMA Emergency Management Institute. IS-632: Introduction to Debris Operations in FEMA’s Public Assistance Program: This class provides an introduction to local debris management operations and the FEMA public assistance program. It is well suited for any staff who will be participating in debris management operations, including Debris Managers, DMS Managers, debris monitors, and finance and administration staff supporting debris operations. The class is available online through the FEMA Emergency Management Institute. E202 Debris Management: This class provides in-depth training on a variety of debris management topics. The course is delivered in a classroom setting and is provided through a variety of sources, including the FEMA Emergency Management Institute and Emergency Management Division.
10-2 10.3 Exercises
Procedures for disaster debris removal can be tested through discussion-based and operational-based exercises, as defined in the Homeland Security Exercise and Evaluation Program. The purpose of conducting exercises is to determine the overall efficiency and effectiveness of the Town of Troy Operational Disaster Debris Management Plan or a subset of the plan in a disaster scenario. These procedures can be exercised specifically using a debris management scenario, or as part of another exercise. At minimum, operational exercises involving the debris management plan will be conducted every five years. The plan will be modified based on after action reports (AARs) and improvement plans (IPs) from exercises, as well as actual events. The exercises will be developed and executed individually and through collaboration with other regional stakeholders. Regional stakeholders that will be considered include:
Federal Agencies such as the United States Corps. Of Engineers, Federal Emergency Management Agency, Environmental Protection Agency
State Agencies such as the Tennessee Emergency Management Agency, Tennessee Department of Environment and Conservation, Tennessee Department of Health
Local Agencies such as the Obion County Emergency Management Agency, Obion County Local Emergency Planning Committee, Obion County Public Health Department, Neighboring Jurisdictions
10-3 The plan was prepared by:
The Town of Troy, Tennessee
Phillip Green – Emergency Management / NIMS Point of Contact
Lyn Jones – Director of Public Works
Jimmie C. Hart – Mayor
Town of Troy, Tennessee
Debris Management Plan
Appendix
December 2013 Appendix
Health and Safety Plan A Lifelines, Critical Infrastructure, Debris Clearance Priorities B Life Line Routes B-1 Critical Facilities B-2 Critical Roads B-3 Primary Roads and Streets B-4 Secondary and Neighborhood Streets B-5 Critical Utilities B-6 Debris Sites B-7 County Landfill Location B-8 Mutual Aid Agreement (Law) C Time and Materials Contract (sample) D Lump Sum Contract (sample) E Unit Price Contract (sample) F Right of Entry Form (sample) G Debris Removal Forms H Load Ticket Form H-a Load Checking Form H-b Public Information I Statement on PIO List of Media Outlets I-1 Message Guidelines (FEMA) I-2 Hazardous Waste J Contractors List Environment Resources K Monitoring Resources L Equipment Resources M Contracted Resources N Instructions for Contracting N-1 List of General Contractors N-2 Health and Safety Plan
Appendix A Town of Troy
Health and Safety Plan
Purpose
The purpose of this Health and Safety Supplement is to support the existing Town of Troy safety plan and/or procedures in regards to debris removal activities. These are recommended baseline safety provisions. Ultimately, health and safety is the responsibility of the contracted parties involved in debris removal activities. This document will outline some of the general steps necessary to provide a safe work environment for debris removal and monitoring employees. In addition, this document will identify some representative work hazards and the appropriate measures to reduce risk of injury.
Dissemination of Information
The debris hauling contractor and monitoring firm project managers will be provided with this document and will be expected to disseminate the information and guidelines to their respective personnel. A copy of the document should be available for consultation. In addition, elements of the document will be reviewed periodically during the project to increase worker awareness.
Compliance
The debris hauling contractor and monitoring firm project managers are responsible for health and safety compliance of their respective personnel and subcontractors. Any crews or individuals that are not compliant shall be suspended from debris removal activities until the situation is remedied. Offenders of safety policies and procedures will be dismissed from the project entirely.
Job Hazard Assessment
Though debris removal activities are fairly similar among events, assessing the particular hazards of each disaster is an important part of maintaining health and safety for the debris removal workers. At a minimum, the following areas of focus should be considered as part of job hazard assessment:
1 Disaster Debris – Disasters that result in property damage typically generate large quantities of debris which must be collected and transported for disposal. The type of debris varies depending on the characteristics of the region (e.g. terrain, climate, dwelling and building types, population, etc.), age and use of structure and the debris-generating event (e.g. type, event strength, duration, etc.). In addition, the disaster debris produces a host of uneven surfaces, which must be negotiated.
Debris Removal – Often the removal of disaster debris involves working with splintered, sharp edges of vegetative or construction material debris. Many disasters involve heavy rains or flooding. Consequently, disaster debris is damp and heavier than usual. As weights increase, so does the risk of injury.
Removal Equipment – In most disasters, debris must be removed from the public Right-of- Way (ROW) to provide access for emergency vehicles and subsequent recovery efforts. Debris collection and removal requires the use of heavy equipment and power tools to trim, separate and clear disaster debris.
Traffic Safety – The ROW is located primarily on publicly-maintained roads. As a result, much of the debris removal process takes place in traffic of varying levels of congestion. In addition, disasters often damage road signs, challenging safety on the road.
Wildlife Awareness – Disasters are traumatic events for people as well as wildlife. Displaced animals (rodents), reptiles and insects pose a hazard to debris removal workers.
Debris Disposal – After disaster debris is collected it is often transported to a debris management site (DMS). Upon entry to a DMS, the monitoring firm will assess the volume of disaster debris being transported. The collection vehicle will then dispose of the disaster debris and the debris will be reduced either through a grinding operation or incineration or sent off-site for recycling. The DMS is a common area for injury. Response and recovery workers in this environment are more likely to be exposed to falling debris, heavy construction traffic, high noise levels, dust and airborne particles from the reduction process. Load spotters will be trained to watch for hazardous waste and other items that do not belong at the DMS.
Climate – Debris-generating disasters often occur in areas or seasons with extreme weather conditions. The effects of temperature and humidity on physical labor must be monitored, and proper work-rest intervals must be assessed.
2 Administrative and Engineering Controls
The use of administrative and engineering controls can greatly reduce the threats to public health and safety in debris removal activities. Some common administrative and engineering controls used in the debris removal process are:
Collection Operations
Conduct debris removal operations during daylight hours only (unless sites are fully lit for nighttime operations).
Limit clean-up operations to one side of the road at a time.
Limit collection work under overhead lines, allow Gibson County Electric Membership Corp. to clear fallen lines prior to working in that area.
Inspect piles before using heavy equipment to remove them to ensure that there are no hazardous obstructions.
Make sure that all collection vehicles have properly functioning lights, horns and back- up alarms.
Load collection vehicles properly (not overloaded or unbalanced).
Cover and secure loads, if necessary.
When monitoring the collection process, stay alert in traffic and use safe driving techniques.
Watch for hazardous waste, white goods, propane tanks and other hazardous materials.
Power Tools
Inspect all power tools before use.
Do not use damaged or defective equipment.
Use power tools for their intended purpose.
Avoid using power tools in wet areas.
3 Debris Reducing Machinery (Grinders/Wood Chippers)
Do not wear loose-fitting clothing.
Follow the manufacturer’s guidelines and safety instructions.
Guard the feed and discharge ports.
Do not open access doors while equipment is running.
Always chock the trailer wheels to restrict rolling.
Maintain safe distances.
Never reach into operating equipment.
Use lock out/tag out protocol when maintaining equipment.
DMS/Disposal Operations
Use jersey barriers and cones to properly mark traffic patterns.
Use proper flagging techniques for directing traffic.
Monitor towers must not exit into traffic and should have hand and guard rails to reduce trips and falls.
Monitor towers must have properly constructed access stairways with proper treads and risers and proper ascent angle (4:1 height/width ratio).
Monitor towers must be surrounded by jersey barriers which protect the tower and monitors from being struck by inbound or outbound collection vehicles.
Monitor towers should be located upwind from dust- and particulate generating activities.
A water truck should spray the site as necessary to control airborne dust and debris.
4 Personal Protective Equipment
Personal Protective Equipment (PPE) is the last resort to providing a safe working environment for workers. PPE does not eliminate or even reduce hazards as administrative and engineering controls do. PPE works to reduce the risk of injury by creating a protective barrier between the individuals and work place hazards.
Proper use of PPE includes using PPE for its intended purpose. For example, using the wrong type of respirator might expose the worker to carcinogenic particulates. Properly fitting the equipment to the user may require examination by a medical professional. PPE that does not fit well will not provide maximum protection and will decrease the likelihood of the individual continuing to use the equipment. In addition, improper use may result in serious injury or death. The proper use of the equipment is outlined in detail in the manufacturer’s instructions.
The following PPE may be applicable in standard ROW, Right-of-Entry (ROE), and vegetative and construction & demolition debris removal activities:
Head Protection – Equipment designed to provide protection for an individual’s head against hazards such as falling objects or the possibility of striking one’s head against low hanging objects. PPE used to protect the head must comply with ANSI Z89.1-1986, “American National Standard for Personnel Protection - Protective Head wear for Industrial Workers – Requirements.”
