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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security

Mason District TTX Situation Manual Federal Emergency Management Agency

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Photo Credit: FEMA/Liz Roll

Fairfax County Community Resiliency Collaboration

Tabletop Exercise Series: Mason District

Situation Manual

December 3, 2014

Heritage Building

Annandale, VA

Team Rubicon Table Top Exercise: Hurricane Department of Homeland Security

Situation Manual (SitMan) Federal Emergency Management Agency

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TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................. 1

PREFACE ...................................................................................................................................... 2

HANDLING INSTRUCTIONS ................................................................................................... 3

EXERCISE SCHEDULE ............................................................................................................. 4

ACRONYMS ................................................................................................................................. 5

INTRODUCTION......................................................................................................................... 6

SCENARIO ................................................................................................................................... 9

DISCUSSION QUESTIONS ...................................................................................................... 10



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PREFACE

This Fairfax County Community Resiliency Tabletop Exercise: Mason District Tabletop

Exercise (TTX) is sponsored by Volunteer Fairfax and has been selected for inclusion in the

National Exercise Program. Supporting documents for this exercise, including the Situation

Manual (SitMan), were produced with input, advice, and assistance from the Volunteer

Fairfax Planning Team and FEMA National Exercise Division staff. These documents follow

the guidance set forth by the U.S. Department of Homeland Security (DHS) Homeland

Security Exercise and Evaluation Program (HSEEP).

This SitMan provides exercise participants with all the necessary tools for their roles in the

exercise. It is tangible evidence of FEMA’s commitment to ensure public safety through

collaborative partnerships that will prepare the whole community to respond to disaster

events.

The Mason District TTX is an unclassified exercise. Control of exercise information is based

on public sensitivity regarding the nature of the exercise rather than actual exercise content.

Some exercise material is intended for the exclusive use of exercise planners, facilitators, and

evaluators, but players may view other materials that are necessary to their performance. All

exercise participants may view the SitMan.

All exercise participants should use appropriate guidelines to ensure proper control of

information within their areas of expertise and protect this material in accordance with current

jurisdictional directives. Public release of exercise materials to third parties is at the

discretion of Volunteer Fairfax, FEMA National Exercise Division and the Mason District

TTX Planning Team. The After Action Report produced for this event will be made non-

attributable and submitted for inclusion in the National Exercise Program Rolling Summary

Report. Please refer to the handling instructions for further guidance.

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HANDLING INSTRUCTIONS

1. The title of this document is the Mason District TTX Situation Manual.

2. Information gathered in this SitMan is designated as For Trusted Agents, and should be

handled as sensitive information that is not to be disclosed. This document should be

safeguarded, handled, transmitted, and stored in accordance with appropriate security

directives. Reproduction of this document, in whole or in part, without prior approval from

Volunteer Fairfax is prohibited.

3. Information in this document is intended for the exclusive use of the exercise planners and

participants, and is not to be released to the public or other personnel who do not have a

valid need-to-know without prior approval from an authorized sponsor organization

representative. This document is not releasable to any public website.

4. For more information about the exercise, please consult the following points of contact

(POCs):

Tracy Friend

Volunteer Fairfax Emergency Response Program Manager

[email protected]

703-246-3553

Matt Lyttle

FEMA National Exercise Division Exercise Project Manager

[email protected]

202-786-9664

Ben Berger

FEMA National Exercise Division

[email protected]

202-786-9571

Torrey L. Cunningham

FEMA National Exercise Division

[email protected]

202-550-0903

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EXERCISE SCHEDULE

The following table summarizes the TTX schedule for December 3, 2014.

