Second Annual FedEx Award for Innovations in Disaster Preparedness Submission Form II. Basic Information on Project

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1 Second Annual FedEx Award for Innovations in Disaster Preparedness Submission Form II. Basic Information on Project Title of Project: The Effectiveness of Resilient AirPort Personnel in the Wake of Disasters Location (please include all relevant information: regions, countries, districts/provinces, cities, etc): Dominican Republic (Santo Domingo and Punta Cana) Scale (choose one): Local/Community Regional State/Provincial/Sub-national International National Target Population(s): Essential Personnel for Airports in Santo Domingo and Punta Cana, Dominican Republic Number of Beneficiaries: 131 families (524 individuals) Partners: AERODOM, FedEx Global Citizenship, Florida International University, Local Communities, Local Partner NGO s, Miami International Airport, Miami-Dade College, and Smith-Woolwines Associates Funders/Donors: Fedex Global Citizenship will help with the overall cost of the initial project assessment to determine essential personnel in each airport. Meanwhile, Smith-Woolwine Associates will be helping with the selection and technical implementation for most effective distribution of emergency kits for essential personnel. Florida International University (FIU) and the Academy for International Disaster Preparedness will support ART in storing and creating emergency distribution mechanisms. United States Agency for International Development (USAID) Ocean Freight Reimbursement program will help cover the cost of shipping the 40 container and American Airlines will then provide the flights for ART s technical support team to the Dominican Republic. Total Funding: $83,400 ($9,980 is amount requested) Website: III. Project Details 1. Intervention background and goals and objectives (maximum 250 words) Please describe the intervention and its goals and objectives. Include details on the intervention s timeline. Our Port Resiliency Program (PReP) seeks to prepare airports in the Caribbean and Latin America to be

2 more resilient in facing disasters. During major disasters compromised airports can delay and complicate disaster and humanitarian response and recovery. Dominican Republic airports face unique challenges, as they are prone to extreme weather and seismological events. Most often, they lack the infrastructure and man power necessary to respond effectively to these events. Consequently, lack of resources and coordination may remove essential personnel needed to handle equipment associated with disaster relief and recovery. Goals/objectives: ART s goal is to increase the resiliency of Dominican Republic airports; the project will provide essential personnel and their families with the vital resources needed to survive a severe disaster. By helping personnel and their immediate families, the project will help facilitate the distribution of commerce and humanitarian aid to victims following a crisis. Time-line: 2005: Hurricane Katrina highlights the severe economic loss of closed ports. 2010: Lack of emergency preparedness in Haiti caused the airport to almost close because personnel had no immediate relief for themselves and their families. August 2011: FedEx and ART meet to discuss the development of PReP and the need is the Caribbean. October 2012: FedEx funds the pilot program. February 2012: The pilot program is executed in Dominican Republic with over 50 in attendance from 15 different organizations. June 2012: Based on the success of the pilot program, ART s final report highlights the need for aftercare of airport personnel. 2. Please describe the project s key activities (maximum 250 words) Please describe the intervention s main activities. The project will begin by guiding each airport (Santo Domingo and Punta Cana) through a selfassessment to identify their essential personnel needed for a rapid disaster response and relief activities. The Airport Operations Director will work with ART in identifying the needed airport departments and agencies to be involved in the selection process. During this stage the airport director of AERODOM, using a continuity resource worksheet, will identify the necessary positions needed for airport operations. ART s team will travel to the Dominican Republic to meet and plan with the airport operations team to evaluate the role of each personnel selected. ART will then create a list that includes the name of the essential personnel and the number of immediate family members, to determine where the kits will be distributed. Next, ART will send a container with the necessary supplies to assemble a total of 262 kits 131 family kits, 131 essential personnel kits. These kits include the necessary items needed to survive the first 72 hours after a disaster. They will include: 2400 calorie food bars, pouches of emergency water, a solar blanket, a solar powered flashlight, emergency first aid kit, masks, biodegradable toilet paper, a hygiene kit (toothpaste, toothbrush, and feminine products), and a tent all inside a back pack, for easy transport. The final step will be the warehousing of the kits in offsite, nearby locations for each airport. 3. Please explain you think this is an innovative intervention. Provide evidence in the following areas: (maximum 750 words) Effectiveness/evidence of success: Evidence is provided demonstrating the impact of the intervention to increase awareness; build capacity and knowledge; promote community involvement; foster collaboration between civil society, local governments and the private sector; and/or mainstream disaster preparedness activities. Sustainability: Information is provided describing the steps taken or mechanisms put in place to

