Inject Response Report Vortex Mayhem A Human Services Response Tabletop Exercise December 4, 2013 Washtenaw County Michigan
This report contains the inject responses from the Vortex Mayhem Tabletop Exercise. These responses are unedited and are directly exported from the information typed into the ONX System during the exercise. The purpose of this report is to provide documentation for your organization s records of exact responses captured during the exercise. info@drc-group.com
Vortex Mayhem - # 001 Friday Tornado Minus 1 Week Using your understanding of previous disasters and the various threats within the region prepare a Hazard Vulnerability Assessment (HVA) of natural and man-made threats to the residents of Washtenaw County. Identify all hazards, other than a tornado, to which residents of the county are vulnerable. Then rank the vulnerability of county residents to the identified hazard. Rank each hazard as either: LOW, MEDIUM or HIGH. (Example: Hazard: Tornado / Vulnerability: Low) Freezing rain - High - Power outage, accidents (vehicle), road closures, limited transportation, personal injury Convective weather (thunderstorms, etc.) - High Power Outage - Medium Part 2 Residential Fire (high rises) - Low Pandemic (Flu) - Low Extreme temperature events - cooling/warming centers, vulnerable populations (elderly, disabilities, etc.) Impacts of all of the above - displacement Vortex Mayhem - # 002 Residing in a community that is Disaster Ready is the first step in being able to respond to and recover from any disaster or emergency. Are Washtenaw County human service agencies and organizations, a/k/a Human Services Network (HSN) partners involved in assisting county residents in preparing themselves, their families and their homes for a tornado and other disasters or emergencies that could strike the region?
Part 2 Most Are List in detail all of the disaster preparedness activities currently undertaken by HSN partners. Training and exercise temporary shelter identification food sources/distribution education program in schools stock pile (medical supplies) emergency management personnel identified (major institutions) interagency business continuity of operations mutual aid agreements/mou/sou In addition to the activities listed above, identify and briefly describe additional activities that HSN partners could implement which will help county residents become better prepared for the next disaster. identify an incident volunteer intake center (VRC) coordinated plan (interagency) - needed for response and recovery improved communication (including vulnerable populations) - comprehensive resource directory (what do we do should technology fail) - 211 is not disaster specific for referrals - process of information dissemination (human services partners, County, City, emergency alert system, etc.) establish a county wide recovery plan (ESF14) develop human services consortium identify material resources as a county including county, city, human services agencies, etc. (keep updated) aid matrix (material donations/volunteers)
Part 7 (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Neighborhood Preparedness and Response. These videos are too long to view during today s exercise. Building a Neighborhood Disaster Plan / Map Your Neighborhood) OPTIONAL Vortex Mayhem - # 003 Friday 1:15PM Day 1 It is late March and the severe weather associated with a line of thunderstorms moving through the area prompts the Detroit / Pontiac Forecast Office of the National Weather Service to issue a Severe Thunderstorm Warning for the Washtenaw County at 1:15PM on a Friday. Part 2 No NOAA Weather Radios throughout the area sound their alarm due to the Severe Thunderstorm Warning. Do all HSN partners have a Tone Alert NOAA Weather Radio at their office? If the above answer is no. Briefly explain why all of the HSN partners do not have a NOAA Weather Radio. Budget/Lack of funding (Center for Independent Living) Primary responsibility is not disaster preparedness/response focused (211 services) Develop a plan for providing each HSN partner with a NOAA Weather Radio. Communicate WEA and free apps Public information campaigns Vortex Mayhem - # 005 At 3:08PM, meteorologists at the National Weather Service identify a thunderstorm on their Doppler Weather Radar capable of producing a tornado.