December 3, 2014

Time Activity

5:00 p.m. Arrival and Registration

5:30 p.m. Welcome, Introductions, and Opening Brief

5:40 p.m. Dinner is served

5:45 p.m. Module 1

6:30 p.m. Break

6:35 p.m. Module 2

7:30 p.m. Break, Dessert is served

7:35 p.m. Hot Wash & Closing Remarks

8:00 p.m. Adjourn

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ACRONYMS

Acronym Definition

ACCA Annandale Christians For Community Action

AAR After Action Report

CBO Community Based Organization

CRG Community Resiliency Group

DHS U.S. Department of Homeland Security

EEG Exercise Evaluation Guide

EOC Emergency Operations Center

EOP Emergency Operations Plan

FEMA Federal Emergency Management Agency

FCIA Faith Communities in Action

HOA Home Owners Association

HSEEP Homeland Security Exercise and Evaluation Program

IP Improvement Plan

NCS Fairfax County Neighborhood and Community Services

NED National Exercise Division

OEM Fairfax County Office of Emergency Management

Ops Operations

PDRP Fairfax County Pre-Disaster Recovery Plan

PTA Parent Teacher Association

SitMan Situation Manual

SME Subject Matter Expert

TTX Tabletop Exercise

VF Volunteer Fairfax

VOAD Voluntary Organization Active in Disaster

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INTRODUCTION

Background

Effective disaster response and recovery depends on a whole community effort. Coordination

between federal, tribal, state, local, and private sector stakeholders is vital. In order to

strengthen partnerships between governmental and non-governmental organizations, the Federal

Emergency Management Agency (FEMA) is sponsoring tabletop exercises (TTXs) designed to

examine non-governmental organizations’ disaster recovery plans, processes, and procedures;

identify best practices; and address capability shortfalls.

The Fairfax County Community Resiliency Group (CRG) is comprised of community partner

organizations that serve the public in day to day services, such as food, finances, furniture,

clothing, residential organizations, PTAs, schools, local police and fire and other organizations.

In the event of disaster, the members of the CRG will be convened to discuss their local situation

and problem solve how to best support each other, the community and the government in some

response, and mostly recovery efforts.

Eventually, there will be a CRG for each supervisor district in Fairfax County, comprised of the

above groups, and others as applicable.

Purpose and Scope

This Mason District TTX is a three-hour, scenario-driven, facilitated discussion that will

provide an opportunity for a single jurisdictional exercise between neighboring community

partners allowing for organized response and recovery, resource sharing, and relationship

building.

Core Capabilities

Core capabilities are the distinct critical elements needed to achieve our National Preparedness

Goal. Conducting evaluations using core capabilities allows for data to be aggregated across

the homeland security enterprise, which supports a growing understanding of preparedness at

the national level. The Mason District TTX objectives align to the following core capabilities:

Operational Coordination

Planning

Public Information and Warning

Housing

Health and Social Services

Exercise Design Objectives

This exercise will focus on the following objectives selected by the Exercise Planning Team:

1. Provide an opportunity for a single jurisdictional exercise between neighboring

community partners, allowing for organized response and recovery, resource sharing,

relationship building.

2. Determine reporting and communicating best practices among whole community

partners.

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3. Develop database of Whole Community Partners and their resources, to facilitate

coordination of resources, response and recovery.

4. Provide a setting to secure MOAs with Whole Community Partners (these partners

assist in sheltering, mass care, emotional and spiritual care and other essential services) to support the Volunteer and Donations Management Annex.

Participants

The Mason District TTX will include Fairfax County Community Resiliency Group members

drawn from the Mason District of Fairfax County, Volunteer Fairfax, and various offices within

Fairfax County Government. FEMA National Exercise Division personnel will be present.

During the exercise, these participants will take one of the following roles:

Players. Players respond to the situation presented, based on expert knowledge of

their organization’s procedures, current plans and procedures, and insights derived

from experience and training.

Note takers. Note takers are not active participants; however, they may have insight

or technical expertise that allows them to accurately summarize the discussion at their

table for further review.

Facilitators. Facilitators provide situation updates and moderate discussions. They

also provide additional information or resolve questions as required. Key Exercise

Planning Team members also may assist with facilitation as subject matter experts

(SMEs).

Evaluators. Evaluators take notes on the discussion to compare to plans and

procedures in the context of the target capabilities and corresponding Exercise Evaluation Guides (EEGs).

Exercise Structure

This exercise will be a three-hour, scenario-driven, facilitated discussion. The exercise will be

divided into two modules, and the facilitator will provide relevant information to the

participants according to a scenario timeline in order to drive discussion. Participants will then

converse in table groups, periodically reporting back their main findings to the larger plenary.

Module 1

During Module 1, players will be grouped by specialization. For instance, those

representing home owners associations (HOAs) will discuss a problem set of questions

with a focus on their constituents.

Module 2

During Module 2, players will discuss in a plenary format the findings of Module 1,

and become familiar with neighboring organizations’ existing resources and capabilities.

