CAPITAL AREA COUNCIL OF GOVERNMENTS CAPCOG 2015 DISASTER DEBRIS WORKSHOP SERIES Workshop 1: Debris...

CAPITAL AREA COUNCIL OF GOVERNMENTS

CAPCOG 2015 DISASTER DEBRIS WORKSHOP SERIES

Workshop 1: Debris Management 101March 19, 2015

2015 Workshop Series

• Workshop 1: Debris Management 101• March 19, 2015

• Workshop 2: Developing and Exercising a Debris Management Plan• April 7, 2015

• Workshop 3: Documentation and Closeout• April 16, 2015

Capital Area Council of Governments 2

Agenda

• Introductions• Purpose• FEMA Public Assistance• Disaster Debris News• Debris Preparedness and Immediate Response

Operations• Roles and Responsibilities• Long-Term Debris Management and Recovery

Operations• Project Spotlight – Bastrop County, TX


Introductions and Purpose

• Part 1: Introductions and Purpose

Welcome

• IntroductionsName Agency Position/role in disaster

debris management

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Purpose

• Provide a brief update on new federal debris guidance and recent changes in regulations.

• Acclimate new staff to debris operations.• Provide a refresher course to veteran debris managers.• Stimulate interactive discussion and questions.

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Why does debris matter?

• Removing debris is costly.• FEMA has expended or

obligated over $8 billion in eligible debris removal costs.

• The table represents the federal cost share only.

FEMA Public Assistance (PA)

• Part 2: Disaster Debris News

Understanding the ProcessFEMA Public Assistance

Understanding the ProcessRecovery Funding

Determine LossesDisaster Expenses vs. Normal Expenses

Categorize Losses

Type of WorkTime to Complete

Work*Category of

Work Description

Emergency or Temporary

6 months to 1 year*A Debris Removal

BEmergency Protective

Measures

Permanent 1.5 - 4 Years*

C Road and Bridges

D Water Control Facilities

E Building and Equipment

F Utilities

G Park, Recreational, and Other

* Approximate; Can be extended in certain cases

Determine Eligibility4 Factors of Eligibility

Implement the PlanSimple Keys to Success

Implement the PlanProject Worksheets and Opportunities

• Repair vs. Replacement (50% Rule)• Special Considerations• 406 Mitigation• Codes & Standards• Alternative Procedures for Permanent Work• Alternative Procedures for Debris Removal

Development of the Project Worksheet (PW)

Documents the scope and cost estimate for a project.

Options for PW Development:› Internally› Consultants (Reimbursable)› FEMA staff

PWs for small projects (less than $120,000) due sixty (60) days after the FEMA kick-off meeting.

Understand Audit RequirementsFrequent OIG Findings

• Failure to adequately describe work performed• Claiming indirect costs• Lack of documentation for fringe benefits• Leave time• Inability to reconcile equipment hours• Failure to provide clear audit trail • Failure to segregate ineligible work• Applicant fails to gain permission for Alternate or

Improved projects

Disaster Debris News

• Part 2: Disaster Debris News

Changes and Implementation of Federal Disaster Aid

• Sandy Recovery Improvement Act of 2013 • Robert T. Stafford Act as Amended April 2013• FEMA Public Assistance Program• Federal Highway Administration Emergency Relief

Program

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Sandy Recovery Improvement Act

• Reduce the cost of federal government assistance• Increase the administrative flexibility of the FEMA

Public Assistance program• Expedite the process of providing and using the

assistance• Create incentives for applicants to complete projects in

a timely and cost-effective manner

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Stafford Act

• Defines the requirements for new alternative procedures

• Changes that apply to Section 406 – repair, restoration and replacement of damaged facilities

• Addition of Section 428(e)(2) which applies to Sections 403(a)(3)(A), 407, and 502(a)(5) – debris removal assistance

• Reauthorizes similar authorities to those granted by the PA Pilot Program

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FEMA Public Assistance Program Alternative Procedures

• Accelerated debris removal – Increased Federal cost share (sliding scale)

• Recycling revenues• Straight time force account labor• Debris management plans

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Changes to Federal Disaster Aid Programs

• FEMA Recovery Policies‐ RP9523.5 Debris Removal from Waterways• http://www.fema.gov/library/viewRecord.do?id=6719 ‐ Recovery Fact Sheet 9580.212 Public Assistance Grant

Contracting• http://www.fema.gov/library/viewRecord.do?id=6654‐ Recovery Fact Sheet 9580.214 Debris Removal on Federal-Aid

Highways• http://www.fema.gov/library/viewRecord.do?id=6640 ‐ Recovery Fact Sheet 9580.215 Debris Removal Force Account

Labor Costs• http://www.fema.gov/library/viewRecord.do?id=6670 ‐ 9500 Series Policy Publications• http://www.fema.gov/9500-series-policy-publications

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Federal Highway Administration Emergency Relief Program (FHWA-ER)

• Section 1107 of MAP-21 placed limits on the ER eligibility for debris removal.

