After Action Report Improvement Plan August 31, 2012 Neptune Township Office of Emergency Management 1 Page
ADMINISTRATIVE HANDLING INSTRUCTIONS 1. The title of this document is The "Hazardous Haze - A HazMat Response Tabletop Exercise" After Action Report. 2. The information gathered in this AAR/IP is classified as For Official Use Only (FOUO) and should be handled as sensitive information not to be disclosed. This document should be safeguarded, handled, transmitted, and stored in accordance with appropriate security directives. 3. At a minimum, the attached materials will be disseminated only on a need-to-know basis and when unattended, will be stored in a locked container or area offering sufficient protection against theft, compromise, inadvertent access, and unauthorized disclosure. Points of Contact: Michael Bascom Neptune Township Office of Emergency Management (Office) 732-904-6100 (E-Mail) mbascom@neptunetownship.org Chris Floyd Disaster Resistant Communities Group LLC (Office) 850-241-3565 (E-Mail) chrisfloyd@drc-group.com Gregg Dawkins Disaster Resistant Communities Group LLC (Office) 703-863-9964 (E-Mail) greggsdawkins@gmail.com 2 Page
CONTENTS ADMINISTRATIVE HANDLING INSTRUCTIONS... 2 CONTENTS... 3 EXECUTIVE SUMMARY... 4 SECTION 1: EXERCISE OVERVIEW... 5 Exercise Details... 5 Participant Information... 5 SECTION 2: EXERCISE DESIGN SUMMARY... 7 Exercise Purpose and Design... 7 Exercise Objectives, Capabilities and Activities... 7 Scenario Summary... 8 SECTION 3: ANALYSIS OF CAPABILITIES... 9 SECTION 4: CONCLUSION... 17 APPENDIX A: IMPROVEMENT PLAN... 19 APPENDIX B: PARTICIPANT FEEDBACK (3 THUMBS UP 3 THUMBS DOWN)... 20 APPENDIX C: ACRONYMS... 25 3 Page
EXECUTIVE SUMMARY Hazardous Haze - A HazMat Response Tabletop Exercise was designed and facilitated to measure the effectiveness of the coordinated aspects of the hazardous materials response program in Neptune Township. The lead agency for hazardous materials response is the Neptune Township OEM HazMat Unit. A hazardous materials response of this magnitude would require a coordinated response of EOC personnel, Emergency Management, Law Enforcement, Fire, EMS, Communications, Resource Management, Board of Education and Public Information responders. The purpose of this report is to analyze exercise results, identify strengths to be maintained and built upon, identify potential areas for further improvement, and support development of corrective actions. Incorporated in Section 3: Analysis of Capabilities of this After Action Report is a comprehensive listing of each Target Capability with its associated Major Strengths, Primary Areas for Improvement and Improvement Recommendations 4 Page
Exercise Details SECTION 1: EXERCISE OVERVIEW Exercise Name: Type of Exercise: Hazardous Haze - A HazMat Response Tabletop Exercise Tabletop Exercise Start Date: August 31, 2012 Duration: Location: Sponsor: Two Hours Neptune New Jersey Neptune Township Office of Emergency Management Program: The exercise was designed and facilitated to measure the effectiveness of the coordinated aspects of the hazardous materials response program in Neptune Township. The lead agency for hazardous materials response is the Neptune Township OEM HazMat Unit. A hazardous materials response of this magnitude would require a coordinated response of EOC personnel, Emergency Management, Law Enforcement, Fire, EMS, Communications, Resource Management, Board of Education and Public Information responders. Purpose: The purpose of the exercise is to validate plans, policies and procedures, as well as an opportunity to for response agencies to coordinate response activities in a realistic scenario. Mission: The mission of the exercise was to provide a mechanism to measure the effectiveness of the coordinated aspects of the hazardous materials response program in Neptune Township. Scenario Type: Hazardous Materials Participant Information Participant Organization / Agency Jersey Shore University Medical Center Monmouth County Office of Emergency Management Neptune City Office of Emergency Management Neptune Township EMS Neptune Township LEPC 5 Page
Neptune Township Fire Department Neptune Township Office of Emergency Management Neptune Township Police Department Shark River Hills First Aid Squad Number of Participants 24 6 Page