They immediately issue a Tornado Warning. For the third time today NOAA Weather Radio alarms are sounding off. This time the alarm is due to Ann Arbor and Ypsilanti being placed under a Tornado Warning. List three personal protective actions that will need to be implemented by the employees of HSN partners when notified of a Tornado Warning. Get to interior room Contact program administrators and ask them to reach out to constituents (CSTS) Cancel scheduled programming Part 2 Stay in contact with vulnerable populations and/or difficult populations to reach via traditional communications systems Identify staff of your agency (email, text, voice, etc.) Home based services notification systems Put human and material resources on standby (ARC) Shelters are at full capacity - need alternate location for this population Vortex Mayhem - # 007 Will HSN partners be contacted by emergency management officials after the tornado has struck the county? Part 2 All would be contacted Identify the emergency management agency that will notify HSN partners. Washtenaw County Emergency Management Prepare a list of all HSN partners that will be contacted by emergency management officials immediately following the tornado. How is the contact made? Quick call and fan out system (EAS) Red Cross, Salvation Army, OCED would reach out to human services partners
(Barrier Busters, etc.) Vortex Mayhem - # 008 Friday 3:47PM Day 1 Shortly following the tornado striking the area many of the HSN partners have activated their response plans and begun to mobilize available resources to meet the needs of tornado survivors. To ensure that services are provided to individuals and families needing assistance it will be vitally important for local HSN partners to coordinate their response activities with one another as well as with local emergency management agencies. Describe in detail how HSN partners will work as a unified team to meet the needs of tornado survivors. Key Issues To Consider ICS Training for HSN partners Collaborate to obtain damage assessment Identify key agencies to contact (211) Establish Unified Command Establish alternate EOC location Part 2 Traffic management Debris management (public works - City of Ypsilanti, Ann Arbor, etc.) Service delivery delay due to debris Transportation system will be affected (AAATA, UM, WISD) - walking paths, vehicle UMHS will implement response plan (MFlight, Ground transportation)
- surge capacity AAATA - where do passengers go for shelter? (schools, libraries, etc.) - AAATA would notify drivers (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Volunteer Organizations Active in Disaster (VOAD). These videos are too long to view during today s exercise. Volunteer Organizations Active in Disaster (VOAD) Operations) OPTIONAL Vortex Mayhem - # 011 Friday 5:63PM Day 1 As HSN partners continue to mobilize their resources will an effort be made to conduct a Needs Assessment? Part 2 Yes (Note: A Needs Assessment is the process of identifying the disaster caused needs for individuals and families following the tornado. Needs include services, supplies, housing, meals, etc.) If the above answer is yes. Describe in detail how this will be accomplished. Initial damage assessment (number of homes, area) - collaborate. do not duplicate efforts Shelter open - intake will be conducted at shelter OCED and ARC will be at EOC obtaining information from field Collaborate with HSN partners to discuss what they have heard about their constituents Establish transportation to shelter with AATA, WISD Search and rescue operations Begin thinking about an individual assistance center
Feeding/Bulk Distribution - fixed and mobile Communicate to the public where to go for assistance, what assistance is available Red Cross would begin basic casework management process Population dynamic varies along tornado track Identify the HSN partners responsible for coordinating / conducting the Needs Assessment. American Red Cross Barrier Busters Housing Access Department of Human Services Community Support and Treatment Services/Traumatic Emergency Response Network/Crisis Incident Stress Management Part 7 If the above answer is no. Briefly explain how HSN partners will know what is needed by tornado survivors. Part 8 Vortex Mayhem - # 013 One of the bilingual Information and Referral Specialists at 2-1-1 is on the phone with Jose Fernandez. Jose is from Central American and speaks almost no English. Jose states that several large trees fell on his home during the tornado and he does not have the ability to remove them. While continuing to talk with the 2-1-1 specialist, Jose states that he is an 86 year old widower, lives on a fixed income and does not have homeowners insurance. Jose also states that his yard is littered with debris from the tornado and that he
also needs help with clearing the debris from his yard. Identify the HSN partner or partners to which Jose Fernandez will be referred. Housing Bureau for Seniors Part 2 Resource Advocates - Catholic Social Services Area Agency on Aging1B Schools/Churches - information dissemination Briefly describe the actions that the HSN partner or partners will take regarding Jose s request for help. Vortex Mayhem - # 017 Saturday 6:25PM Day 2 Due to the fact that electrical service remains off for all of the area along the tornado s path, local officials have issued a dusk to dawn curfew for all of the affected area. Part 2 Yes Are the staff and volunteers of HSN partners exempt from the curfew? If the above answer is yes. Briefly explain the reason staff and volunteers of HSN partners are exempt from the curfew. The agency that imposes the curfew can establish who is except If the above answer is no. Briefly explain the reason staff and volunteers of HSN partners are not exempt from the curfew. Vortex Mayhem - # 021