Foot Protection – Equipment designed to provide protection for an individual’s feet and toes against hazards such as falling or rolling objects, objects that may pierce the sole or upper section of the foot, etc. PPE used to protect the feet and toes must comply with ANSI Z-41- 1991, “American National Standard for Personal Protection-Protective Footwear.”
Hand Protection – Equipment designed to provide protection for an individual’s hands against hazards such as sharp or abrasive surfaces. The proper hand protection necessary is dependent upon the situation and characteristics of the gloves. For instance, specific gloves would be used for protection against electrical hazards while the same gloves may not be appropriate in dealing with sharp or abrasive surfaces.
Vision/Face Protection – Equipment designed to provide protection for an individual’s eyes or face against hazards such as flying objects. PPE used to protect eyes and face must comply with ANSI Z87.1-1989, “American National Standard Practice for Occupational and Educational Eye and Face Protection.” Again, the proper eye/face protection necessary is dependent upon the situation and characteristics of the equipment. For instance, eye and face protection used by individuals who are welding may not be appropriate for individuals operating a wood chipper. 5 Hearing Protection – Equipment designed to provide protection for an individual’s hearing against prolonged exposure to high noise levels. According to OSHA, the permissible level of sound is an average of 90 decibels over the course of an eight (8) hour work day. Above the sound exposure level, hearing protection is required. PPE used to protect hearing must comply with ANSI S3.19-1974, “American National Standard Practice for Personal Protection- Hearing Protection.”
Respiratory Protection – Equipment designed to provide protection for an individual’s respiratory system against breathing air contaminated with hazardous gases, vapors, airborne particles, etc. PPE used to the respiratory system must comply with ANSI Z88.2-1992. In addition, the use of respiratory protection requires a qualitative fit test and in some cases a pulmonary fit test by a licensed medical professional.
PPE Debris Removal Activity
PPE requirements are made based upon the results of the job hazards assessment. The following list of PPE is organized by debris removal activity and is meant to be a representative list. Specific PPE requirements vary from location to location. In general, individuals involved in the debris removal process should personally monitor water consumption to avoid dehydration and use appropriate skin protection (breathable clothes, light colors, sunscreen, etc.). Ultimately, the selection of PPE is the responsibility of the debris hauling contractor and monitoring firm project managers.
Debris Collection Monitoring The hazards of disaster debris collection monitoring include, but are not limited to: struck by vehicles, falls or trips on uneven surfaces, cuts, abrasions or punctures from vegetative or C&D sharps. PPE requirements include:
I. Reflective vest; II. Foot protection (rugged shoes or boots, steel toe and shank if required); and III. Long pants.
6 Debris Disposal Monitoring The hazards of disaster debris disposal monitoring include, but are not limited to: struck by or caught in/between vehicles, falls or trips on stairs or uneven surfaces, cuts, abrasions or punctures from vegetative or C&D sharps and struck by falling disaster debris. Monitor towers must be equipped with a first aid kit. PPE requirements include:
IV. Reflective vest; V. Foot protection (rugged shoes or boots, steel toe if required); VI. Long pants; and VII. Hard Hat.
Debris Removal The hazards of disaster debris removal include, but are not limited to: struck by vehicles, falls or trips on uneven surfaces, cuts, abrasions or punctures from vegetative or C&D sharps and airborne debris. In addition, PPE requirements include:
VIII.Reflective vest; IX. Vision and hearing protection; X. Foot protection (rugged shoes or boots, steel toe and shank if required); and XI. Long pants.
Debris Disposal, Reduction, and Recycling The hazards of disaster debris disposal, recycling, and reduction include, but are not limited to: struck by or caught in/between vehicles, falls or trips on uneven surfaces, cuts, abrasions or punctures from vegetative or C&D, hazardous waste, sharps, struck by falling disaster debris and airborne particles. PPE requirements include:
XII. Reflective Vest; XIII. Foot protection (rugged shoes or boots, steel toe if required); XIV. Vision and hearing protection; XV. Long pants; XVI. Gloves; and XVII. Hard Hat.
7 Debris Cutting and Trim Work The hazards of disaster debris cutting and trimming work include, but are not limited to: struck by or caught in/between vehicles, falls or trips on uneven surfaces, cuts, abrasions or punctures from power tools, vegetative or C&D sharps, struck by falling disaster debris and airborne particles. PPE requirements include:
XVIII. Reflective Vest; XIX. Hand and Foot protection (rugged shoes or boots, steel toe if required); XX. Vision and hearing protection XXI. Long pants; and XXII. Hard Hat
For additional information regarding health and safety requirements, please contact OSHA.
8 Lifelines, Critical Infrastructure, Debris Clearance Priorities
Appendix B Lifelines, Critical Infrastructure, Debris Clearance Priorities
1 - Lifeline Routes
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
2 - Critical Facilities
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
3 - Critical Roads
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
4 - Primary Roads & Streets
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
5 - Secondary & Neighborhood Streets
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
6 – Critical Utilities
Appendix B Lifelines, Critical Infrastructure, Debris Clearance Priorities
6 – Critical Utilities
A – Water Department
Appendix B Water System Critical Utilities
LAT LONG Name 36.340142 -89.161094 1 36.340027 -89.161607 2 36.33974 -89.161499 3 36.339453 -89.161734 4 36.339883 -89.164208 5 36.346223 -89.156164 6 36.346435 -89.156111 7 36.340606 -89.169443 8 36.333858 -89.156595 9
Lifelines, Critical Infrastructure, Debris Clearance Priorities
6 – Critical Utilities
B - Gas Department
Appendix B Gas System Critical Utilities
Latitude Longitude Name 36.339308 -89.160982 1 36.335281 -89.15934 2 36.333555 -89.15802 3 36.329287 -89.154063 4
Lifelines, Critical Infrastructure, Debris Clearance Priorities
6 – Critical Utilities
C - Sewage Department
Appendix B Sewer System Critical Utilities
Latitude Longitude Name 36.339319 -89.161307 1 36.348295 -89.144747 2 36.344554 -89.149962 3 36.338341 -89.173613 4 36.32949 -89.169591 5 36.326911 -89.164706 6 36.326924 -89.164334 7 36.326686 -89.163515 8
Lifelines, Critical Infrastructure, Debris Clearance Priorities
6 – Critical Utilities
Fire Hydrants
Appendix B Latitude Longitude approx. address
1 36.336148 -89.160181 315 South Mary Jane Street 2 36.335853 -89.161063 3 Pines 3 36.337617 -89.159745 432 East Polk St 4 36.337613 -89.160978 330 East Polk St 5 36.336836 -89.161857 226 S. Frazier St. 6 36.334828 -89.161876 508 S. Frazier St 7 36.337679 -89.162946 126 E. Polk St. 8 36.337756 -89.16433 109 W. Polk St 9 36.337761 -89.165067 201. W. Polk St 10 36.337641 -89.166122 227 S. Maple St 11 36.336974 -89.166162 296 S. Maple St. 12 36.336903 -89.164031 South Main at W. Moffatt St. 13 36.335527 -89.164538 405 S. Main St. 14 36.333295 -89.16743 508 S. Main St 15 36.332017 -89.168989 South Main at Johnson Crossing 16 36.33258 -89.165354 805 S. Hwy 51 17 36.331979 -89.170114 at Hillcrest School in North side 18 36.331648 -89.172221 at Hillcrest School in Southwest side 19 36.332797 -89.172951 521 South Chestnut St. 20 36.335529 -89.171249 417 South Chestnut St 21 36.337023 -89.168987 411 W. Moffatt St. 22 36.336013 -89.16801 408 Pine St 23 36.337013 -89.167615 West Moffatt at Mary Kay Drive 24 36.338479 -89.167008 West Harper at S. Chestnut St. 25 36.338422 -89.165099 200 W. Harper St 26 36.338422 -89.165099 In Front of Fire Station on West Harper 27 36.338653 -89.168916 N. Cochran at W. Harper 28 36.338482 -89.171346 721 W Harper 29 36.339095 -89.173043 107 Sharp Circle 30 36.33926 -89.166044 128 N. Maple St. 31 36.340146 -89.166029 204 N Maple St 32 36.340965 -89.166025 324 N. Maple St. 33 36.339436 -89.164824 127 W. Westbrook St. 34 36.343482 -89.171478 803 W. Church St. 35 36.344379 -89.172797 900 W. Church St. 36 36.338594 -89.163801 E. Harper at N. Main St. 37 36.339488 -89.163794 207 N. Main 38 36.342854 -89.161986 Thomas St. 39 36.344305 -89.161178 360 N. Main 40 36.346219 -89.159593 104 Easley Drive 41 