SECTION 2: EXERCISE DESIGN SUMMARY Exercise Purpose and Design The purpose of the exercise is to validate plans, policies and procedures, as well as an opportunity to for response agencies to coordinate response activities in a realistic scenario. Exercise Objectives, Capabilities and Activities Capabilities-based planning allows for the exercise planning team to develop exercise objectives and observe exercise outcomes through a framework of specific action items that were derived from the Target Capabilities List (TCL). The capabilities listed below form the foundation for the organization of all objectives and observations in this exercise. Additionally, each capability is linked to several corresponding activities and tasks to provide additional detail. Based upon the identified exercise objectives below, the exercise planning team decided to demonstrate the following capabilities during this exercise: On-Site Incident Management Activity Target Capability # 1 Establish and Maintain Full On-Site Incident Command # 2 Develop Incident Action Plan (IAP) HazMat Response and Decontamination Activity Target Capability # 1 Site Management and Control # 2 Identify the Problem # 3 Select Personal Protective Clothing and Equipment # 4 Implement Response Objectives Communications Activity Target Capability # 1 Alert and Dispatch Citizen Notification 7 Page
Activity Target Capability # 1 Notification Implementation Scenario Summary Early in the evening on an unusually warm and humid September day eighth grade students from Neptune Middle School are returning from their first field trip of the school year. The school bus they are riding on is traveling through the township along Memorial Drive as it makes its way back to school. Meanwhile a delivery truck is traveling down the same street in the opposite direction. Suddenly the truck driver grasps his chest in pain and slumps over the steering. Within moments the truck collides with the school bus. 8 Page
SECTION 3: ANALYSIS OF CAPABILITIES On-Site Incident Management Performance Strong Target Capability Activity # 1: Establish and Maintain Full On-Site Incident Command Associated Critical Tasks Task # 1.1: Initiate and implement Incident Command System (ICS). The organization demonstrated past and present capability to implement ICS. Multi-agencies have outstanding working relationships. Maintain strong working relationships and OEM SOPs. Task # 1.2: Transfer command, as appropriate. Adequate Evaluator # 1 This task was slightly demonstrated. It was demonstrated by the Police Department acknowledging a transfer to the Fire Department once on scene. Expand on the specific steps of the task. Task # 1.3: Establish the command structure to manage the incident and meet objectives. Exceptionally demonstrated throughout the developing scenario. Task # 1.4: Establish processes to order, track, assign and release incident resources. 9 Page
A staging area was immediately identified and utilized. Performance Strong Target Capability Activity # 2: Develop Incident Action Plan (IAP) Associated Critical Tasks Task # 2.1: Establish incident objectives, priorities, and operational periods. Demonstrated the development of the IAP from the initial incident to the identification of the hazardous material. The hospital also shown the development of an IAP in response to the potential receiving of 25-30 patients. HazMat Response and Decontamination Performance Strong Target Capability Activity # 1: Site Management and Control Associated Critical Tasks Task # 1.1: Conduct initial approach and positioning of responders. Initial dispatch of Police and EMS developed the scene assessment and then communicated the approach and positioning information. Task # 1.2: Implement / integrate HazMat resources into the ICS organization. 10 Page
The HazMat resources were expanded into the initial IAP ICS organization under the Fire Branch once the resources were requested. Task # 1.3: Establish and identify visually an isolation perimeter (outer perimeter) to isolate the area and deny entry. Warm and Hot Zone perimeters were identified and marking materials were used for the perimeters. Task # 1.4: Establish a hot zone (inner perimeter) to identify high hazard area(s) where responders will operate. Warm and Hot Zone perimeters were identified and marking materials were used for the perimeters. Task # 1.5: Establish other hazard control zones, based upon scope and nature of the event. Treatment, Triage and Transport sites were identified. Task # 1.6: Initiate initial public protective actions. Information for protective actions was shared among multiagency PIOs and limited use of Reverse 9-1-1 was used to warn surrounding areas. 11 Page
Performance Adequate Activity # 2: Identify the Problem Target Capability Task # 2.1: Survey the incident scene. Associated Critical Tasks Identification of the vehicle placard provided initial warning of contents. Then a follow-up was conducted thru dispatch to contact material handling company to identify specific contents. Task # 2.2: Conduct offensive or defensive reconnaissance operations, as necessary, to gather intelligence on the situation. Adequate Evaluator # 1 Evaluation of weather was utilized to determine effects on hazard and established zones. Performance Adequate Target Capability Activity # 3: Select Personal Protective Clothing and Equipment Associated Critical Tasks Task # 3.1: Selection of respiratory protection. Adequate Evaluator # 1 PPE was chosen based on determining the effects of the hazard. 12 Page
