Disaster Debris Management
Disaster Debris Management Christopher M. Cignoli, P.E. Chief Engineer City of Springfield
Environmental Business Council C&D Summit January 31. 2013 Approach to Debris Management at the Municipal Level
Christopher M. Cignoli, P.E. City Engineer
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS The City of Springfield and Hampden County has the unique honor of being part of 4 separate Federal Disaster Declarations in 2011 • • • •
January 12-13 Blizzard with 27 in of snow and a total of 50 inches over a three week period June 1 – EF-3 Tornado – (136 – 165 mph) August 27-28 Hurricane / Tropical Storm Irene October 29-30 13 inch snowstorm causing significant tree damage
June 1 Tornado: • • • • • • •
EF 3 Tornado hit at 4:45pm+/- with 136 – 165 mph winds Same evening 2 additional major thunderstorms hit the City after the tornado Every roadway in the “tornado zone” was closed – every north –south road in the City closed Over 1000 Structrues damaged City demolished 93 buildings / houses 2 City School Destroyed – 2 Major Private Schools Destroyed 1500 structures condemned
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Only the June 1 Tornado and October 29-30 Snow Storm Generated C&D and Vegetative Debris. In both storms, the City of Springfield generatedthe most debris of any other community •
June 1 Tornado 147,000 cubic yards of vegetative debris Hauled out 73,000 cubic yards of mulch Cut Down 2217 trees Extracted 188 stumps Collected 14,000 cubic yards of Construction Debris 61 Barrels of Hazardous Waste Total Cost - $8 million for debris and could reach $100 million for the entire city
•
October 29-30 Snow Storm 518,000 cubic yards of vegetative debris Hauled out 140,000 cubic yards of mulch Cut Down 1200 trees Removed Hangers from 41,000 eligible trees Total Cost $25 million
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
From a DPW / Engineering Perspective what is the first thing you do after a severe storm / event even though you have prepared? PANIC!!! Dozens of Questions pop up immediately Where do you start? What is our responsibility? What do we have for equipment? Does the City have electricity / phone service? How many people are hurt / killed? How many people do you have available to clean up? What condition is your equipment in? Do you have available contractors? Where do you bring everything? What will it cost? How long will it take? Who is in charge? Who should be in charge? Who’s responsible for what?
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS A Federal Disaster will be declared if the county’s damage (public side) is expected to exceed $8 million. Be prepared to spend money in advance of a federal declaration. PDA’s take weeks to complete! January Blizzard was declared in early April---June 1 tornado was declared on June 15----October Snowstorm was declared on January 6 Be prepared to learn a new vocabulary!!!! The new word for the day will be ELIGIBILITY!!! – FEMA, FHWA, NRCS, etc. – 75% is what you get back! YOU NEED TO KNOW THEIR PROCESSES BEFORE YOU START ANYTHING!! Make sure all of your utility contacts (and backups) are up to date!!! Depending upon the storm type, timing in regards to other area events, severity, you may not have much assistance and direction from FEMA or other agencies due to manpower issues. DO NOT BELIVE ANYTHING ANY POLITICIAN TELLS YOU! DO NOT LET YOUR LOCAL POLITICIANS PROMISE THE WORLD TO THE RESIDENTS! Document, Document, Document, Document
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DO NOT JUST REACT AND START SPENDING MONEY WITH THE ASSUMPTION THAT YOU WILL GET IT BACK!!! YOU WON’T!!! NEVER ASSUME!!!! Do not forget about permitting!!! Try and separate your disaster response into work types and assign people to address – it will be easier as you move forward and deal with FEMA, etc. (easier said than done in a small town) Every different project type will be a different reimbursement package (PW) with FEMA, MEMA, etc. – keep parks separate from school separate from City owned buildings, etc. Document everything before you do any work-----photos with date stamps are invaluable Make sure your contracting (external) is in compliance with all procurement laws
Your legal and finance departments will be required to coordinate issues on a daily basis
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Be prepared to have all of your departments work as a team. Eligibility for funding extends to all costs and all departments. Example—building demolitions of private properties, shelters, schools, etc. Debris needs to be documented from cradle to grave. Make sure the necessary environmental Permitting is addressed. If you do not have a FEMA style debris contract in place at the time of an event, you are able to utilize the State’s Contract. If you would like to create your own local contract be aware of the paperwork that will be required by both the debris and monitoring companies. Be ready to be inundated with paperwork!! YOU NEED A DEBRIS MANAGER!!! Your town needs to appoint someone with a lot of field and administrative experience to oversee the debris management process in your municipality. This person must have enough power to make daily financial decisions as well as having daily communications with MEMA, FEMA, FHWA and the debris contractors. Also have enough authority to tell people “NO!!!”