• In certain cases, debris removal that was previously eligible for ER funding will only be eligible for FEMA funding.

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FHWA-ER – Conditions for Eligibility

• Governor declares emergency but does not receive a Presidential declaration.

• The event receives a Presidential emergency declaration, but FEMA has determined that debris removal is not eligible for its assistance.

• A Governor’s emergency declaration includes more counties than the Presidential declaration. FHWA can participate in debris removal costs for the counties not included in the Presidential declaration.

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FHWA-ER

For additional information on changes as a result of MAP-21:• http://www.fhwa.dot.gov/map21/qandas/qaer.cfm

For additional information on the FHWA ER Program:• http://www.fhwa.dot.gov/reports/erm/

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Debris Preparedness and Immediate Response Operations

• Part 3: Debris Preparedness and Immediate Response

Gulfport, Mississippi – Hurricane Katrina• Households: 26,943• Land area: 56.9 square

miles• 2,019,320 pounds of

hazardous material (pork bellies and chicken carcasses)

• 387 abandoned vehicles removed

• 10,466 linear feet of pool fencing removed

Case Study

Terrebonne Parish, Louisiana – Hurricane Gustav

• Households: 35,997• Land area: 1,255 square

miles• 13,022 hazardous hangers

removed• 1,286 white goods removed• 1,469 hazardous tree

removals

Case Study

Orange County, Texas – Hurricane Ike• Households: 31,642• Land area: 356 square miles • White goods: 21,348 collected•5,756 of the collected white goods required Freon removal•6,486 of the collected white goods required putrid food removal

• Cost: $2,082,580.00

Case Study

Henrico County, Virginia – Hurricane Irene• Households: 108,121• Land area: 245 square miles•Leaners: 132 removals•Hangers: 13,233 trees serviced•Vegetative debris: 26,951 tons

Case Study

New Jersey Department of Environmental Protection – Superstorm Sandy

• Coastline miles: 1,344 miles

• 333,375 cubic yards of displaced sediment removed from waterways

Case Study

State of Connecticut – Winter Storm Nemo• Contracted equipment: wheel-loaders, dump

trucks, trailers, etc.• Contracted labor: Project manager, foreman,

laborer• 63 T&M tickets generated for contracted

emergency push work• $130,000 of reimbursement for contracted time

and materials work

Case Study

Augusta-Richmond, Georgia – Winter Storm Pax• Population: 197,872• Land area: 306.5 square miles

• Leaners: 792 removals• Hangers: 26,027 trees serviced• Vegetative debris: 645,970 cubic

yards

• Debris Removal and Hazardous Tree Cost: $12.1 million dollars

Case Study

Debris Management Planning

Key Department PersonnelGIS/Information TechnologyFinance and AdministrationPublic Works and Solid WasteGeneral CounselEnvironmental ServicesPublic Information

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Situation and assumptions Roles and responsibilities Concept of operations Training and exercise Functional annexes

Debris Management Planning

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Components of the Plan

Identify priority roads. Identify debris management site

locations. Identify collection zones. Develop final disposal plan. Maintain road lists with

maintenance and funding. Provide job aids/checklists. Provide annual training, exercises,

and updates.

Concept of Operations: Preparedness

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Plan Development

Confirm debris management site locations and ensure all proper environmental permitting.

Confirm time and materials documentation plan.

Confirm priority road clearance responsibilities.

Confirm emergency procurement policies.


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Emergency Policies

GIS Information Coordinate with Texas Department of

Transportation (TxDOT) to identify Federal Highway Administration (FHWA) Emergency Relief (ER)-eligible road segments in the jurisdiction.

Review geographic information system (GIS) data to confirm functional classifications.

Coordinate with prepositioned contractors for operations and documentation of FHWA ER road segments.


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First 70 HoursEmergency PushContracting - Time and materialsWindshield assessmentsAerial assessmentsEstimated quantity of debrisAcceptable duration of pick-upEstimate volume of trucks

Concept of Operations: Response

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Assess Debris Reimbursement OptionsCompile data from damage assessmentsDetermine potential debris programsEstimate timeline for completionDetermine most appropriate reimbursement options

Sliding scale Grants based on estimates


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Days 2-5Twice daily meeting with contractorsPublic information noticesDebris hotline numberSubcontractor hiring/referral processDMS preparation DMS planDMS regulationsTruck certification.ROW debris removal operationsDocumentation


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• The applicant is responsible for obtaining certification from TCEQ to operate the DMS.

• The applicant must complete a four page form for each debris management site and submit to TCEQ.