Task # 3.2: Selection of skin protection. Adequate Evaluator # 1 PPE was chosen based on determining the effects of the hazard. Task # 3.3: Use of chemical protective clothing garments considers impact of heat stress upon individual responders and overall response operations. Not Applicable Evaluator # 1 Task # 3.4: Discussion of safety issues and emergency procedures. Upon identifying the Incident Commander the Safety Officer was generally the next position identified and used in the scenario. Incorporate into SOP if not already in there. Performance Target Capability Strong Activity # 4: Implement Response Objectives Associated Critical Tasks Task # 4.1: Determine the nature and priority of rescue operations and the numbers involved. From initial dispatch to first responder arrival the size up of incident provided number of potential casualties which was shared with the hospital. 13 Page
Task # 4.2: Implement safe and effective tactics to accomplish rescue operation objectives. Not Applicable Evaluator # 1 Task # 4.3: Identify personnel and equipment requirements to initiate product/agent control operations. Not Applicable Evaluator # 1 Task # 4.4: Implement safe and effective tactics to accomplish product / agent control objectives. Not Applicable Evaluator # 1 Communications Performance Strong Activity # 1: Alert and Dispatch Target Capability Associated Critical Tasks Task # 1.1: Implement response communications interoperability plans and protocols. Agencies have a SOP for maintaining internal communication channels and a shared channel. Redundant modes were demonstrated. 14 Page
Task # 1.2: Communicate incident response information per agency protocols. Cross sharing of information, use of PIOs and establishing a JIS was utilized. Task # 1.3: Use established common response communication language (i.e., plain English) to ensure information dissemination is timely, clear, acknowledged and understood by all receivers. Everything was communicated in plain English. Citizen Notification Performance Adequate Target Capability Activity # 1: Notification Implementation Associated Critical Tasks Task # 1.1: Based on the need to evacuate or shelter-in-place determine the affected and / or at-risk-population that will need to be notified. Adequate Evaluator # 1 Recommendations The use of Reverse 9-1-1 was utilized to notify the population with the affected area. Ensure there is a means to identify functional needs with the affected area. Task # 1.2: Prepare appropriate messaging to be delivered via various citizen notification systems. 15 Page
The use of multi-agency PIOs, a JIS and Reverse 9-1-1 was used. Task # 1.3: Access and activate citizen notification system then send appropriate message to identified affected and / or at-risk population. Adequate Evaluator # 1 Recommendations Only Reverse 9-1-1 had the capability to be used. E-mail notification could not be used since it would go to all township citizens. Text was not discussed. Is there a way to sort e-mail notifications by location or geocoding? 16 Page
SECTION 4: CONCLUSION Exercises such as this one allow personnel to validate training and practice strategic and tactical prevention, protection, response and recovery capabilities in a risk-reduced environment. Exercises are the primary tool for assessing preparedness and identifying areas for improvement, while demonstrating community resolve to prepare for major incidents. Exercises aim to help entities within the community gain objective assessments of their capabilities so that gaps, deficiencies, and vulnerabilities are addressed prior to a real incident. Exercises are the most effective (and safer) means to: Assess and validate policies, plans, procedures, training, equipment, assumptions, and interagency agreements; Clarify roles and responsibilities; Improve interagency coordination and communications; Identify gaps in resources; Measure performance; and Identify opportunities for improvement. This exercise succeeded in addressing all of the above as it provided examples of good to excellent participant knowledge, teamwork, communication and use of plans and procedures while pointing out areas in need of improvement and clarification. Listed below is a summary of the level of performance the Target Capabilities and Tasks evaluated during the exercise. This summary outlines the areas in which Neptune Township is strong as well as identifying areas that the departments should invest future planning, training and exercise funds on. On-Site Incident Management Activity Target Capability Performance # 1 Establish and Maintain Full On-Site Incident Command Strong # 2 Develop Incident Action Plan (IAP) Strong HazMat Response and Decontamination Activity Target Capability Performance # 1 Site Management and Control Strong # 2 Identify the Problem Adequate 17 Page