36.341667 -89.162736 429 N Peabody 42 36.340229 -89.161849 218 E. Bright St 43 36.340495 -89.160599 300 E. Bright St 44 36.341012 -89.15925 350 E. Bright St. 45 36.339562 -89.16091 309 E. Westbrook St. 46 36.339399 -89.162768 235 E. Westbrook St. 47 36.338694 -89.162897 108 N. Peabody St. 48 36.338547 -89.160771 N. Mary Jane at E. Harper 49 36.340291 -89.169439 N. Cochran at Water Tank #1 50 36.341829 -89.157842 OCCHS / Storey Sawmill 1st plug on access road 51 36.342756 -89.157822 OCCHS / Storey Sawmill 2nd Plug on access road 52 36.342809 -89.15731 OCCHS southwest plug near vocational center 53 36.34424 -89.155519 OCCHS at Football entrance near gym 54 36.343829 -89.1542 OCCHS near Football Seating on East side 55 36.342534 -89.155896 OCCHS main entrance 56 36.342336 -89.155873 OCCHS on East Bright St. 57 36.344771 -89.153698 OCCHS Football Complex near entrance to locker rooms 58 36.345354 -89.153018 OCCHS north end across from TNDOT property 59 36.345886 -89.151343 Virginia Drive at Virginia Ave. 60 36.347305 -89.151633 130 Virginia Drive 61 36.347773 -89.150737 107 Virginia Drive 62 36.347654 -89.148689 Homestead Drive at us hwy 51 north 63 36.348627 -89.149475 611 Homestead Drive 64 36.350196 -89.151149 619 Homestead Drive 65 36.350167 -89.149189 534 Homestead Drive 66 36.348843 -89.147896 Homestead 2000 south entrance 67 36.349222 -89.14676 Homestead 2000 north entrance 68 36.351033 -89.144528 near WynLinks sign 69 36.351404 -89.144882 450 Wynridge 70 36.352424 -89.14595 612 Wynridge 71 36.353461 -89.146948 Wynridge at Wynlink 72 36.354567 -89.148493 710 Wynridge 73 36.354817 -89.150075 802 Wynridge 74 36.349788 -89.145247 Lyn Place Drive 75 36.348907 -89.144737 114 Gates Drive 76 36.347572 -89.146046 Troy Church of Christ near main building 77 36.347924 -89.147684 Troy Church of Christ on southwest corner near Ag 78 36.346364 -89.148542 Raspberry Road 79 36.345105 -89.148719 Raspberry Road near Hwy 21 East 80 36.344372 -89.150358 1129 Rives Road 81 36.343808 -89.151892 924 Rives Road 82 36.335379 -89.159408 South Mary Jane near CC Gurien Drive 83 36.334916 -89.160359 CC Gurien Drive Industrial Park 1 84 36.333697 -89.160391 CC Gurien Drive Industrial Park 2 85 36.332366 -89.160536 CC Gurien Drive Industrial Park 3 86 36.334993 -89.15795 Troy Place Apartments 87 36.334086 -89.157891 East Mary Jane at Wolverine 88 36.333848 -89.156512 Water Tank 2 at Industrial Drive 89 36.33218 -89.158084 758 S. Wolverine 90 36.330304 -89.158084 842 S. Wolverine 91 36.331748 -89.156641 1204 Hayes 92 36.332197 -89.15611 Mary Jane before Hayes Street 93 36.331082 -89.155016 Mary Jane at Baker Street 94 36.330909 -89.156614 1302 Baker Street 95 36.329987 -89.15432 Mary Jane at Hart Street 96 36.329941 -89.157839 Hart Street at Wolverine 97 36.328962 -89.158134 868 Wolverine 98 36.327463 -89.158072 921 Wolverine 99 36.354308 -89.14591 Wynlink 0 36.338403 -89.164859 fire station 1 36.349967 -89.159125 440 North Old Troy Road 2 36.331571 -89.167783 New - Johnson Crossing 3 36.332469 -89.166935 New – Johnson Crossing 4 36.352067 -89.159044 454 N Old Troy Road 5 36.35456 -89.15895 495 N Old Troy Road 6 36.354197 -89.160742 565 Rudd Road 7 36.339648 -89.159894 Hanafee Sawmill 8 36.337436 -89.178628 Smith Road 9 36.34717 -89.174682 Ebenezer Road at Town Limits
Lifelines, Critical Infrastructure, Debris Clearance Priorities
7 – Debris Sites
Appendix B
Lifelines, Critical Infrastructure, Debris Clearance Priorities
8 – County Landfill
Appendix B
Mutual Aid Agreement
Appendix C Chapter No. 743] PUBLIC ACTS, 2004 1 CHAPTER NO. 743 SENATE BILL NO. 3139 By McNally, Ketron, Crowe, McLeary, Kilby, Williams, Norris Substituted for: House Bill No. 3094 By Rinks, Casada, Shaw AN ACT to amend Tennessee Code Annotated, Title 7 and Title 58, relative to mutual aid, emergency and disaster assistance, and homeland security. BE IT ENACTED BY THE GENERAL ASSEMBLY OF THE STATE OF TENNESSEE: SECTION 1. Tennessee Code Annotated, Title 58, is amended by adding the following as new Chapter 8: 58-8-101. This act shall be known and may be cited as the "Mutual Aid and Emergency and Disaster Assistance Agreement Act of 2004". 58-8-102. As used in this chapter, unless the context otherwise requires: (1) "Activities under service agreements" means day-to-day cooperation and activities based upon interlocal service or operational agreements or contracts between or among governmental entities; (2) "Aid" means the same as assistance except that aid is provided in an occurrence during any period of time when a state of emergency has not been declared; (3) "Assistance" means the provision of personnel, equipment, facilities, services, supplies, and other resources to assist in firefighting, law enforcement, the provision of public works services, the provision of emergency medical care, the provision of civil defense services, or any other emergency assistance one governmental entity is able to provide to another in response to a request for assistance in a municipal, county, state, or federal state of emergency; (4) "Disaster" means any natural, technological, or civil emergency that results in substantial injury or harm to the population or substantial damage to or loss of property of sufficient severity and magnitude that there is a declaration, resulting from the emergency, of a disaster by the governor under state law or the president under federal law; (5) "Emergency" means an occurrence or threat of an occurrence, whether natural or man-made, that results in or may result in substantial injury or harm to the population or substantial damage to or loss of property and which results in a declaration of a state of emergency by a municipal mayor, a county mayor or executive, the governor, or the president;
Chapter No. 743] PUBLIC ACTS, 2004 2 (6) "Emergency assistance" means assistance provided by a participating governmental entity to another under this act; (7) "Employee" means paid, volunteer, and auxiliary personnel and emergency management workers of a governmental entity; (8) "Governmental entity" means any political subdivision of the state, including, but not limited to, any incorporated city or town, metropolitan government, county, utility district, school district, nonprofit volunteer fire department receiving public funds and recognized under Title 68, Chapter 102, Part 3, rescue squad, human resource agency, public building authority, airport authority, and development district, or any instrumentality of government created by one (1) or more of these named governmental entities or the general assembly, or any entity otherwise recognized by state law as a local governmental entity; (9) "Occurrence" means the imminent threat of an event or an actual event and its aftermath, whether natural or man-made, that could lead to substantial bodily injury or property damage and that could lead to the declaration of a state of emergency; (10) "Participating governmental entity" means any governmental entity in the state that requests or responds to a request for aid or assistance under this act; (11) "Responding party" means a governmental entity that has received and responded to a request to provide mutual aid or assistance to another governmental entity under this act; and (12) "Requesting party" means a governmental entity that requests aid or assistance from another governmental entity under this act. 58-8-103. (a) On and after July 1, 2004, the provision and receipt of mutual aid and assistance by participating governmental entities shall be governed by this act, and no separate agreement is necessary except with regard to aid or assistance provided to entities in other states, and governmental entities that decide to provide aid and assistance under a separate agreement. Governmental entities may choose by resolution of their governing bodies to continue agreements existing on July 1, 2004, until they expire or are terminated in accordance with their terms. Governmental entities may also by resolution extend existing agreements or make new agreements relative to mutual aid and assistance after July 1, 2004. When there is an agreement between or among governmental entities, the provisions of that agreement and applicable authorizing law govern activities under the agreement. For any governmental entity with no agreement with the particular requesting party governing mutual aid or assistance, the provisions of this act apply to both parties. (b) It is not the intent of this act to affect activities under service agreements. Service and operational agreements may continue to be made and enforced under Sections 5-1-113, 5-1-114, 5-16-107, 5-19-106, 6-54-307, 6-54-601, Title 12, Chapter 9; Title 49, Chapter 2, Part 13, or other applicable law.