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Hot Wash

After the exercise has concluded, a facilitator will lead participants in a discussion of their key

takeaways from the exercise.

Exercise Evaluation

The goal of exercise evaluation is to validate strengths and identify improvement opportunities

for the participating organizations. In this exercise, evaluation will attempt to validate plans,

procedures, and protocols of participating agencies and determine their level of capability.

The Mason District TTX evaluators will use Exercise Evaluation Guides (EEGs) to evaluate

participants’ abilities to address Core Capabilities and critical tasks that fall under each exercise

objective. Evaluators will be provided with EEGs for each of their assigned areas.

Additionally, players will be asked to complete participant feedback forms. These documents,

coupled with hot wash notes, will be used to evaluate the exercise and compile an After Action

Report (AAR)/Improvement Plan (IP). The evaluation results will be distributed to Volunteer

Fairfax and Mason District TTX Planning Team members with the goal of providing insight

and developing a Corrective Action Plan.

Exercise Guidelines

This TTX will be held in an open, low-stress, no-fault environment. Varying

viewpoints, even disagreements, are expected and encouraged.

Respond on the basis of your knowledge of current plans and capabilities (i.e., you

may use only existing assets) and insights derived from your training.

Decisions are not precedent setting and may not reflect your organization’s final

position on a given issue. This exercise is an opportunity to discuss and present

multiple options and possible solutions.

Issue identification is not as valuable as suggestions and recommended actions that could improve response efforts. Problem-solving efforts should be the focus.

Assumptions and Artificialities

In any exercise, assumptions and artificialities may be necessary to complete play in the time

allotted. During this exercise, the following apply:

The scenario is plausible, and events occur as they are presented.

There is no hidden agenda, and there are no trick questions.

All players receive information at the same time.

Participants are expected to respond from the viewpoint of the organization they

represent.

Unless otherwise stated in the scenario, participating organizations can assume their

resources and staff are fully intact.

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SCENARIO

On Saturday, November 29, an arctic jet stream collided with a winter oceanfront storm system

pushing across Virginia. Snow fell consistently throughout the weekend, resulting in an

average snow accumulation of two feet across Northern Virginia. In addition to heavy

precipitation, wind speeds were measured at a sustained 20 mph with gusts up to 45 mph.

Snow tapered off Sunday night into Monday morning and changed into freezing rain, which

continued throughout the day. As a result, much of Fairfax County has seen ice accumulation

on power lines and trees, with heavier accumulation to the west of the county.

The precipitation ended overnight Tuesday. It is now Wednesday, December 3rd. Although

weather looks to be clear through the weekend, average temperature highs will remain below

the freezing mark across central and Northern Virginia.

The snow and ice have caused major disruptions in transportation and power across the county.

Fairfax County schools were closed Monday, Tuesday, and Wednesday, and may stay closed

through the rest of the week. In Northern Virginia, several major roads and intersections

remain partially blocked due to snow drifts, downed power lines, and fallen trees. Secondary

roads are still icy and clogged with shoveled snow piles. Officials recommend staying off the

roads for non-essential travel, but many routes are now safe for non-essential travel.

The included map titled “Affected Utilities Map” shows power outages across the Mason

District. Some local hospitals and municipal water systems are operating on back-up

generators. Multiple senior living communities are reported to be without power. There are

also reports of roof collapses at schools, warehouses, houses of worship, and private homes.

Fairfax County emergency services have been working since Saturday to ensure life safety.

They remain fully capable to meet the needs of the community. The Fairfax County

Emergency Operations Center (EOC) has been on full activation since early Saturday morning.

Volunteer Fairfax has been at the EOC since Saturday and has recommended the activation of

the Community Resiliency Group. In addition, Volunteer Fairfax has been sending daily

updates to CRG member organizations. On Tuesday, county officials requested a meeting of

community- and faith-based organizations to discuss the unmet needs of Fairfax County

residents. Meetings are being held in each supervisor district on Wednesday night.