# 3 Select Personal Protective Clothing and Equipment Adequate # 4 Implement Response Objectives Strong Communications Activity Target Capability Performance # 1 Alert and Dispatch Strong Citizen Notification Activity Target Capability Performance # 1 Notification Implementation Adequate 18 Page
APPENDIX A: IMPROVEMENT PLAN This Improvement Plan has been developed specifically for Neptune Township based on the results of Hazardous Haze - A HazMat Response Tabletop Exercise conducted on August 31, 2012. These recommendations draw on both the After Action Report and the After Action Conference. Capability Observation Recommendation Responsible Agency Completion Date On-Site Incident Management HazMat Response and Decontamination Communications Citizen Notification 19 Page
APPENDIX B: PARTICIPANT FEEDBACK (3 THUMBS UP 3 THUMBS DOWN) Thumbs Up History of working well together setting up command structure. Exchange of information strong communication skills inter agency. Resources are available immediately and locally cross training amongst agencies. Communication and exchange of information between agencies including the hospital. The understanding of the need to promptly call for additional resources. Establishment of the command structure including the need for information to be sent to and received from the PIO. The entire group worked well together to analyze the situation and develop appropriate responses. All participating agencies have a significant history of working together. As a result, they have developed confidence and trust in each other that results in a strong and easily identified command structure. Neptune has developed a strong emergency response program through utilization of Homeland Security funding, Hazardous Materials Response funding, and other state, and federal grants. As a result, Neptune has the resources necessary to promptly and effectively respond to a scenario such as this. That is not saying that this scenario doesn't present a challenge, but rather that the challenge will primarily be placed upon our local responders as opposed to depending upon mutual aid partners to provide such a response. Interagency communication and information sharing. Availability of in house resources to manage this type of incident. Also, adopted mutual aid agreements with neighboring agencies. Knowledge of the ICS and the ability to manage such incidents within our agency. This is one of many cooperative event that Neptune Township does, and the inter and intra agency communication is to the point of second nature. The cooperation of agencies throughout Neptune Township (Fire, Police, EMS and OEM) happens almost daily and makes for continued use of ICS and less territorial boundaries by agency. Much of what is needed for this event is contained within our own agency, and mutual 20 Page
aid is well established. Teamwork amongst the responders. Set-up of ICS structure. Everyone provided information that was required of them. Open dialogue among participants resulting in exchange of information and roles. Setting up Incident Command. Resources available locally; cross training among agencies. The ability of our emergency services to work in a cooperative and effective manner. The planning and utilization of our assets. Experience and expertise of our people. Lack of interagency rivalry, willingness to cooperate. Information sharing. Interagency communication and cooperation. Discussed lessons learned from previous exercises as well as new fixes in place. We don't always hear about new policies or practices in other agencies. Overall familiarity with ICS and Unified Command. Most present at the table had informed input Vested parties from all aspects of EMS, community, Fire, PD, hospital, etc. Communication - great discussion, problem-solving efforts. Collegial relationships - goal directed approach. All groups worked very well together, very good communication Setting up command structure and recognizing that we went from one incident commander to unified command. Recognizing what resources were available and what would be needed immediately and what should be in staging. Interagency team communication. Interagency team corroboration. Interagency team coordination. 21 Page