Chapter No. 743] PUBLIC ACTS, 2004 3 (c) The purposes of this act are to authorize mutual aid and to enhance public safety and homeland security by facilitating assistance among governmental entities in any state of emergency or declared disaster while conforming to federal guidelines relative to reimbursement of costs for assistance rendered. (d) Aid and assistance to entities in other states continues to be governed by the Interlocal Cooperation Act, compiled in Title 12, Chapter 9, and other applicable law. 58-8-104. (a) The mayor of a municipality or the mayor or county executive of a county or metropolitan government may declare a local state of emergency affecting such official's jurisdiction by executive order consistent with and governed by § 58-2- 110(3)(A)(v). (b) The mayor or executive of any municipality or county, or such official's designee, may declare a state of emergency for such official's municipality or county regardless of whether the event in question affects only that jurisdiction or multiple jurisdictions. (c) The declaration of a state of emergency by a jurisdiction entitles the responding party or parties to cost reimbursement as provided in § 58-8-111. The requesting party is required to make this reimbursement to the responding party or parties. (d) The municipal mayor or county mayor or executive may declare the state of emergency at any time during the imminent pendency or happening of the occurrence. 58-8-105. (a) When a governmental entity is affected by an occurrence that its resources will not be adequate to handle, the governmental entity may request aid through the appropriate emergency management employee or official, or a county or municipality may declare a local state of emergency as provided in § 58-8-104 and request assistance by communicating the request to a potential responding party or multiple potential responding parties. Requests for aid or for assistance must be made by the appropriate official or employee to the emergency communications dispatch center of potential responding parties or other officials authorized by the potentially responding party to respond to requests under this act. (b) Each request for aid or assistance may be made verbally and should, to the extent possible, include the following: (1) A statement that an occurrence is imminent, in progress, or has occurred. The statement should also indicate whether a declaration of a state of emergency has been made and give a general description of the occurrence or emergency, including an initial estimate of the damages and injuries sustained or expected; (2) Identification of the service functions for which aid or assistance is needed and the particular type of aid or assistance needed; (3) The amount of personnel, equipment, materials, and supplies needed; and
Chapter No. 743] PUBLIC ACTS, 2004 4 (4) An estimated time and place for a representative of the requesting party to meet the responding party. (c) Each request for aid or assistance may include the following if known or necessary: (1) An estimate of the amount of time, aid, or assistance that will be needed. (2) Identification of the types of infrastructure for which aid or assistance is needed (e.g., water and sewer, streets, gas, electric, or other infrastructure); and (3) Identification of the need for sites, structures, or other facilities outside the requesting party's jurisdiction to serve as relief centers or staging areas for incoming emergency goods or services. (d) All requests for assistance shall be confirmed in writing to the responding party or parties within thirty (30) days of the initial request. Parties shall keep records of all requests made for assistance under this act. 58-8-106. Any participating governmental entity may, upon receiving a request for mutual aid in an occurrence or for assistance from a requesting party in a municipal, county, state, or federal state of emergency, send its personnel and equipment outside its boundaries and into any other jurisdiction necessary to respond to the request. 58-8-107. (a) This act does not create a duty on participating governmental entities to respond to a request for aid or assistance nor to stay at the scene of an occurrence or emergency for any length of time. Upon receipt of a request for aid or assistance, a potential responding party shall determine whether and to what extent it will provide the aid or assistance. If the potential responding party determines in its complete discretion that it is not in its best interest to provide aid or assistance, it shall notify the requesting party of its decision as soon as possible. If the potential responding party determines that aid or assistance can be provided, it shall communicate the following information to the requesting party as soon as possible: (1) A description of what personnel, equipment, and other resources it will provide; (2) An estimate of the length of time aid or assistance will be available; and (3) An estimated time of arrival at the scene or designated meeting place. (b) The responding party may withdraw aid or assistance at any time. The responding party shall notify the requesting party as soon as possible of any decision to withdraw aid or assistance. (c) The provisions of this section that require certain actions are directory rather than mandatory and do not create a public or special duty on the part of any participating governmental entity.
Chapter No. 743] PUBLIC ACTS, 2004 5 58-8-108. The representative or representatives of the requesting party authorized to be in charge of emergency response at the scene shall be in command at the scene as to strategy, tactics, and overall direction of the operations. The requesting party may delegate command as needed. Generally accepted incident command procedures shall be implemented and followed. The responding party shall designate supervisory personnel for its employees sent to render aid or assistance. All orders or directions regarding the operations of the responding party shall be relayed to the responding party through these designated supervisory personnel unless a different arrangement is determined by the parties in the field to be more advantageous. 58-8-109. (a) When employees of the responding party are sent from the employing jurisdiction to other jurisdiction or jurisdictions in response to a request for aid or assistance under this act, they have the same powers, duties, rights, privileges, and immunities as if they were performing their duties in the jurisdiction in which they normally function. (b) Employees of the responding party will be considered as the responding party's employees at all times while performing their duties under this act for purposes of the workers' compensation law and for that purpose will be considered as acting within the course and scope of their employment with the responding party. (c) Under § 29-20-107(f), for liability purposes only, employees of the responding party are to be considered employees of the requesting party while performing their duties under this act at the scene of the occurrence or emergency or other locations necessary for the response while under the supervision of the requesting party. At all other times in the response, including traveling to the scene and returning to the employing jurisdiction, such employees are to be considered for liability purposes to be employees of the responding party. 58-8-110. Nothing in this act shall be construed to remove any immunity from, defenses to, or limitation on liability provided by the Tennessee Governmental Tort Liability Act or other law. 58-8-111. (a) Except as provided in this section, the requesting party shall pay the responding party all documented costs incurred by the responding party in extending assistance to the requesting party under this act. The requesting party is ultimately responsible for reimbursement of all eligible expenses, not to exceed the Federal Emergency Management Agency's reimbursement fee schedules. (b) Eligibility for reimbursement begins immediately upon the declaration of the state of emergency. The responding party is entitled to receive payment for 1/2 its reimbursable costs for the first six (6) hours of its response after the state of emergency is declared. The responding party is entitled to one hundred percent (100%) reimbursement of eligible costs incurred after six (6) hours are exceeded. Time periods for the response subject to reimbursement shall be calculated from the time the state of emergency is declared or the time the responding party leaves its jurisdiction, whichever occurs later, to the time it returns. Reimbursement of personnel, equipment, and materials and supply costs are all subject to the limitations of this subsection.
Chapter No. 743] PUBLIC ACTS, 2004 6 (c) During the period of assistance, the responding party shall continue to pay its employees according to then-prevailing wages, including benefits and overtime. The requesting party shall reimburse the responding party for all direct and indirect payroll costs, including travel expenses, incurred during the period of assistance, including but not limited to, employee retirement benefits as determined by generally accepted accounting principles. The requesting party is not responsible for reimbursing any amounts paid or due as benefits to responding party's personnel under the terms of the Tennessee Workers' Compensation Act, compiled in Title 50, Chapter 6. (d) The requesting party shall reimburse the responding party for the use of its equipment during the period of assistance according to the Federal Emergency Management Agency fee schedules for hourly rates. For instances in which the costs are reimbursed by the Federal Emergency Management Agency, eligible direct costs shall be determined in accordance with 44 C.F.R. 206.228. (e) The requesting party shall reimburse the responding party for all material and supplies furnished by it and used or damaged during the period of assistance, except for the cost of equipment, fuel, and maintenance materials, labor, and supplies, which shall be included in the equipment rate unless it is damaged and the damage is caused by the gross negligence, willful and wanton misconduct, intentional misuse, or recklessness of the responding party's personnel. The measure of reimbursement shall be determined in accordance with 44 C.F.R. Part 13 and applicable Office of Management and Budget (OMB) circulars. (f) The responding party shall maintain records and submit invoices for reimbursement by the requesting party. For instances in which costs are reimbursed by the Federal Emergency Management Agency, the requesting party must submit requests for reimbursement to the Tennessee Emergency Management Agency on forms required by Federal Emergency Management publications, including 44 C.F.R. Part 13 and applicable OMB circulars. The reimbursement request shall include the certification or level of training of the personnel who responded and the type of equipment that was sent. (g) The responding party shall forward the reimbursable costs with an itemized invoice to the requesting party as soon as possible, but no later than sixty (60) days after the provision of assistance has ended. (h) Nonparticipating governmental entities and participating governmental entities that have separate agreements with nonparticipating governmental entities, may by agreement provide for different reimbursement provisions. (i) The preceding provisions of this section do not apply to aid or assistance provided under § 58-2-113 at the request of the Tennessee Emergency Management Agency. Reimbursement of costs for aid or assistance provided in these situations is governed by § 58-2-113 and any other applicable provision of Title 58, Chapter 2. 58-8-112. Governmental entities that are parties to existing mutual aid agreements may by resolution of their governing bodies determine to continue to operate under those agreements until they expire or are terminated. If a governmental entity does not affirm the continued existence of the agreement, it shall expire on July 1, 2004, and the provisions of this act apply. If the governmental entity affirms an
Chapter No. 743] PUBLIC ACTS, 2004 7 agreement, the terms of the agreement and applicable authorizing law will continue to govern activities under the agreement. Mutual aid agreements between Tennessee governmental entities and governmental entities in other states are not affected by this act and continue to be authorized and governed by the Interlocal Cooperation Act compiled in Title 12, Chapter 9, Part 1, and other applicable law. Except for the continuation of existing agreements as provided in this section, any new agreements made after July 1, 2004, and aid or assistance provided at the request of Tennessee Emergency Management Agency under § 58-2-113, this act is the exclusive method for providing mutual aid and emergency assistance between governmental entities. 58-8-113. In addition to any other authority provided by this act, any governmental entity may provide aid or assistance in any area of the state to any state or federal agency upon request by the state or federal agency, and the governmental entity and its employees will be subject to the same protections and immunities they have under this act in furnishing aid or assistance to other governmental entities. The provisions of this section and any other portion of this act are in addition to and not in substitution for, and do not diminish, the authority provided in § 58-2-113 or any other provision of law that authorizes a local governmental entity to respond to a request for aid or assistance from the Tennessee Emergency Management Agency or any other state or federal agency. "Nothing in this chapter shall be construed to require that employees of the responding party are to be considered employees of the state or any of its agencies for any purpose." 58-8-114. When any other state provides that it will recognize and enforce the Tennessee Governmental Tort Liability Act and other Tennessee laws governing the tort liability of Tennessee's governmental entities and their employees in any case brought in that state's courts against the governmental entity or its employees arising from aid or assistance provided by a Tennessee governmental entity in that state, Tennessee shall recognize and enforce that state's laws relative to the tort liability of its political subdivisions and their employees and agents in any case brought in a Tennessee court against the political subdivision or its employees and agents arising from aid or assistance provided by the political subdivision of that state in Tennessee. 58-8-115. (a) Notwithstanding the provisions of Section 58-8-111(b), a governmental utility system that is a responding party is eligible for reimbursement and entitled to one hundred percent (100%) reimbursement of eligible costs after the state of emergency is declared. (b) For purposes of a governmental utility system that is a responding party, the words "then-prevailing wages, including benefits and overtime" in Section 58-8-111(c) mean the present wage structure, including benefits and overtime, of the governmental utility system that is a responding party. (c) For purposes of this section, "governmental utility system" means a governmental entity that provides electric, gas, sewer, water, wastewater, telephone, cable or other like service, or any combination of these services, and is limited to these operations of the governmental entity and does not extend to other operations of function of the governmental entity. SECTION 2. Tennessee Code Annotated, Section 58-2-111, is amended by deleting subsections (a) and (b), and subdivisions (1) through (9) of subsection (c).
