Hurricane preparedness planning for marinas and marine operations

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1 Risk Bulletin Number 35 May 2011 Allianz Global Corporate & Specialty Hurricane preparedness planning for marinas and marine operations Report published by Allianz Risk Consulting Creating a comprehensive Hurricane Preparedness Plan can significantly reduce the time and mental strain spent preparing a marine operation in advance of hurricanes and severe weather. Tim Donney Global Head Marine Risk Engineering Allianz Risk Consultants (ARC) tim.donney@agcs. allianz.com How to create a hurricane preparedness plan Preparing for a hurricane, or severe weather, requires early and orderly action. Just a few unprepared boats, marine craft or pieces of equipment can inflict significant damage to marine property. This damage may not be limited to waterside assets such as piers and wharfingers, but may also impact inland structures such as dry storage buildings, repair shops, bridges, shore-side offices, restaurants/businesses and nearby residences. These consequential damages many of which are preventable increase the scope of the resulting loss. While general planning guidelines, and examples of Hurricane Preparedness Plans, are available through many sources, each operation/facility must consider its specific equipment, capabilities and special circumstances. These specifics must be addressed in the plan and understood by all employees and by those involved with the preparation of the facility, including tenant boat owners. Once created, actual testing of the plan ensures its validity. The plan must be able to be completed within the expected timeline, conditions, and possible equipment failure and staff limitations before a storm hits. List the critical events and test the plan by backward planning A good place to start, when developing the Hurricane Plan, is to list critical events, such as removal of vessels from wet-storage, relocation of larger vessels to hurricane holes, securing marine property to proper storage locations, preparation of docks and facilities, etc. To develop the necessary timelines, in a logical manner, complete a backward planning exercise where the exercise begins with the desired secure end-state of the facility, where it is suitable to weather the storm, and work backward. Personnel and equipment resources, and the possible limitations of both, must be identified and planned-for in advance.

2 Communication Each sequence of events should be clearly identified in the plan so anyone reading it is capable of executing it in a timely manner. In addition, responsibility for all action items should be assigned to specific personnel and listed as such in the plan. As much detail as possible should be included in the plan, as responsible parties may not be available at some point of the plan s execution. While specific duties and delegation and responsibility of activities should be clearly identified, be prepared to be flexible and make changes as necessary. Regular monitoring of relevant weather updates through television, radio and/or online sources is vital for making certain that the plan s timely execution is in step with the ensuing storm s development. Updating and posting such updates should be a part of any plan. This is important for those involved in preparations, but also can be helpful to tenant boat owners or other interested or impacted parties. Good communication allows those not directly managing the activities a way to know where the operation is within its severe weather preparations. Timeline of the plan An effective plan should begin actual preparation activities 72 hours before the anticipation of severe weather and should be veritably completed 24 hours before the storm s arrival. This time period is considered the operational window or timeframe during which the necessary actions are to be accomplished. Minimal final preparations can be completed up to 12 hours prior to landfall, but all activities must be completed no later, as personnel should be off the facility at this time. Defined actions should be described in a Hurricane Preparedness Plan so as to coincide with a 72 hours, 48 hours and 24 hours preparation timeline, prior to a predicted weather events arrival. Communication is KEY, before, during and after a severe weather event. Plans should also consider preliminary tasks to be completed as early as 84 hours prior to the anticipated storm, even before the plan s timeline kicks in, such as storm tracking, regular warning notifications and updates given to tenant boat owners, equipment inventories, etc. The distance-out of these preliminary activities depends upon the complexity and magnitude of the facility s required preparations. Post-storm event planning While the largest portion of severe weather plans entail pre-storm considerations, issues related to post-storm activities should be considered, including items such as provisions to provide security against looting/trespassers, containing areas that may become hazardous for personnel to enter, insurance claims processing, assistance to interested third parties of the facility, alternative communication capabilities, clean-up, repair capabilities, etc.