3 ensure that the intervention will be socially, financially and environmentally sustainable in the long-term. Equitable outcomes for women and men: Evidence is provided to document that the intervention enables or facilitates the participation of, and results in, equitable benefits for both women and men. Efficiency/cost-effectiveness: Evidence is provided demonstrating the cost-effectiveness of the intervention compared to traditional disaster preparedness interventions. Replicability/adaptability: Information is provided documenting how the intervention has been or could be replicated or adapted in other settings; or how the intervention could expand operations based on demonstrated success in its pilot or phase one areas of operation. Protection of essential personnel was determined to be fundamental for short-term disaster recovery as well as long-term recovery. Based on our experience, program success can be expected following an incountry table top exercises that test the logistics of distribution of emergency items to families and employees. Effectiveness/evidence of success: LAC airports face unique challenges in that they are prone to extreme weather and seismological events and they often lack the infrastructure and training to respond effectively to these events. By enhancing resiliency in airports, they build the necessary capacity to save the lives of millions by improving the delivery of humanitarian aid and speeding the economic recovery of areas hurt by disasters. During the last year, ART has fostered collaboration between civil society, local governments and the private sector in Dominican Republic. In 2013, ART completed perfecting Las Americas Airport, in Santo Domingo emergency plan through our Port Resiliency Program. ART has involved the participation from a number of partners such as emergency stakeholders, community leaders, active humanitarian organizations, the academic community, emergency planners & responders, and others to increase the need of port resiliency. The uniqueness of this solution resides in the collaboration of multiple agencies and departments in working together to identify the core team that requires immediate provision through emergency kits. Emergency kits created for the protection of essential employees and their families will be composed of cost-effective material. All material will be purchased by ART and will be transported and stored in secure warehousing. Inventory will be managed by AERODOM operations director. The degree of partner collaboration between agencies and the identification of essential personnel and their families are measures of the success of this project. Sustainability: This intervention is socially, financially, and environmentally sustainable. It utilizes affordable and renewable material for the protection of essential personnel of airport operations. Intervention for support of essential personnel is financially sustainable. It can be raised by the involvement of commercial air carriers (American Airlines/ Delta Airlines), intergovernmental agencies such as CDERA and other strategic alliances working in regional cooperation and coordination. The project is long-term sustainable because emergency kit materials have a 12 months expiration at lowcost. Port resiliency program attract in-kind sponsorship as well the involvement of the private sector with a focus on Dominican Republic tourism industry. Equitable outcomes for women and men: This project will examine gender as it affects each part of the

4 equation. ART will work with AERODOM s human resources department to guarantee equal protection and distribution of project benefits to both genders. Quantitative data will be collected on the number of females and males who receive benefits from the projects outcomes. Moreover, the items included in emergency kits are gender neutral and as a result will benefit every individual who receives it. Efficiency/cost-effectiveness: Ports are imperative to the economic structure of any nation, when the airport is not functioning to its full capacity the losses can reach millions of dollars. Providing emergency survival supplies for family members of essential personnel for the first 72 hours, following a crisis, will allow those key operation s employees of airports to participate in the recovery efforts without concern for the safety of their families. Protection of essential personnel in airports is cost effective in comparison to the lives saved by the immediate reopening of the airport. During the Haiti earthquake in 2010, millions of victims were unreached due to the airports shutdown after airport personnel were unable to receive international aid. The functioning of an airport in the aftermath is not only measured by the economic gains but by the human lives saved. After a disaster, economic recovery is only possible if the largest economic engine/facilitator in an import driven economy, such as the Dominican Republic, has returned to full functionality. Replicability/adaptability: ART developed a preliminary study of 477 commercial airports in the LAC Region and analyzed it for the effects of using different criteria to identify airports that should be given priority attention for resiliency services. The report suggests that major hub airports, isolated resort airports, and airports that are the only airport on an island are probably the most suitable candidates in need of our project. In addition, distribution and assembly of emergency kits are easily replicable and affordable; cost efficient and items are sustainable for 12 month period. 4. Challenges & Lessons Learned (maximum 250 words) Please describe the main challenges or obstacles you faced or are facing in this intervention and how they were addressed. What are the most important lessons that a reader should take from this experience? Challenges Requires complex interactions among many partners: the owners and operators of the airports, its regulators, the financial sector, normal users of the airport and the humanitarian sector. The need for a long term strategy any resiliency program in Latin America must include a lasting strategy that includes sustainable funders who will keep the necessary project equipment ready and onsite. The need for essential personnel is one of the main determinants in saving lives during a disaster; personnel must be ready to receive humanitarian cargo, commercial cargo and passenger flights. Under a crisis scenario, additional passport control operations are needed if an airport is not currently classified as an international airport. Lessons Junior personnel from the port need to be involved as early in the PReP process as possible. This should occur in initial sessions. Programs must remain flexible