• The Form can be found at the following link on the TCEQ website:

• http://www.tceq.texas.gov/assets/public/response/tornado/tdms-request.pdf

• The applicant must complete the form and submit to the appropriate TCEQ Regional Office with a copy to the TCEQ Central Office.


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TCEQ Requirements

ROW Collection• Debris that is a result of a disaster incident can be placed

along the ROW or curbside for collection.• Vegetative debris: Tree limbs, branches, and other leafy

material• Construction and demolition (C&D) debris: Damaged

components of buildings (excluding reconstruction debris)• Household hazardous waste (HHW): Paints, stains,

solvents, etc.• White goods: Refrigerators, air conditioners, etc.


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Sidewalk

Sidewalk

Urban Areas

Roadway Roadwa

y

Right-of-Way

Right-of-Way

Right-of-Way

Right-of-Way

Rural Areas

Power Poles

Identify the ROW


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Public Information/Emergency Set-out Procedures

• Debris should be staged separately by debris type along the ROW.

• Do not bag debris; only loose debris will be collected.• Do not mix HHW with any of the other staged debris types.• Do not mix household garbage with any of the other staged

debris types.• Do not place debris near water vaults, fire hydrants, or any

other above-ground utility.• Do not place debris on driveways.

Concept of Operations: Recovery

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Roles and Responsibilities

• Part 4: Roles and Responsibilities

Federal Agencies Involved in Debris Operations

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• Federal Emergency Management Agency (FEMA)• United States Coast Guard (USCG)• United States Army Corps of Engineers (USACE)• Natural Resources and Conservation Service (NRCS)• Farm Service Agency (FSA)• Animal Plan and Health Inspection Service (APHIS)• Federal Highway Administration (FHWA)• Environmental Protection Agency (EPA)• National Oceanic and Atmospheric Administration (NOAA)

• Provides technical assistance• Environmental and historical review process• Reimbursement process

• Assigns federal mission assignments as requested• Emergency Support Function #3, Public Works and

Engineering• Emergency Support Function #10, Oil and Hazardous

Material Response• Administers the FEMA Public Assistance Program

• Ensures safety, eligibility, and compliance are maintained

FEMA Roles and Responsibilities Following a Disaster

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• Primary federal entity for Emergency Support Function (ESF) #3 - Public Works and Engineering

• Responsible for emergency debris clearance and removal

USACE Roles and Responsibilities Following a Disaster

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• Remove sunken vessels from navigable waterways under emergency conditions

• Provide strong technical assistance and training support to state and local agencies

• Enable state and local operations to the greatest extent possible

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USACE Roles and Responsibilities Following a Disaster

• Coordinated with TxDOT with emergency clearance on Galveston Island

• Contracted crews for emergency push• Coordinated with USCG, NOAA, Gulf Intracoastal Canal

Association, and shipping industry as part of the Texas Joint Hurricane Response Team to survey and open waterways

• Partnered with EPA to assess damaged water treatment and wastewater treatment facilities

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USACE Role During Previous Disasters in Texas

• Responsible for maintaining natural streams and creeks (unless in a state or national park)

• Provides funding through the Emergency Watershed Protection (EWP) program

NRCS Roles and Responsibilities Following a Disaster

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• Funded through congressional appropriations• Must have signed agreement with NRCS before work

can begin• Strictly 75/25 cost share; typically, state does not

provide funding• Submit for reimbursement as project continues• FEMA is NOT a second tier funding source for NRCS

projects• Eligible scope of work is broader than PA

NRCS Emergency Watershed Program

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• Supports repair and reconstruction of federal aid highways and roads on federal lands

FHWA Roles and Responsibilities Following a Disaster

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• If applicant receives a FEMA PA declaration, the applicant is ineligible for FHWA ER funds

• State must incur costs of at least $700,000 statewide

• Individual projects (sites) must be $5,000• Debris removal from federal aid roads is eligible for

100 percent reimbursement for the first 180 days. • Program is funded $100 million in annual

authorizations.

Triggering Conditions for FHWA Involvement

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State Agencies Involved in Debris Operations

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• Texas General Land Office (GLO)• Texas Department of Transportation (TxDOT)• Texas Parks and Wildlife (TPWD)• Texas Forestry Services

• Debris removal from beaches and submerged lands

GLO Roles and Responsibilities Following a Disaster

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• Authorized by the governor as the lead agency for debris removal operations

• Provides assistance to communities with special debris programs beyond the their capabilities to manage

• Coordinates with Texas Parks and Wildlife Department to provide support in state and federal parks

• Responsible for debris removal from on-systems roads unless otherwise specified by the Governor

TXDOT Roles and Responsibilities Following a Disaster

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• Manages debris removal operations in state parks• Provides debris removal from natural streams within state

and federal parks

Texas Parks and Wildlife Department Roles and Responsibilities Following a Disaster

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• Provides technical assistance for debris removal operations