You are attending that meeting on behalf of the organization you represent. With a focus on

collaboration and coordination, your task is to review the situation at hand and develop

strategies for success that leverage the resources and capabilities of the organizations in your

district. Your discussion should focus on the following capabilities requested by local officials:

Improve situational awareness and operational coordination among responding agencies

Ensure health and social service needs of all residents are met

Secure temporary housing of residents until rebuilding is completed

Set priorities for short term and long term community recovery

Leverage community networks to inform the general public and emergency officials of progress and ongoing needs

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DISCUSSION QUESTIONS

The following questions are provided as suggested general subjects that you may wish to

address as the exercise progresses. These questions are not meant to constitute a definitive list

of concerns to be addressed, nor is there a requirement to address every question.

Operational Coordination

1. Fairfax County OEM recognizes the valuable resource of community groups when it

comes to improving situational awareness and the common operating picture. Others

normally tasked with providing updates (Fire, EMS, and Law Enforcement ) are occupied

responding to emergency calls and are unable to provide the systematic neighborhood

damage reports needed by the EOC.

a. How can community groups in the Mason District best share the damage and needs

in their neighborhood to responding agencies? What networks can be leveraged to

help meet this need? What training or orientation would be needed to prepare your community group for this task?

2. What guidance is provided in the Donations Management Annex to the Fairfax County

Emergency Operations Plan that might assist the Donations Coordination Team in this kind

of event?

3. Which resources and capabilities provided by your organization might be relevant to short

term recovery planning? What about long term recovery planning?

4. When faced with a crisis, how does your organization identify its needs and request support

from other community partners or local government?

Health and Social Services

5. Volunteer Fairfax, the Volunteer and Donations Management Lead at the Fairfax County

EOC, has been communicating with several local businesses interested in supporting

community groups. A sporting goods chain is willing to donate 500 pairs of winter

gloves. The gloves are currently stored in a large warehouse near Woodbridge, VA and

must be picked up. The business will provide the gloves for free as long as the gloves are

distributed to both volunteers helping clear away snow and debris and to people in need.

a. Do Mason District organizations have a need for this kind of donation? How can

local groups work together to distribute the gloves in accordance with the donor’s

intent? What additional information is needed?

6. With respect to social services, how have your capabilities and plans evolved over time to

meet the needs of your neighbors?

7. Is your organization prepared to provide assistance to children, seniors, and people with

access and functional needs? List potential accommodations included in your plans.

8. Due to the excessive snow drifts and significant ice accumulation at its warehouse, ACCA

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is unable to use the box trucks to assist in the distribution of clothing and furniture across

the Mason District to residents whose homes have not been affected. There are, however,

other individuals and groups with capable personal vehicles interested in distributing

ACCA furniture and clothing to their neighbors.

a. Can these individuals assist? Who will coordinate the effort? What kind of

reporting needs to be done back to the relevant Fairfax County Government agencies to ensure those volunteers are safe and effective?

Housing

9. The Fairfax County Pre-Disaster Recovery Plan calls for the organization of an Intermediate

Housing Recovery Group in the event that “significant numbers of people are without

permanent shelter for a long period of time” (p. Annex D-7). In your opinion, when does an

incident warrant the activation of such a group?

10. How might your organization assist community members in need of short term sheltering and

feeding? Is this something you have done in the past?

11. What might your organization contribute to transition of sheltering to intermediate housing

solutions?

Community Recovery Planning

12. Given the level of damage across the county, local officials are recommending the

organization of a Recovery Agency, as outlined in the Fairfax County Pre-Disaster

Recovery Plan. The first Recovery Action Plan is set to be developed this Saturday by a

group of individuals from county offices and nongovernmental stakeholders. Community

Resiliency Group members have been asked to develop a list of potential representatives

that can effectively advocate for the recovery priorities in the Mason District.

a. Please develop a high level strategy that will ensure those best situated to represent

the Mason District understand the issues and concerns of the community? How

can the community work together to establish the priorities that will inform the

larger Recovery Agency?

13. After a disaster like this, what does community recovery mean to you and your

organization? What priorities sit at the top of your list?

14. The Fairfax County Pre-Disaster Recovery Plan (PDRP) calls for community leaders to serve

as a conduit for residents to obtain information and express their vision for the future. Is this

a role your organization is willing to fill? Are you ready to fill that role today?

Public Information and Warning

15. How does your organization answer requests for information that come from your

constituents? How does your organization verify the information it provides?

16. Can volunteers augment your capabilities during a disaster? What is your process for

recruitment and training? How do you message your volunteer needs to the larger

community?

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