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
The debris and monitoring contractors need a LOT of interaction with the town on a daily basis--mapping, direction, priority locations. Be prepared to spend a lot of time overseeing your debris contractors. Also, be prepared to have staff at all levels of the town stressed. Massachusetts has special regulations with regard to Workman’s Compensation Insurance. Make sure your debris companies are aware of the laws. You need to have a location identified to bring all of your debris – preferably flat, paved, centrally located and easily maintained.
Be prepared to deal with paperwork for a year + after the event. Meet as a big group every day to ensure everyone knows what everyone else is doing! Be prepared to have everything you did questioned by someone who has NEVER been in your town or has seen what you went through!
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Attempt to be inclusive with FEMA personnel – they are not the enemy
Understand what FEMA’s (and MEMA’s) role is---and isn’t Review the state debris contract NOW—ask the questions now—because when there is a disaster no one is available.
Document, Document, Document Have all municipal and utility contacts in your phone – NOW Embrace Social Media to get information out to the public as soon as possible
Don’t throw anything out----be prepared for an audit 1+ year down the road. Demand volume information from your contractors on a daily basis – analyze financial information on a daily basis
Treat the entire project as if it were construction project – try to remove the emotion out of the situation
Environmental Business Council C&D Summit January 31. 2013 Approach to Debris Management at the Municipal Level
Christopher M. Cignoli, P.E. City Engineer
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS The City of Springfield and Hampden County has the unique honor of being part of 4 separate Federal Disaster Declarations in 2011 • • • •
January 12-13 Blizzard with 27 in of snow and a total of 50 inches over a three week period June 1 – EF-3 Tornado – (136 – 165 mph) August 27-28 Hurricane / Tropical Storm Irene October 29-30 13 inch snowstorm causing significant tree damage
June 1 Tornado: • • • • • • •
EF 3 Tornado hit at 4:45pm+/- with 136 – 165 mph winds Same evening 2 additional major thunderstorms hit the City after the tornado Every roadway in the “tornado zone” was closed – every north –south road in the City closed Over 1000 Structrues damaged City demolished 93 buildings / houses 2 City School Destroyed – 2 Major Private Schools Destroyed 1500 structures condemned
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Only the June 1 Tornado and October 29-30 Snow Storm Generated C&D and Vegetative Debris. In both storms, the City of Springfield generatedthe most debris of any other community •
June 1 Tornado 147,000 cubic yards of vegetative debris Hauled out 73,000 cubic yards of mulch Cut Down 2217 trees Extracted 188 stumps Collected 14,000 cubic yards of Construction Debris 61 Barrels of Hazardous Waste Total Cost - $8 million for debris and could reach $100 million for the entire city
•
October 29-30 Snow Storm 518,000 cubic yards of vegetative debris Hauled out 140,000 cubic yards of mulch Cut Down 1200 trees Removed Hangers from 41,000 eligible trees Total Cost $25 million
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
From a DPW / Engineering Perspective what is the first thing you do after a severe storm / event even though you have prepared? PANIC!!! Dozens of Questions pop up immediately Where do you start? What is our responsibility? What do we have for equipment? Does the City have electricity / phone service? How many people are hurt / killed? How many people do you have available to clean up? What condition is your equipment in? Do you have available contractors? Where do you bring everything? What will it cost? How long will it take? Who is in charge? Who should be in charge? Who’s responsible for what?