• Provides arborists to determine tree survival

• Assesses trees killed by saltwater

Texas Forestry Service Roles and Responsibilities Following a Disaster

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Long-Term Debris Management and Recovery Operations

• Part 5: Long Term Debris Management and Recovery Operations

• Leaners, hangers, stumps• Vehicles, boats, appliances• Private property (right-of-entry

[ROE]) work• Canals and waterways

Special Debris Programs

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• The tree must be at least 6 inches in diameter when measured 4 and 1/2 feet from the ground and must meet at least one of the following criteria:• More than 50 percent of the crown damaged or

destroyed (as determined by a certified arborist)• Split trunk or broken branches that expose the

heartwood• Fallen or uprooted within public-use area• Leaning at an angle greater than 30 degrees

Hazardous Leaning Limbs (Leaners)

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• Must meet all of the following criteria:• Must be greater than two inches in diameter• Must be suspended in a tree threatening a public-use

area• Must be located on improved public property

Hazardous Hanging Limbs (Hangers)

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• Must meet all of the following criteria:• 50 percent or more of the root ball exposed• Greater than 24 inches in diameter when measured 24

inches from the ground• Located on public ROW• Poses an immediate threat to public health and safety

Hazardous Stumps

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ROE Program Before and After

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• Service citizens in rural or sparsely populated areas where curbside collection may take longer.

• Provide alternative to challenging residential areas where curbside collection is not practical (streets with low hanging trees or power lines, narrow streets, etc.).

• Provide security to avoid illegal disposal.

Citizen Collection Centers

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• It is critical that plans and contingencies for final disposal of vegetative and mixed debris are established.

• Final disposal sites must be properly permitted.• Debris must be properly disposed/applied at final disposal

site.• Audits are inevitable.

Final Disposal

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• Invoicing kickoff meeting• Data standards• Electronic hauler invoice• Invoicing process• Retainage

Contractor Invoicing

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• Approve closure/remediation of DMS• Ensure damage claims are resolved• Transfer original documentation from contractors

to applicant• FEMA/state field validations• Project worksheet close-out• Audits

Project Closeout

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Project Spotlight – Bastrop County, TX

• Part 6: Project Spotlight – Bastrop County, TX

Project SpotlightBastrop, Texas Wildfire

• Bastrop Conditions Fire started Sept. 4, 2011 Tropical Storm Lee caused 30 mph winds Most destructive single wildfire in Texas history 34,000 acres burned 1,667 Homes destroyed (1,213 survived in the burn area) 38 non-residential structures destroyed 5,000 (+/-) people displaced from destroyed homes 2-fatalities 1.5 million trees killed

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Project SpotlightBastrop, Texas 2011 Wildfire

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• FEMA Pricing Sheet for Fire Debris

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– Hazardous limbs

– Hazardous stumps

– Abandoned vehicles

– Animal carcasses

– White goods

– Freon Removal

– PPDR Vegetative

– PPDR C&D

– Back fill

– Ash

– PPDR concrete slabs

– PPDR hazardous containers

– PPDR HHW

– Vehicle/vessel aggregation

– Haulout

– Mud, silt, sand


• Debris Streams White goods Vehicles Ash Concrete slabs Less construction and demolition (C&D) debris

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• Private Property Debris Removal (PPDR) 16,000 trees on the right-of-way 30,000 trees removed from private property 400 trees removed from one property

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• Removal of hazardous dead trees that could potentially fall onto the right of way or damage infrastructure

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• TREES CUT (Estimate for totals)15,000 ROW35,000 PPDR50,000 SUBTOTAL50,000 Bluebonnet Electric100,000 TOTAL100,000/1,500,000 = 7% of total dead trees

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DEBRIS STREAMS1,000,000 CY vegetative50,000 CY C&D

COSTS$8,000,000 ROW$8,000,000 PPDR$16,000,000 TOTAL @25% local share, Bastrop County share is $4,000,000

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• State ParkLogging company removed burned vegetationPayment for services was the timberShort timeframe for useful lumber after being burnedUnique characteristics of the park allowed this project to be

cost-effective and successful

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• Environmental Concerns: Houston ToadEndangered speciesProject area one of the few remaining habitatsDebris piles may be providing artificial habitatExtensive environmental monitors heavily involved in debris

operations

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Questions?

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Next Steps

• Workshop 2: Developing and Exercising a Debris Management Plan

April 7, 2015• Workshop 3: Documentation and Closeout April 16, 2015

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Thank you


Capital Area Council of Governmentswww.capcog.org

John Buri, Director, Post Disaster [email protected] 832.251.5197 Anne Cabrera, Deputy Director, Post Disaster [email protected] 954-559-4951

CAPITAL AREA COUNCIL OF GOVERNMENTS CAPCOG 2015 DISASTER DEBRIS WORKSHOP SERIES Workshop 1: Debris...

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