Chapter No. 743] PUBLIC ACTS, 2004 8 SECTION 3. The Tennessee Code Commission is directed to recodify Tennessee Code Annotated, § 58-2-111(c)(10), as a section in Title 7, Chapter 51. SECTION 4. Tennessee Code Annotated, Section 58-2-112, is deleted in its entirety. SECTION 5. If any part of this act is declared invalid, other portions of the act that can be given effect without the invalid part shall remain in effect, and to that end the provisions of this act are declared severable. SECTION 6. This act shall take effect July 1, 2004, the public welfare requiring it. PASSED: May 6, 2004 APPROVED this 24th day of May 2004 Time & Material Contract
Appendix D Town of Troy
Time and Materials Contract for Debris Removal
Article 1
Agreement Between Parties
This contract is made and entered into on this the ____ day of ______, 20_____, by and between the jurisdiction of the Town of Troy, Tennessee, hereinafter called the Entity, and ______, hereinafter called the
Contractor.
Article 2
Scope of Work
This contract is issued pursuant to the Solicitation on Procurement on ______, for the removal of debris caused by the sudden natural or human-made disaster of
______to ______. It is the intent of this contract to provide equipment and personnel to remove all hazards to life and property in the affected communities. Cleanup, demolition, and removal will be limited to 1) that which is determined to be in the interest of public safety, and 2) that which is considered essential to the economic recovery of the affected area.
The work shall consist of the provision or equipment and labor to cleanup and remove debris as directed by the Entity. 1 Article 3
Schedule of Work
Time is the essence for this debris removal contract.
Notice to proceed with the work: The work under this contract will commence on
______. The equipment shall be used for one hundred (100) hours, unless the Entity initiates additions or deletions by written change order. Based upon unit prices of equipment and labor, no minimum or maximum number of hours is guaranteed.
Article 4
Contract Price
The hourly rates for performing the work stipulated in the contract documents, which have been transposed from the low bidder's bid schedule, are as follows:
Equipment/ Mobilization Hourly Demobilization Manufacturer Machine/ Operator Cost Rate Cost Model
Total unit rate shall be given which includes maintenance, fuel, overhead, profit, and any other cost associated with the equipment. Estimated cost per unit of material. Only actual invoice amounts will be paid. Labor man-hours includes protective clothing, fringe benefits, hand tools, supervision, transportation, and any other cost. 2 Article 5
Payment
The Entity shall pay the Contractor for mobilization and demobilization if the Notice to
Proceed is issued and will pay for only the Time that the equipment and manpower is actually being used in accomplishing the work. The Contractor shall be paid within thirty
(30) days of the receipt of a pay estimate and verification of work by the inspector.
Article 6
Claims
Not Applicable.
Article 7
Contractor's Obligations
The Contractor shall supervise accomplishment of the work effort directed by labor and proper equipment for all task. Safety of the Contractor's personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of the contract.
Caution and care must be exercised by the Contractor not to cause any additional damage to sidewalks, roads, buildings, and other permanent fixtures. 3
Article 8
Entity's Obligations
The Entity's representative(s) shall furnish all information necessary for commencement of the work and will direct the work effort. Cost of construction permits, disposal sites, and authority approvals will be borne by the Entity. A representative will be designated by the
Entity for inspecting the work and answering onsite questions. The representative shall furnish the Contractor with daily inspection reports, including work accomplished and certification of hours worked.
The Entity shall designate the public and private property areas where the work is to be performed. Copies of complete “Right of Entry” forms, where they are required by State and local law for private property, shall be furnished to the Contractor by the Entity.
The Entity shall hold harmless and indemnify the Contractor and his employees against any liability for any and all claims, suits, judgments, and awards alleged to have been caused by services rendered under this contract for disaster relief work unless such claims are the result of negligence on the part of the Contractor.
The Entity will terminate the contract for failure to perform or default by the Contractor. 4 Article 9
Insurance and Bonds
The Contractor shall furnish proof of Worker's Compensation Coverage, Automobile Liability
Coverage, and Comprehensive General Liability Insurance (Premise-Operations, Personal
Injury, etc., as deemed necessary by the Entity).
Surety: The Contractor shall deliver to the Entity fully executed Performance and Payment
Bonds in the amount of one hundred percent (100%) of the contract amount, if required by the specifications or general or special conditions of the contract. The Entity will reimburse the Contractor for the cost of the bonds, the cost of which will be included in the base bid.
Article 10
Contractor Qualifications
The Contractor must be duly licensed in the State of Tennessee per statutory requirements.
This contract is duly signed by all parties hereto:
Town of Troy, Tennessee
______Seal Contractor (Include Address, City, State)
by ______The Principal of the Firm 5
Lump Sum Contract
Appendix E
Town of Troy
Lump Sum Contract for Debris Removal
Article 1
Agreement Between Parties
This contract is made and entered into on this the ____ day of ______, 20_____, by and between the jurisdiction of the Town of Troy, Tennessee, hereinafter called the Entity, and ______, hereinafter called the
Contractor.
Article 2
Scope of Work
This contract is issued pursuant to the Solicitation on Procurement on ______, for the removal of debris caused by the sudden natural or human-made disaster of
______to ______. It is the intent of this contract to provide equipment and personnel to remove all hazards to life and property in the affected communities. Cleanup, demolition, and removal will be limited to 1) that which is determined to be in the interest of public safety, and 2) that which is considered essential to the economic recovery of the affected area.
The work shall consist of cleanup or demolition and removal as outlined in the specifications, on drawings, and on block sector attached to the invitation for bid number ______.
1 Article 3
Schedule of Work
Time is of the essence for this debris removal contract.
Notice to proceed with the Work: The Work under this contract will commence on
______, 20___. Maximum allowable time for completion will be _____ calendar days, unless the Entity initiates additions or deletions by written change order. If the
Contractor does not complete the work within the allotted time, liquidated damages will be assessed in the amount of ______per day.
Article 4
Contract Price
The lump sum price for performing the work stipulated in the contract document is
______.
2 Article 5
Payment
The Contractor shall submit certified pay request for completed work. The Entity shall have ten (10) calendar days to approve or disapprove the pay request. The Entity shall pay the Contractor for his performance under the contract within twenty (20) days of approval of the pay estimate. On contracts over thirty (30) days in duration, the Entity shall pay the
Contractor a pro-rate percentage of the contract amount on a monthly basis, based on the amount of work completed and approved in that month. The Entity will remunerate the
Contractor within thirty (30) days of the approved application for payment, after which interest will be added at the rate of ____ per annum. Payments shall be subject to a retainage of ______on each payment. Retainage shall be released upon substantial completion of the work.
Funding for this contract is authorized pursuant to Public Law of the State of Tennessee.
3 Article 6
Change Orders
If the scope of work is changed by the Entity, the change in price and contract time will be promptly negotiated by the parties, prior to commencement of work.
Article 7
Contractor's Obligations
The Contractor shall supervise and direct the work, using skillful labor and proper equipment for all task. Safety of all Contractor's personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for materials, equipment, personnel, taxes, and fees necessary to perform under the terms of the contract.
Any unusual, concealed, or changed conditions are to be immediately reported to the Entity.
The Contractor shall be responsible for the protection of existing utilities, sidewalks, roads, buildings, and other permanent fixtures. Any unnecessary damages will be repaired at the
Contractor's expense.
Article 8
Entity's Obligations
The Entity's representative(s) shall furnish all information, documents, and utility locations necessary for commencement of work. Cost of construction permits and authority approvals will be borne by the Entity. A representative will be designated by the Entity for inspecting the work and answering the onsite questions.