3 Contributing factors to how a marine operation weathers severe storms* Marina Siting: Select sites that offer hurricane protection. Those that face directly into the path of open water, without any breakwater, are most likely to sustain serious damage when severe weather develops. These types of facilities must be more concerned with Severe Weather and Hurricane Preparedness Planning than those with sheltered installations or natural formations that provide protection. Still, any operation should create a plan in line with specific conditions of that facility. Wind: Anticipated wind velocity, direction and duration are important to estimate. Severe winds affect docks and docked boats, usually further damaging both fixtures afloat and ashore. Potential wind blown missiles include dock boxes, signs, dinghies, sheet metal panels from buildings, and other similarly unsecured loose objects. Loose vessels, torn from moorings, can result in storm surge driving the vessel into the dock or marina, causing extensive damage to both. Fixed docks must absorb vertically and horizontally to prevent collapse. Care much be taken to assure that floating dock designs include moored vessels Dock boxes, and other on-dock structures, must be securely fixed and integrated into the system for easy post-storm recovery and repair. Tides and Storm Surge: Objects such as vessels that break free from moorings, along with many other objects adrift in harbors and coastal waters, cause significant secondary damage throughout an affected area, sometimes ranging miles inland. Access: Provisions should be included in the plan to protect the facility from looting and other consequential damages following a storm. Fixed Docks: Fixed docks must be designed to absorb both vertical and horizontal forces. All fixed structures must be designed to withstand upward vertical forces caused by total submersion of the structure and any connected appurtenances. Floating Docks: When floating docks are considered in plans, they should be designed with slip loading factors that may include vessels secured alongside, unless there are absolute assurances that all boats will be removed. The design must account for hurricane wind load and storm surge, simultaneously, upon spring high tide conditions. If the operation is adjacent to critical shipping lanes, or vital installations that might be affected if the floating docks are damaged or dislodged and boats sunk, serious consideration should be given to improving the design. Other Considerations for Docks: Commercial dock systems may perform better than locally built, contractor constructed, docks. In addition, the owner should be aware that the manufactured systems might also lend themselves to easier, more rapid repair and reinstallation. Installations, such as utilities, dock boxes, water services, sewage services and the like should be integrated into dock systems in a manner that will make hurricane preparation and recovery easier (e.g. removable power pedestals, dock boxes, gangways, etc.). Additional consideration should be given to possible pile failures; a licensed professional should provide assurance that the piles are of adequate diameter, penetration, and height to account for the high tide, storm surge, wave heights, and necessary freeboard for the dock. Connection hardware, sized adequately for any moored vessel and bolted completely through the dock with galvanized or stainless steel hardware, should be used. Moorings: If open moorings are used, both bow and stern moorings should be installed in such a manner as to properly orient the vessels into the anticipated storm surge and positioned to best reduce swing. Proper inspection and preventive maintenance of swing moorings, while more difficult than for fixed or floating docks, is absolutely essential. Gangways: High wind loads can cause gangways to fly loose in high winds. The hinge connection on the gangway undergoes multiple directions of torsion and racking, especially if it remains connected to floating dock systems and the shore. The best solution is to disconnect gangways and secure them ashore. Disconnect devices should be designed into gangways for utilities and other service connections. If this is not possible within the operation s design, utilities should be nested securely under the gangway with a loose loop connection at the bottom to allow movement where the gangway meets the floating dock. The floating dock may be crushed as well but increasing the dock offset may alleviate dock damage.