Sunday 5:02PM Day 3 As today s response activities begin to slow down will the leadership of the HSN partners come together to conduct a Human Services Briefing among themselves and for local emergency management officials? Part 2 Yes If the above answer is yes. Briefly explain how this briefing will be accomplished given the fact that most of the HSN partners are coordinating their efforts from their own base of operations. Convened a daily conference calls for updates on incident (including needs) Provide daily statistics and establish service delivery plans Identify and briefly describe the important points of information that will need to be covered during this briefing based on current conditions. Vortex Mayhem - # 023 Monday 9:46AM Day 4 In coordination with local and state agencies FEMA has begun the process of establishing a Disaster Recovery Center (DRC). A DRC is a location in which tornado survivors can gain access to Federal, state and local assistance. Part 2 Yes Will HSN partners have a role in providing assistance to tornado survivors as part of the DRC team? If the above answer is yes. Describe in detail the role HSN partners will have as part of the DRC team. See Workshop Notes Red Cross
Salvation Army DHS CSTS Housing SOS Thrift Shop Churches Friends In Deed Food Gatherers Catholic Social Services Intermediate Schools District If the above answer is no. Briefly explain why HSN partners will not be a part of the DRC team. Part 7 (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Federal Emergency Management Agency (FEMA) and Small Business Administration (SBA) Disaster Assistance. These videos are too long to view during today s exercise. FEMA Disaster Assistance / SBA Disaster Assistance) OPTIONAL Vortex Mayhem - # 024 The county s Emergency Operations Center has just been contacted by Thomas Highlander. Mr Highlander states that he is the President of the Southeast Michigan Chapter of the National Warehouse Managers Association. He just polled the association s membership to see who is willing to volunteer their time to help with managing the donated supplies that have been pouring into the area. All of chapter s members are experienced warehouse managers. Mr Highlander goes on to state that 17 chapter members are willing to volunteer
as a team to assist where they are needed. Identify the HSN partner or partners to which the warehouse managers will be referred. Part 2 Need to identify agency for donation management (in-kind) Briefly describe the how the HSN partner or partners will use this team of experienced warehouse managers. (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Volunteer Reception Center Steps for Volunteers. This video is too long to view during today s exercise. Volunteer Reception Center Steps for Volunteers) OPTIONAL Vortex Mayhem - # 025 Tom Jackson the Vice President of Community Grants with the Robert Wood Johnson Foundation has called the county s Emergency Operations Center. Mr Jackson states that he has been authorized by the Community Grants Oversight Board to provide a one-time grant in the amount of $25,000 to assist victims of the tornado with their recovery. As with all grants from the foundation 100% of the funds will have to be spent on providing direct financial assistance to individuals and / or families who have medical needs caused by the storm. He states the funds can be used to pay for medical bills and to replace medications destroyed by the tornado. Identify the HSN partner or partners to which the Robert Wood Johnson Foundation s offer will be referred. Part 2 Possible agencies include United Way, County, Salvation Army, Ann Arbor Community Foundation At this point there is not a plan in place for financial donation management Briefly describe how the HSN partner or partners will manage and distribute these funds to ensure they are properly spent.
Vortex Mayhem - # 027 Mandy Miller, the Pastor of the Second Church of Faith in Indianapolis IN, heard from one of her practitioners that the survivors of the tornado are in desperate need of clothes. For the past year church members have been collecting, sorting and storing clothes for an emergency just like this. They now have over 1,000 pounds of cloths. Pastor Miller is on the phone with one of the county s Tornado Information Hotline operators explaining that a truckload of used clothes from her church is only 20 minutes from arriving in Ann Arbor. Pastor Miller is enquiring as to the exact location that the truck should deliver the clothes. She states that all she needs is the address! Identify the HSN partner or partners to which Pastor Miller will be referred. Barrier Busters could be a resource for identifying thrift shops in area. Part 2 Need to identify lead agency, facility, staffing and perform functions. Use existing systems to assist in planning and development of process (local thrift shops) Briefly describe the actions that the HSN partner or partners will take regarding this delivery of used clothes. (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Donations Management Operations. These videos are too long to view during today s exercise. Donations Management Operations) OPTIONAL Vortex Mayhem - # 028 Friday 9:01AM Day 8 Over the past couple of days the response activities of the HSN partners have
Part 2 Yes begun to slow down as most of the immediate needs of tornado survivors have been met. Electrical service has been restored to homes not severely damaged or destroyed by the tornado and only seven families stayed in the shelter overnight. As emergency response activities continue to transition into recovery activities will the HSN partners work to establish a Long-Term Recovery Organization (LTRO) to address the un-met needs of tornado survivors? If the above answer is yes. Briefly describe various roles that HSN partners will play in establishing and operating a LTRO. Key Issues To Consider Information sharing - coordinated effort (agencies and affected population) Engage planning departments of affected jurisdiction Environmental hazards Critical infrastructure Who would convene the LTRO? Should be identified in the recovery plan. Develop a recovery task force to develop a recovery plan. Trauma experienced (provide support to affected population including responders) Prepare a list of HSN partners that will be part of the LTRO. Part 7 If the above answer is no. Briefly explain why HSN partners will not work to establish a Long-Term Recovery Organization. Part 8 Part 9 (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Long-Term Recovery Organization (LTRO) Operations and Community Recovery Programs. These videos are too long to view during today s exercise. Long-Term Recovery Organization (LTRO) Operations / Community Recovery Programs) OPTIONAL