4 This contract is duly signed by all parties hereto:
Town of Troy, Tennessee Dated on: ______
______Seal Contractor (include Address, City, State)
by ______The Principal of the Firm
5 Unit Price Contract
Appendix F Town of Troy Unit Price Contract for Debris Removal
Article 1
Agreement Between Parties
This contract is made and entered into on this the ____ day of ______, 20_____, by and between the jurisdiction of the Town of Troy, Tennessee, hereinafter called the Entity, and ______, hereinafter called the
Contractor.
Article 2
Scope of Work
This contract is issued pursuant to the Solicitation on Procurement on ______, for the removal of debris caused by the sudden natural or human-made disaster of
______to ______. It is the intent of this contract to provide equipment and personnel to remove all hazards to life and property in the affected communities. Cleanup, demolition, and removal will be limited to 1) that which is determined to be in the interest of public safety, and 2) that which is considered essential to the economic recovery of the affected area.
The work shall consist of cleanup or demolition and removal as outlined in the specifications, on drawings, and on block sector attached to the invitation for bid number ______.
1 Article 3
Schedule of Work
Time is of the essence for this debris removal contract.
Notice to proceed with the Work: The Work under this contract will commence on
______, 20___. Maximum allowable time for completion will be _____ calendar days, unless the Entity initiates additions or deletions by written change order. Subsequent changes in cost and completion time will be equitably negotiated by both parties pursuant to applicable State of Tennessee law. Liquidated damages will be assessed at $_____ / calender day for any days over the approved contract amount.
Article 4
Contract Price
The unit prices for performing the Work stipulated in the contract documents, which have been transposed from the low bidder's bid schedule, are as follows:
Quantity Unit of Measure Description Unit Cost Total
Subtotal $______
Cost of Bonds $______
Grand Total $______
Debris shall be classified as one of the following units: cubic yards, each, square foot, lineal foot, gallon, or an approved unit of measure applicable to the specific material to be removed.
2 Article 5
Payment
The Contractor shall submit certified pay request for completed work. The Entity shall have ten (10) calendar days to approve or disapprove the pay request. The Entity shall pay the Contractor for his performance under the contract within twenty (20) days of approval of the pay estimate. On contracts over thirty (30) days in duration, the Entity shall pay the
Contractor a pro-rata percentage of the contract amount on a monthly basis, based on the amount of work completed and approved in that month. The Entity will remunerate the
Contractor within thirty (30) days of the approved application for payment, after which interest will be added at the rate of ____ per annum. Payments shall be subject to a retainage of ______on each payment. Retainage shall be released upon substantial completion of the work.
Funding for this contract is authorized pursuant to Public Law of the State of Tennessee.
Article 6
Claims
If the Contractor wishes to make claim for additional compensation for work or materials not clearly covered by the contract, or not ordered by the Entity as a modification to the contract, the Contractor shall notify the Entity in writing. The Contractor and the
Entity will negotiate the amount of adjustment promptly; however, if no agreement is reached, a binding settlement will be determined by a third party acceptable to both
Entity and Contractor under the auspices of applicable State of Tennessee law.
3 Article 7
Contractor's Obligations
The Contractor shall supervise and direct the work, using skillful labor and proper equipment for all task. Safety of all Contractor's personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for materials, equipment, personnel, taxes, and fees necessary to perform under the terms of the contract.
Any unusual, concealed, or changed conditions are to be immediately reported to the Entity.
The Contractor shall be responsible for the protection of existing utilities, sidewalks, roads, buildings, and other permanent fixtures. Any unnecessary damages will be repaired at the
Contractor's expense.
Article 8
Entity's Obligations
The Entity's representative(s) shall furnish all information, documents, and utility locations necessary for commencement of work. Cost of construction permits and authority approvals will be borne by the Entity. A representative will be designated by the Entity for inspecting the work and answering the onsite questions.
The Entity shall designate the public and private property areas where the disaster work is to be performed. Copies of complete “Right of Entry” forms, where they are required by State or local law for private property, shall be furnished to the Contractor by the Entity. The
Entity shall hold harmless and indemnify the Contractor judgments and awards alleged to
4 have been caused by services rendered under this contract for disaster relief work unless such claims are caused by the gross negligence of the Contractor, his subcontractors, or his employees.
The Entity will terminate the contract for failure to perform as specified or for default by the
Contractor.
Article 9
Insurance and Bonds
The Contractor shall furnish proof of Worker's Compensation Coverage, Automobile Liability
Coverage, and Comprehensive General Liability Insurance (Premise-Operations, Personal
Injury, etc., as deemed necessary by the Entity).
Surety: The Contractor shall deliver to the Entity fully executed Performance and Payment
Bonds in the amount of one hundred percent (100%) of the contract amount, if required by the specifications or general or special conditions of the contract. The Entity will reimburse the Contractor for the cost of the bonds, the cost of which will be included in the base bid.
This contract is duly signed by all parties hereto:
Town of Troy, Tennessee Dated on: ______
______Seal Contractor (include Address, City, State) by ______The Principal of the Firm
5 Right-of-Entry Form
Appendix G RIGHT-OF-ENTRY ON PRIVATE PROPERTY FOR DEBRIS REMOVAL
ROE#:______GPS LOCATION: LONGITUDE:______LATITUDE:______
Property Address/ Description: ______
Property Owner Name: ______
Tenant Name: ______
Contact Telephone Number: ______
Right of Entry
I certify that I am the owner, or an owner’s authorized agent, of the property described above. I grant, freely and without coercion, the right of access and entry to said property to the United States Government, including but not limited to the US Army Corps of Engineers and the Federal Emergency Management Agency (FEMA), the State of Tennessee, Town of Troy, and each of their agencies, agents, contractors, and subcontractors, for the purpose of removing and/or clearing any or all storm-generated debris from the above-described property.
Hold Harmless
I understand that this permit is not an obligation upon the government to perform debris removal. I agree to indemnify and hold harmless the United States Government, the US Army Corps of Engineers, FEMA, the State of Tennessee, Town of Troy, and any of their agencies, agents, contractors, and subcontractors, for damages of any type whatsoever, either to the above-described property or to persons situated thereon. I release, discharge, and waive any action, either legal or equitable, that might arise by reason of any action of the above entities. I will mark any sewer lines, septic tanks, water lines, and utilities located on the described property. Duplication of Benefits Most homeowner’s insurance policies have coverage to pay for removal of storm-generated debris. I understand that Federal law (42 United States Code 5155 et seq.) requires me to reimburse the Federal government, through Jurisdiction, the cost of removing the storm- generated debris to the extent covered in my insurance policy. I also understand that I must provide a copy of the proof/statement of loss from my insurance company to Town of Troy. If I have received payment, or when I receive payment, for debris removal from my insurance company, or any other source, I agree to notify and send payment and proof/statement of loss to Town of Troy for final recovery by FEMA. I understand that all disaster related funding, including that for debris removal from private property, is subject to audit. (I/We) acknowledge(s) that information submitted will be shared with other government agencies, federal and non federal, and contractors, their subcontractors and employees for purposes of disaster relief management and for the objectives of this right of entry.
By signing this document, (I/we) certify that (I/we) (am/are) the owner of this property and /or that (I/we) (am/are) authorized to sign this right of entry.
For the consideration and purposes set forth herein, I hereby acknowledge by my dated signature below. Signed this,_____ day of ______, 20___.
(All owners must sign)
Print Name: ______Print Name: ______
Signature: ______Signature______
Print Name: ______Signature: ______
Mailing Address (if different from municipal address listed above): ______
Current Telephone Number(s)
Name of Insurance Company: ______
Policy Number: ______
Please do not remove the following items: ______Debris Removal Forms
A - Load Ticket Form
B - Load Checking Form
Appendix H TOWN OF TROY, TENNESSEE
LOAD TICKET TICKET NUMBER: CONTRACT NUMBER: CONTRACTOR: DEBRIS QUANTITY TRUCK NUMBER: TRUCK WEIGHT (ton): LOAD SIZE (tons): TRUCK DRIVER: DEBRIS CLASSIFICATION BURNABLE: NON BURNABLE: MIXED: OTHER: LOCATION SECTION/AREA: DUMPSITE
TIME INSPECTOR
LOADING DUMPING ELIGIBILITY (YES OR NO) ORGINAL: CITY/COUNTY/STATE
YELLOW: CONTRACTOR
PINK: DRIVER
GOLD: FEMA Daily Operational Load Checking Form
Contract Number: ______
Daily Load Report CONTRACTOR: DATE OF REPORT
CONTRACT NUMBER: TRUCK LOCATION LANDFILL TONNAGE LOCAL TONNAGE NUMBER OF TRIPS CUBIC YARDS COLLECTION CUBIC YARDS WORK TOTALS SITE TRIPS TOTALS
1
2
3
4
5
6
7
8
9
10
DAILY TOTALS CONTRACT NUMBER: ______
ACTUAL WEIGHT MINUS LOAD LANDFILL TRUCK TRUCK ELIGIBLE DATE TICKET # TICKET # TIME TRUCK # WEIGHT WEIGHT (Y/N) COMMENTS Public Information
Appendix I
I-1 List of Media Outlets Media Outlets
Newspaper
Union City Daily Messenger 613 East Jackson Street Union City, Tennessee 38261 1-731-885-0744 or 1-866-885-0744 or 1-731-885- 0782 (fax) [email protected]
Radio Stations
Wenk of Union City – WENK 1240 – KF99 – KG105 1724 Nailing Drive Union City, Tenneessee 38261 731-885-1240 or (fax) 1-731-885-3405
Thurderbolt Broadcasting KYTN 104.9 – WQAK 105.7 223 West Gate Drive Union City, Tennessee 38261 1-731-885-0051 or (fax) 1-731-885-0250
1 Television Stations
WOBT - IND
1200 Bishop Street Union City, Tennessee 38261 1-731-885-8444
WPSD - NBC
100 Television Lane Paducah, Kentucky 42003 1-270-415-1900 or (fax) 1-270-415-1981 [email protected]
WBBJ - ABC & CBS
346 Muse Street Jackson, Tennessee 38301 1-731-424-4515 or (fax) 1-731-424-5448
WLJT – PBS
210 Hurt Street Martin, Tennessee 38237 1-731-881-7561 or (fax) 1-731-881-7566 [email protected]
2 Public Information
Appendix I
I-2 Approved Message Maps Media Releases
Media releases should be used if the information can get to the broadcast stations on time. Broadcast stations often receive releases long after the newspapers have run the story and long after the event has taken place. Media releases are fine if there's a lot of information to be relayed and if there's plenty of time for delivery. The phone or fax is the best way to get information to the broadcast people quickly, so they can release the information to the public as soon as possible.