4 Dry Stack Facilities: Dry stack facilities must withstand the extreme wind forces exerted on the large but lightweight structure. Rack supported roof structures may require additional design analysis. If possible, consideration should be given to removing vessels from dry storage and relocating inland. Launch Facilities: Launch facilities may become overburdened and congested while owners attempt to remove their vessels during preparations. Factors such as inclement weather may require extra time for boaters to remove their vessels, in addition to boaters being shorthanded due to limited time available to acquire materials and assistance before the impending storm. Extra staging areas may be required to accommodate additional loading time. Marine travel lifts may also keep the launch ramp busy, and the inclement weather will hinder travel lift and forklift operations. Assume that all operations will be at about one-half normal speed during the period of inclement weather before the storm. Again, this should be tested before the arrival of the hurricane season and the planning time validated. An additional consideration is to create an advance schedule for boat removal operations. Fuel Systems: Fuel pumps should be installed above spring high tide levels, including a factor for storm surge. Fuel tanks must be sufficiently counter-weighted so that they will not rise if they are either empty or completely full. Electrical and Telephone Service: Transformers and utilities on floating docks will most likely be destroyed when the docks are lost. Items associated with them are power pedestals, gas pumps, lights, pump-outs, dock boxes, and other equipment which will also be damaged and lost. Transformers should be located on land whenever possible. Other items should be removed and stowed as possible. Heavy Equipment: Heavy equipment, such as travel-lifts, boat handlers, or cranes (fixed/rolling) should be addressed in the plan. These tend to be high-value assets to a marine operation, useful to have in operational condition following the passage of heavy weather events. These items should be moved to the highest available ground and, depending on their respective needs, located within protective structures and away from possible items that may damage them if they fall or tip over. Consulting the equipment owner s manual may also provide some guidance as to how to protect electrical, power and/or hydraulic systems from damage, such as installing water-proof coverings over critical connections, removing batteries and fuse boxes, and draining fuel. Corrugated roofing and walls can become airborne if not sufficiently maintained. Buildings and Facilities On Site: Care should be given to ensure that items that can become damaging projectiles are secured as well as possible since such items tend to be the cause of building and facility damage following heavy weather events. In addition to securing loose items, ensuring that buildings and structures on the property are maintained so as to not becoming flying debris, is important. For example, corrugated roofing and wall panels will become dislodged when small gaps exist within their surfaces, giving high winds an ability to pull them apart. It is generally a good practice to maintain such facilities in the best possible condition during hurricane season. Typically, windows are boarded, or secured with tape, to protect against breakage and/or to limit the possibility of them becoming flying projectiles. The structure of buildings and facilities should be examined for provisions to protect against wind, rain, and flooding. Final Securing of the Facility: Following the completion of the actionable items of a Hurricane Preparedness Plan, or at the point of mandatory or planned evacuation of the site, it should be clearly outlined who will be the last persons responsible for final securing and locking of all buildings, gates, or other access points. It is recommended that several parties, retreating to different areas, should be holders of keys or access devices with the authority to reenter the facility once authorization/capability permits. Other Systems/Services: Trash and debris containers such as dumpsters should be well anchored to the ground and secured shut to prevent them from floating away and becoming hazards. They will likely be needed immediately after the storm. * The preceding list was compiled with reference to the Hurricane Preparedness Guidelines for Georgia Marinas, prepared by Marine Management Company, for the Marinas of Coastal Georgia. An additional source of information relating to items that should be considered when preparing for severe weather may be found in the Maryland Guidebook for Marina Owners and Operators on Hurricane and Severe Weather Preparedness.