5 International Lessons Observing the chaos and disaster in the Philippines and seeing what lessons have been learned based on what happened mass displacement in overcrowded conditions raised risks to the safety and well-being of vulnerable groups, such as women and children. The Philippines authorities and international donors should build on past efforts to reduce disaster risks by significantly scaling up investment in disaster risk reduction and climate change adaptation to a level commensurate with the scale and rise in risks, and the number of people exposed to them. Local authorities, services and civil society organizations at the frontline of any disaster response must be better equipped to deal with future shocks. 5. Please demonstrate how you consulted with the community prior to implementing the intervention. (maximum 150 words) During October 2012 through February 2013, ART was able to establish a relationship with the privately held corporation AERODOM, who operates Dominican airports. During the pilot program, ART s team trained and interacted with American Airlines, Delta Airlines, Menzies Aviation, and the main Dominican national agencies related to aviation or emergency management such as the Instituto Dominicano de Aviacion Civil (IDAC), Centro de Operaciones de Emergencias (COE), actively involved themselves in the pilot project. Representatives from the U.S. Consular Service, U.S. Embassy, USAID, and FedEx served as observers. In addition, key stakeholders of local government, NGOs, Consuls General were in attendance to the events. Everyone participating in training models presented and exchanged their opinions on creating an ideal system for the protection of essential personnel and their families. Based on the takeaways of the pilot program we confidently state, the community and AERODOM are more than willing to implement this project. 6. Please provide a testimonial from someone who has benefited from this intervention. (maximum 200 words) Through quantitative surveys distributed to all attendees, ART s technical group gathered valuable information on the need and execution of our pilot program, which has led to improvement in the areas of imperative concern to the airport staff. The surveys also offered an opportunity for participants to express their opinions on the relevance of disaster management capacity building at airports. As a result, an average of 3.6 participants was pleased by their organization s performance and understood their individual role in wake of a disaster. Through ART s table top exercise, in which a scenario involving an earthquake and a tsunami was given, many of the participants felt prepared with an average of 3.1 believing that their existing plans were sufficient to guide the decisions made and that damage assessment procedures were adequate and rapid. Through the surveys distributed, ART collected the following comment more is needed on how to evacuate airport employees and nonemployees more emphatically; therefore, an assumption can be made that essential employees do not perceive that during a disaster airport operations addresses their needs. The need for interagency collaboration and communication prior to a disaster is highly in demand for the prevention and resiliency of the airport.

6 7. If selected, how will your organization use the funds? (maximum 150 words) For essential port personnel to respond effectively and continue operating an airport in the aftermath of a disaster, their families as well as themselves must be taken care of. This is done through the dissemination of an emergency kit, which will allow essential personnel and their families to have the substantial supplies necessary to get through the first 72 hours after a disaster. ART will utilize the funds, as part of our total budget, to create a total of 232 kits, 131 for essential personnel and 131 for families of 3, which will be distributed prior to a disaster. The other $73,361, which includes travel, lodging, warehousing and shipping, as well as project consulting, will be funded by our private resources.

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