This section of the manual will review how media releases are written and include specific instructions on how to complete the sample media release form included in the materials.
PIO's should periodically review these guidelines and instructions when tasked to write a media release. These materials should be updated annually.
Writing Media Releases
Cover the Who, What, When, Where, Why and How portions of information as soon as you can in the release.
Double-space with one-inch margins. Print only on one side of the paper.
Releases should be numbered for tracking purposes.
Releases should be dated. Also include time of release.
Make sure releases include a contact person - "For more information”...
Insert "For immediate release" unless the release is of a preparedness or awareness nature and needs to be dated.
Multi-paged releases need to have numbered pages.
Insert "more" at the bottom of continued pages.
Insert "end" after the last paragraph.
Get the release out as soon as possible - make sure your system for signing off on releases is smooth and quick!
Follow-up releases should contain new information!
Keep a file on all released information so you can refer back to them when needed.
Make sure everyone who needs to know about the release is informed ahead of time - don't catch your boss off guard!
Remember media deadlines - write them down!
Use of fax machines can help you meet deadlines.
Remember that releases may generate requests for phone interviews, video and audiotape sessions, and news conferences. Be prepared!
Clearly identify all quotes by name and title in the release. Keep the quotes short and avoid any technical jargon.
Develop a comprehensive mailing list for the releases.
Have all background information related to the release prepared - so when questions come up you are ready!
Media Release Information Instructions
The purpose of this form is for gathering information needed about a given situation in an orderly fashion to brief and update all media groups on the current situation. The form can also be used to write media releases. It also gives the PIO a formal record of all information released to the media.
It is suggested that one of these forms be prepared for every release of information to the media. Any announcement formats used should have copies attached to this form for the record.
Instructions For Completing the Form
XXIII. PIO: The name of the public information officer assigned to this situation. This may or may not be the same person preparing the form.
XXIV. LOCATION: The physical location of the media release point. Command post, EOC, JIC, Office, etc.
XXV. DATE: The date of release.
XXVI. TIME: Time of release.
XXVII. RELEASE: Initial / Update / Final
XXVIII.INCIDENT NAME: Every incident is given a name.
XXIX. INCIDENT NUMBER: Every incident is given a number for reference purposes.
XXX. INCIDENT COMMANDER: Every incident has a commander, a person in-charge of the situation. During a major emergency or disaster this may be the Emergency Program Manager.
XXXI. JURISDICTIONS INVOLVED: List all cities, counties, states, etc. working at the event.
XXXII. TYPE OF INCIDENT: List general type of incident - flood, fire, earthquake, hurricane, etc.
XXXIII. AREA INVOLVED IN INCIDENT: Indicate area involved in the incident - river flood basin, industrial park, etc.
XXXIV. TIME BEGAN: Approximate time and date the incident began to unfold. When it was first reported or declared to be an emergency situation.
XXXV. ESTIMATED DATE / TIME SITUATION WILL BE CONTAINED: The official time estimated that the situation would be brought under control. (if it can be estimated)
XXXVI. GEOGRAPHIC AREA OF INVOLVEMENT: The actual borders of the situation. Use streets, roads, highways, city boundaries, etc.
XXXVII. PERCENT OF CONTAINMENT: Relates to fires or floods. Give description if applicable.
XXXVIII. CONTROL DECLARED: Relates primarily to wildland fires. Give date and time the situation is under control.
XXXIX. CURRENT THREATS: List things that are being watched out for and attempts are being made to protect from damage or injury.
XL. CURRENT PROBLEMS / POTENTIAL THREATS: What special problems are currently being faced. Wind, heavy rain, access problems, equipment shortages, etc.
XLI. ESTIMATED LOSS VALUE / CURRENT: Estimated value of lost or damaged property, structures, equipment, etc.
XLII. INJURIES: List number and type of injuries.
XLIII. DEATHS: List number and type of deaths.
XLIV. COOPERATING AGENCIES: List all cooperating agencies participating in the response.
XLV. CURRENT WEATHER CONDITIONS: Temperature, humidity, winds and any important general weather information should be listed.
XLVI. PREDICTED WEATHER-NEXT 24 HOURS: From NWS list forecast.
XLVII. NUMBER OF PERSONNEL INVOLVED: List total number of personnel involved in the incident.
XLVIII.NUMBER OF PIECES OF EQUIPMENT INVOLVED: List total number of pieces of apparatus currently is utilized.
XLIX. PREPARED NARRATIVE / REMARKS: Type any prepared format comments you want to release or general remarks or continued information from any of the above boxes.
L. LIST OF EQUIPMENT INVOLVED: Detailed list of equipment involved at the incident - by agency, type, etc.
LI.PLANS FOR NEXT 24 TO 36 HOURS: General plans that have been formulated for dealing with the situation.
LII. PREPARED BY: Name of the person who collected the information recorded on this form and the date and time they collected it.
LIII. I/C APPROVAL: Incident Commander approval if appropriate or other official.
LIV. RELEASE AUTHORIZED FOR: The Incident Commander or other appropriate official will indicate if the information can be released immediately or the earliest date and time that this information is authorized for release by the PIO.
Preparing for an Interview
Included in this section of the manual is a checklist of preparation activities for interviews. PIO's should review this checklist when they are preparing for an interview. The useful tips provided should be updated annually or whenever you have anything to add to the checklist!
Interview Checklist
Be prepared - know what you plan to talk about!
It is important that you, or the person you plan to have speak to the news media, know the subject matter involved thoroughly!
If you don't know the answer to the question asked - say so! Never say "no comment".
Avoid using jargon or acronyms.
Live interviews are becoming more common on television - be aware that your answers are being transmitted via TV to the audience!
First impressions are important - a clear, concise opening statement that covers basic facts is essential!
Stay calm - don't lose your composure if the reporter is "rough" on you. Think through the question being asked. You can often turn a negative related question into a positive situation with a careful answer.
Don't rush your answers - "buy" some time on a question by giving some background information on the issue before you directly answer the question!
Remember that even if the interview is being taped, your remarks could be edited in such a fashion to cause problems - think through each answer!
Policymakers should answer questions of policy. Let the policymakers field these comments.
The Who, What, Where, When, Why, and How will always be a part of the interview - know your answers!
Watch your body language - hand movements, involuntary smiles, squinting, etc. - they can be damaging on the air!
Be sure your dress is appropriate, if you have time to prepare. Uniformed personnel should be in uniform!
Be careful of any remarks made in the vicinity of a camera or microphones.
When you are on the air, look at the reporter not the camera. Exceptions: when you have a strong point to make and when you are located away from the reporter. (field site and TV studio interview)
Preparing for a News Conference
Included in this section of the manual is a checklist of preparation activities for news conferences. PIO's should review this checklist when they are preparing for a news conference. The useful tips provided should be updated annually or whenever you have anything to add to the checklist!
News Conference Checklist
Serious consideration should be given to who needs to be present at the news conference. Three things that will help determine this by asking and answering, So what?, Who cares? and What difference does it make?”
Brief everyone even remotely involved on the subject matter ahead of time. Subject matter should help you decide who should participate.
A brief meeting should be held prior to the conference with those going to be present, to cover questions that may be asked and the answers.
When planning a news conference, make determinations on the following points:
determine who will moderate the conference. the sequence of speakers. the person designated to take notes on what is covered and the unanswered questions. hold a post news conference critique when possible. The media can be notified of the news conference in a variety of ways - news release, phone calls, fax messages, computer news networks, PR wires, and AP and UPI day wires. In an emergency related news conference. The media will probably be waiting at your door - ready for the information!
Scheduling is an important variable for news conferences. Know media deadlines in your community. Keep a list of deadlines if necessary. With the advent of new technology and the disappearance of most afternoon newspapers news conferences can easily be scheduled for as late as 2:00 p.m.
Most media types do not like to attend weekend news conferences - if the news conference relates to a preparedness or awareness activity check for other local events scheduled that week. You will want to get as much coverage as possible!