5 Other Issues That Should Be Considered by Marine Operations Insurance: Understanding the coverage provided to the facility and the basis for placing value on the property will help streamline filing of claims for damage following an event. (The insurance broker can assist the assured.) Insurers, such as Allianz Global Corporate & Specialty, are good resources for severe weather planning. Allianz Risk Consulting (ARC) can also assist in developing and testing a plan. Tenant and Customer Boat Owner Insurance: It is important that marinas retain copies of proof of insurance for its tenant boat owners and clients along with signed copies of slip rental agreements. In kind, repair facilities and other marine operators should retain owner s proof of insurance and hold-harmless information for its clientele, especially if vessels are to remain at the facilities for longer than 24 hours. Hold Harmless Agreements: Hold Harmless clauses should be incorporated into rental agreements, repairer s estimates, and fleeting agreements. Mandatory Wet Slip Evacuation: In most cases, vessels left afloat within slips will be considerably damaged following the passage of even a Category 1 hurricane. As conditions deteriorate, vessels secured to piers and docks stand little chance, even with the use of considerable moorings. Most likely, remaining vessels will cause secondary damage to marine property and other vessels. Owners of marine facilities should require clients/owners to evacuate their respective vessels within a specific time period. This should be specified within both the customer s rental/repair contract and the facility s Severe Weather Plan. Provisions should also be included that allow the marine operation to take necessary action on behalf of the vessel owner, should they fail to act in a timely and reasonable manner. Should a marine operation need to act on behalf of a client, good documentation of activities are recommended, such as using a digital camera, to protect against claims of negligence. Consideration of Dry Stack Evacuation: Should the facility be located in a known tidal surge area, or directly in the path of anticipated severe wind effect, or both, consideration should be given to relocating dry-storage vessels. Most dry-storage facilities are simple structures and do not withstand such events very well. Marina Obligations In Securing Boats: What the marina will and will not do to prepare or secure a boat, and/or a third party s property, for a severe weather event must be clearly defined in the rental/ repair contract. Clearly defined is key any gray areas in a contract will work against the facility. It is recommended that an attorney review such documents. This may also be an area where ARC Marine personnel may assist. Preservation of the Marine Operation s Records: Computers and/or the contained data and other paper and/or electronic files should be addressed in the plan, providing actions to be taken to properly compile and remove or secure such information for a severe weather event. This action could include storage to a watertight and highly secured location onsite, and/or removal by evacuating personnel. Review and Retention of Boat Owner Emergency Plans: Each boat owner or client vessel should be encouraged to develop its own Severe Weather Preparedness Plan. For assistance with this, see Boat US s website. ( HurricaneWarning.pdf)

6 Conclusion Early and comprehensive severe weather planning, based on tested and proven elements, is key to increasing the survivability of marine property. In addition, compiling such information in a readily available and understandable written plan is essential. As has been seen in recent seasons, multiple catastrophic hurricanes in one season are possible. While hurricanes like Katrina leave considerable devastation in their wake, lessons learned should be built upon. An important lesson is the benefit of a Hurricane and Severe Weather Preparedness Plan. Many sources can assist in the development of these plans, some listed in the reference section of this bulletin. Allianz Global Corporate & Specialty offers an additional source of assistance through ARC Marine, whose consulting services provide assureds assistance in developing such plans. The preceding is only a primer for the in-depth consideration and planning that marine operators and owners should take to prepare and protect their property for the inevitability of a severe weather event impacting its operation at some time. References Significant information for this paper was received from the following: Glenn Paul (1999) Hurricane Preparedness Guidelines For Georgia Marinas, Darien, GA, Marine Management Company, The following references are provided as being used in the preceding reference: Boat Owners Association of the United States. (1995). Hurricane warning: A guide to preparing boats and marinas for hurricanes. Silver Spring, MD: BOAT/U.S. Marine Insurance Damage Avoidance Program. Braatz, E.F. (Ed.). (1993, June). Hurricane preparation worksheet. Seaworthy, BOAT/U.S. Marine Insurance Damage Avoidance Program, Alexandria, VA. Halusky, J.G., & Johnson, L. T. (1982). Severe weather and hurricane planning guide for marina/boatyard operators. Gainesville, FL: A Florida Sea Grant Marine Advisory Program Publication. (Grant # NA80AA-D-00038). Hurricane preparedness plan. (1980). Houston Yacht Club. Houston, TX. Riley, J. P. ( ). Hurricane preparedness plan for marinas. Fort Myers, FL: W. Dexter Bender & Associates. Useful WEB SITES The Weather Channel Boat US: Marina Preparations: Weather Underground: ARC-RB-35-en Copyright 2011 Allianz Global Corporate & Specialty AG. All rights reserved. The material contained in this publication is designed to provide general information only. Please be aware that information relating to policy coverage, terms and conditions is provided for guidance purposes only and is not exhaustive and does not form an offer of coverage. Terms and conditions of policies vary between insurers and jurisdictions. Whilst every effort has been made to ensure that the information provided is accurate, this information is provided without any representation or warranty of any kind about its accuracy and Allianz Global Corporate & Specialty cannot be held responsible for any mistakes or omissions.