The preparation and system utilized for the tabletop exercise set the stage for a beneficial experience and interaction between all agencies involved. Setting up the Command Structure. Strong Communication skills among agencies and exchange of information. Available resources (Cross Training). Thumbs Down Communications through communications center needs to be dependable and accurate. Identification of deployment of supplemental resources needs improvement. Establish a deeper line of succession of leadership training lower level responders. Consider further depth of command structure knowledge and familiarity. Consideration of the toxic external atmosphere and extended impact. There is a need to strengthen the future leadership of our emergency response agencies in every discipline. This can only be done through training, mentoring and placing them in positions of responsibility to develop the necessary skill sets. All emergency response agencies are dependent upon accurate and timely dispatch of resources. Neptune is currently struggling with the transition to county dispatch who are not always aware of the local capabilities, which leads to delayed notification of appropriate responders and assets. There is a need to expand the number of highly trained, competent and dependable Hazardous Materials Technicians. Neptune Township has 14 such responders, but the number of responders needed to certain scene will exceed our capabilities. Communications. Ability of the county communications center to obtain and management the incident information received and transmit same effectively to the various agencies. Management of resources and the need to determine scope of incident quickly to develop and IAP and begin to evaluate the need for supplemental resources. ICS training to subordinate officers in the township s agencies. The need to deepen the command structure so in the absence of current managers the level of training, down the chain of command, is equal to provide proper management of the incidents. As is always the case. Radio frequencies are limited and not always available inter agency. Communication of command is and will continue to be a problem that is difficult to overcome because of limited resources. 22 Page
The participants have an issue treating a drill as a "real life" scenario, and as such as not as committed to the scene as they would be in a real situation, this tends to cause unintended short cuts that may inadvertently problems for other agencies. Getting substantial resources (mutual aid, etc.) at the scene in a timely fashion could be challenging. Overthinking of exercise. When above happens participants ask questions that can't be answered without specifics. Communication system needs to be accurate. Rapid deployment of resources. Providing training in lower ranks of first responders for eventual leadership positions. Communications through our "system". Sometime redundant and duplicated. Control of personnel on scene. Freelancing. One component may be short staffed (volunteers), so that places strain on other agencies. Lack of EMS considerations. Only mentioned as part of IAP in general terms, no specific considerations were raised. There was a lot of dependence upon mutual aid, or calling people in. I am not sure it was realistic. No inclusion or request for Neptune City CERT Team. One town over, could assist with road closure / monitoring or other tasks. Resources - a better understanding of "who" is available "when". Depth of education regarding ICS outside of the leadership group. Earlier notification to hospital of event. Communication between the 911 center and first responding units. Communication operator must gather as much information as possible and pass it to the responders quickly. Recognizing that in an event that involves multiple injuries and a HazMat situation, it will require a response by multiple agencies, i.e. PD, Fire, EMS and OEM. It is imperative that lower level personnel be trained on the Incident Command System (ICS). Also recognizing that when additional resources are needed from outside your jurisdiction you should look to the nearest assets. 23 Page
Development of bench personnel to prevent reliance of the few with many hats. Identify impact to functional needs population. Communications through dispatcher center Identification and deployment of supplemental resources. Establish a deeper line of successor of leadership. Better training for lower level responders. 24 Page
APPENDIX C: ACRONYMS Acronym Meaning COMM CONOPS EMS EOC ESF HazMat IAP IC ICS IMT JIC JIS LOFR MOA MOU OEM OPS PIO PPE SitRep SOG SOP UC Communications Concept of Operations Emergency Medical Services Emergency Operations Center Emergency Support Function Hazardous Materials Incident Action Plan Incident Command Incident Command System Incident Management Team Joint Information Center Joint Information System Liaison Officer Memorandum of Agreement Memorandum of Understanding Office of Emergency Management Operations Public Information Officer Personnel Protective Equipment Situation Report Standard Operating Guideline Standard Operating Procedure Unified Command 25 Page