Even impromptu news conferences won't be covered unless it's sensational news - don't plan news conference within the time of deadline restrictions. Remember that evening events need to happen in time for the 11:00 p.m. television and radio news.
The location of the news conference is critical - space consideration must be addressed in your planning efforts.
The space provided for the news conference should not be too large - locate the room somewhere easily accessible to the media.
Room set-up considerations should address the following:
Rows of chairs, auditorium style - reporters need to be able to hear speakers and ask questions. Wide aisles should be established between chairs. Raised stage area in the back of the room is important - cameramen will then be able to get their shots. If not possible, the back of the room should be wide open for cameramen use. Include a lectern in set-up - most presenters feel more comfortable standing behind a lectern. Microphones can then be attached to the lectern. Check room set-up yourself before the news conference. Whenever possible provide the media and other guests attending the news conference with handouts (media kit). All background information, organizational charts, bios, paper and pencils and the news release of the event (if applicable) should be included in the media kit.
Whenever possible include various visual materials as part of the presentation. Maps and charts depicting the disaster scene or evacuation routes are extremely useful to the presenter and are helpful to the viewing audience. Set them high enough so they can be seen, photographed, etc.
If you have conducted news conferences before you should have an idea of what equipment is needed by the media. If not or if you are at a different location than usual ask the media what they may need.
Check the room lighting before the conference.
Provide water and glasses for presenters.
If possible prepare an agenda and have a dress rehearsal for the presenters.
If possible provide a holding room for the presenters in the news conference - keep them away from the media until you are ready to start the presentation.
Hold the news conference to 30 minutes - no longer than an hour. Allow plenty of time for media questions.
If the spokesperson for the news conference isn't the expert - be sure the expert is available for questions.
During emergency / disaster related news conferences it may be necessary to set a time limit for questions and answers. Make sure the media knows when the next news conference is scheduled. Any questions that cannot be answered at the news conference should be researched with answers being provided in a release or at the next scheduled news conference.
General Guidelines for Working with the Media
Part-time or full-time Public Information Officers either with Emergency Management agencies or with emergency response agencies/departments or assigned to the office of a chief elected or appointed official will need to deal with the media. A good working relationship with the media will make the job of the PIO somewhat easier!
These general guidelines should be reviewed periodically by PIO's and should be used as reminders whenever problems with the media arise or when you may need the media to assist you. The checklist should be revised annually. Any specific techniques you have utilized over the past year should be included in the revision of this checklist.
General Guidelines
The media should be your ally in keeping the people informed about what is happening in the community.
The media should be part of your emergency planning process - they should be utilized in awareness campaigns and plan and procedure development especially in the areas of alert, notification and warning.
The media can help you in many ways - reduce panic, prepare for action and alert and warn the public.
The media can be used as a source of information during times of emergency - television can provide you with information about your own disaster!
Get to know your media - personal contacts with your local media are extremely important in developing stories or getting your information told to the media.
When meeting with the media before an emergency explain to them your various departmental policies, procedures, and tactics.
Meet with top editors in addition to reporters. Meet with television station managers as well as other broadcast personnel. Know radio station managers and other key radio personnel.
It is important that you know the different types of media in your community.
Remember it is a reporter's business to ask questions - even those that you may not like to answer. Be prepared for the questions - preparation can be the key in any interview or news conference situation.
Bad news travels fast - news coming out of city hall of a negative nature will reach the media. Expect to be contacted and once again - be prepared!
Utilize various ways to reach the media to include: telephone or personal contact, news releases, briefings, backgrounders, media advisories, radio public service announcements, audio clips, spot announcements, television releases and/or interviews.
Remember any public information programs, preparedness or awareness campaigns will need the cooperation and support of the media.
During emergency situations the importance of the media is increased - because information is often needed quickly by the public the media can provide the means for transmitting this information.
Treat all branches of the media equally! Try to stay away from special relationships and trusts.
Checklist of Media Considerations
Included in this section is a checklist of media considerations. The checklist should be reviewed periodically and used as reminders when media concerns arise.
This section should be updated annually or whenever you come across media tips or concerns that can be included here!
Media Considerations
Maintain updated media contact list.
Keep media informed of all awareness / preparedness campaigns.
Keep daily contact with various media - build personal working relationships - this will help during an emergency situation.
Know your local media - there may be specialized newspapers in your community that reach certain audiences. These audiences may need to be targeted during awareness/preparedness campaigns. Radio stations also reach certain audiences. Know the formats of the various radio stations in your community. A rock and roll station that generally has an audience with ages ranging from 13-25 may be used for a public service spot on fire prevention and home fire drills. Be creative!
Make sure the media knows what your role is in the community joint information system.
Explain to the media the various departmental responsibilities, policies, procedures and tactics.
Involve the media in all preparedness drills and exercises - have them play their real roles during the exercise in addition to covering the event.
Make an attempt to treat the various branches of the media equally - this will benefit you during emergency situations.
Explain to the media public information policies and procedures during emergency incidents (at a command post), during EOC activation, and during JIC activation. An understanding of how official information will be disseminated during these conditions will help you in your role as a PIO when something actually does occur.
During preparedness training sessions invite local media to participate in the program - have them explain their roles in disseminating information.
Positive relationships built during normal (day-to-day) activities will be valuable during emergency situations. People who have worked together on a regular basis everyday - will work better together when the community is facing a crisis! Hazardous Waste Contractors
Appendix J Household Hazardous Waste & Electronic Recycling Waste
Barker Brothers Republic Services Waste Management 1341 North Highway 51 Union City, Tennessee 38261 1-731-885-7979
Hazardous Waste
ABC Response & Cleanup Inc.
200 Earl Jones Lane Parsons, Tennessee 38363 1-877-455-3046 or 1-731-847-2769 or (fax) 1-731-847-8136
Chase Environment Group
9470 US Highway 60 W Kevil, Kentucky 42053 1-270-488-2605 or (fax) 1-270-488-2584 Environmental Resources
Appendix K Waste Management
Barker Brothers – Republic Services Waste Management 1341 North Highway 51 Union City, Tennessee 38260 1-731-885-7979 Primary Contact: Brian Barker (cellular) 1-731-446-6757
Solid Waste & Recycling
Obion County Department of Solid Waste and Recycling 1003 Mt. Zion Road Union City, Tennessee 38261 1-731-885-8109 Main Contact: Mike Cary
Tennessee Department of Environment and Conservation 312 Rosa L. Parks Ave. - Tennessee Tower 2nd Floor Nashville, Tennessee 37243 1-615-532-0109
Public Health Departments
Obion County Public Health Department 1008 Mt. Zion Road Union City, Tennessee 38261 1-731-885-8722 Main Contact: Tim James
Northwest Tennessee Regional Health Department 1010 Mt. Zion Road Union City, Tennessee 38261 1-731-884-2645 Main Contact: Lori Barker Monitoring Resources
Appendix L Monitoring will be done by:
Barker Brothers – Republic Services Waste Management
1341 North Highway 51 Union City, Tennessee 38261 1-731-885-7979
Brian Barker (cellular) 1-731-446-6757 Equipment Resources
Appendix M Town of Troy, Tennessee Public Works Department
Equipment List
2012 Case 580 Backhoe
1987 2- Ton Utility Truck with dump bed
1994 2- Ton Utility Truck with dump bed
2000 Vermer Woodchipper
2 – Sthil Chainsaws Contracted Resources
N-1 Debris Contracting Guidance (FEMA)
N-2 List of Contractors
Appendix N Contracted Resources
N-1 Debris Contracting Guidance (FEMA) http://www.fema.gov/pdf/government/grant/pa/9580_201.pdf
Appendix N Contracted Resources
N-2 List of Contractors
Appendix N
Contractor's List
Hood Plumbing & Construction Company 1937 Elbridge Obion Road Obion, Tennessee 38240 731- 536- 6084 or 731-446-8113
Robert Albright Backhoe Services 753 Wiley Neely Road Troy, Tennessee 38260 731-536-0473 or 731-796-7100
Eaves Tree Service 604 Troy Ave. Obion, Tennessee 38240 731-536-5975 or 731-446-6975
Mike Barnett Dirt Construction Service 1262 Wolverine Road Troy, Tennessee 38260
Dugger Paving and Construction 765 Dugger Road Troy, Tennessee 38260 731-446-9269 Federal Guidance Appendix
Internet Links only in Digital Copy
Army Corps of Engineers Debris QA Field Guide http://ready.alaska.gov/Debris/Documents/Appendix%20R%20Debris_QA%20Field%20Guide %20Mar%202012.pdf
FEMA 325 Debris Manage Guide
http://www.fema.gov/public-assistance-local-state-tribal-and-non-profit/debris-management- guide
FEMA 327 Public Assistance Debris Monitoring Guide
http://www.fema.gov/pdf/government/grant/pa/fema_327_debris_monitoring.pdf
FEMA 329 Debris Estimating Field Guide
http://www.fema.gov/pdf/government/grant/pa/fema_329_debris_estimating.pdf
FEMA Sheltering and Temporary Essential Power (STEP) Pilot Program
http://www.fema.gov/media-library-data/20130726-1858-25045- 8258/step_pilot_program_final_111612.pdf