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS A Federal Disaster will be declared if the county’s damage (public side) is expected to exceed $8 million. Be prepared to spend money in advance of a federal declaration. PDA’s take weeks to complete! January Blizzard was declared in early April---June 1 tornado was declared on June 15----October Snowstorm was declared on January 6 Be prepared to learn a new vocabulary!!!! The new word for the day will be ELIGIBILITY!!! – FEMA, FHWA, NRCS, etc. – 75% is what you get back! YOU NEED TO KNOW THEIR PROCESSES BEFORE YOU START ANYTHING!! Make sure all of your utility contacts (and backups) are up to date!!! Depending upon the storm type, timing in regards to other area events, severity, you may not have much assistance and direction from FEMA or other agencies due to manpower issues. DO NOT BELIVE ANYTHING ANY POLITICIAN TELLS YOU! DO NOT LET YOUR LOCAL POLITICIANS PROMISE THE WORLD TO THE RESIDENTS! Document, Document, Document, Document
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
DO NOT JUST REACT AND START SPENDING MONEY WITH THE ASSUMPTION THAT YOU WILL GET IT BACK!!! YOU WON’T!!! NEVER ASSUME!!!! Do not forget about permitting!!! Try and separate your disaster response into work types and assign people to address – it will be easier as you move forward and deal with FEMA, etc. (easier said than done in a small town) Every different project type will be a different reimbursement package (PW) with FEMA, MEMA, etc. – keep parks separate from school separate from City owned buildings, etc. Document everything before you do any work-----photos with date stamps are invaluable Make sure your contracting (external) is in compliance with all procurement laws
Your legal and finance departments will be required to coordinate issues on a daily basis
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Be prepared to have all of your departments work as a team. Eligibility for funding extends to all costs and all departments. Example—building demolitions of private properties, shelters, schools, etc. Debris needs to be documented from cradle to grave. Make sure the necessary environmental Permitting is addressed. If you do not have a FEMA style debris contract in place at the time of an event, you are able to utilize the State’s Contract. If you would like to create your own local contract be aware of the paperwork that will be required by both the debris and monitoring companies. Be ready to be inundated with paperwork!! YOU NEED A DEBRIS MANAGER!!! Your town needs to appoint someone with a lot of field and administrative experience to oversee the debris management process in your municipality. This person must have enough power to make daily financial decisions as well as having daily communications with MEMA, FEMA, FHWA and the debris contractors. Also have enough authority to tell people “NO!!!”
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS
The debris and monitoring contractors need a LOT of interaction with the town on a daily basis--mapping, direction, priority locations. Be prepared to spend a lot of time overseeing your debris contractors. Also, be prepared to have staff at all levels of the town stressed. Massachusetts has special regulations with regard to Workman’s Compensation Insurance. Make sure your debris companies are aware of the laws. You need to have a location identified to bring all of your debris – preferably flat, paved, centrally located and easily maintained.
Be prepared to deal with paperwork for a year + after the event. Meet as a big group every day to ensure everyone knows what everyone else is doing! Be prepared to have everything you did questioned by someone who has NEVER been in your town or has seen what you went through!
DISASTER PREPAREDNESS AND RESPONSE – LESSONS LEARNED SPRINGFIELD, MASSACHUSETTS Attempt to be inclusive with FEMA personnel – they are not the enemy
Understand what FEMA’s (and MEMA’s) role is---and isn’t Review the state debris contract NOW—ask the questions now—because when there is a disaster no one is available.
Document, Document, Document Have all municipal and utility contacts in your phone – NOW Embrace Social Media to get information out to the public as soon as possible
Don’t throw anything out----be prepared for an audit 1+ year down the road. Demand volume information from your contractors on a daily basis – analyze financial information on a daily basis
Treat the entire project as if it were construction project – try to remove the emotion out of the situation
