Photo Credit: FEMA/Liz Roll Fairfax County Community Resiliency Collaboration Tabletop Exercise Series: Mason District Situation Manual December 3, 2014 Heritage Building Annandale, VA - 12 -
Team Rubicon Table Top Exercise: Hurricane Department of Homeland Security Situation Manual (SitMan) TABLE OF CONTENTS TABLE OF CONTENTS... 1 PREFACE... 2 HANDLING INSTRUCTIONS... 3 EXERCISE SCHEDULE... 4 ACRONYMS... 5 INTRODUCTION... 6 SCENARIO... 9 DISCUSSION QUESTIONS... 10-1 -
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 (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 nonattributable and submitted for inclusion in the National Exercise Program Rolling Summary Report. Please refer to the handling instructions for further guidance. - 2 - - 12 -
HANDLING INSTRUCTIONS 1. The title of this document is the. 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 tfriend@volunteerfairfax.org 703-246-3553 Matt Lyttle FEMA National Exercise Division Exercise Project Manager matthew.lyttle@fema.dhs.gov 202-786-9664 Ben Berger FEMA National Exercise Division benjamin.berger@fema.dhs.gov 202-786-9571 Torrey L. Cunningham FEMA National Exercise Division torrey.cunningham@fema.dhs.gov 202-550-0903-12 3 -
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 - 12 - - 4 -
ACRONYMS Acronym ACCA AAR CBO CRG DHS EEG EOC EOP FEMA FCIA HOA HSEEP IP NCS NED OEM Ops PDRP PTA SitMan SME TTX VF VOAD Definition Annandale Christians For Community Action After Action Report Community Based Organization Community Resiliency Group Exercise Evaluation Guide Emergency Operations Center Emergency Operations Plan Faith Communities in Action Home Owners Association Homeland Security Exercise and Evaluation Program Improvement Plan Fairfax County Neighborhood and Community Services National Exercise Division Fairfax County Office of Emergency Management Operations Fairfax County Pre-Disaster Recovery Plan Parent Teacher Association Situation Manual Subject Matter Expert Tabletop Exercise Volunteer Fairfax Voluntary Organization Active in Disaster - 12 5 -
Background INTRODUCTION 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 Exercise Design Objectives - 12 6 - Housing Health and Social Services 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.
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 Module 2 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. 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. - 7 - - 12 -
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. - 12 8 -
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 -- 12 9 -
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 - 10 12 -
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? - 11-12 - -
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