The Binomial Bookstore

EMERGENCY AND DISASTER PLANNING MANUAL
by Laura G. Kaplan

“Natural disasters are harrowing enough without the additional - and unnecessary - perils
caused by inadequate emergency planning. And that’s why every plant engineer, facilities
manager, or anyone else responsible for formulating industrial emergency and disaster
recovery plans will want to study this book and apply its lessons.

“Comprehensive in scope, this practical guide shows you how to devise and put into action a
strategic plan that will quickly respond to the restoration needs of your community,
employees, and company. You’ll find specific, step-by-step details on how to:
- Organize and plan
- Provide employee services
- Design and administer restoration activities efficiently
- Manage inventory
- Disseminate information to government agencies and the media
- Master accounting and auditing techniques for insurance purposes
- Address environmental clean-up issues

“Plus, there are revealing and instructive case histories of specific disaster recovery
situations ranging from oil spills and fires to ice storms and floods and to high-profile cases
such as Hurricane Andrew and the Los Angeles riots.

“Amply supported by helpful guidelines, checklists, illustrations, procedures, and evaluation
forms, here are the reliable tools and realistic insights that will help you overcome any
unforeseen emergency.”

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“The purpose of this manual is to capture the experiences of and the front-line involvement in
directing and managing storm planning, restoration activities, and the recovery efforts
surrounding a natural disaster, in order to improve future energy emergency preparedness,
response time, and recovery activities. This manual considers emergency activities actually
undertaken, the level and effectiveness of coordination between the various agents engaged
in a response, and the appropriateness of established roles and responsibilities.

“The material presented here was obtained through numerous in-depth interviews with
personnel involved at all levels of response activities, from afteraction reports, and from
articles in the technical and general press. The energy types considered in this manual are
electricity, natural gas, and petroleum products.

“Chapters 2 through 9 focus on pre-storm preparedness planning for electrical distribution
systems; this information can be adapted for other emergencies that may occur to
communities.”

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TABLE OF CONTENTS

PREFACE

1. CASE HISTORIES OF NATURAL DISASTERS
Case 1: Hurricane Andrew
Case 2: Los Angeles Riots
Case 3: Typhoon Omar
Case 4: Hurricane Iniki
Case 5: Puerto Rico and Hurricane Hugo
Case 6: Virgin Islands and Hurricane Hugo
Case 7: Loma Prieta Earthquake
Case 8: Substation Flood Restoration
Case 9: Des Moines, Iowa, Flooding and Recovery
Case 10: Floods around the World
Case 11: Ice Breakers
Case 12: ice Storms
Case 13: Fires
Case 14: Volcanoes-The Ring of Fire
Case 15: Nevado del Ruiz Volcanic Eruption
Case 16: Oil Spills

2. THE PLAN
Organizational Structure of Headquarters
Managerial Decision Making
Selection of Leaders
Policies on Authority
Communication Headquarters: Layout and Equipment
Quick Reference Information
Administrative Organization
Training
Who Needs Training?
Building Your Team with Confidence
Schedule of Events
Typical Utility Electric Distribution System
Traveling Repair Teams
Support and Resources
Prior Storm Activities
Non-crew Personnel Movement
Supplies
Engineering
Underground Facility Locations
Messengers and Mail Delivery
Procurement
General Specifications
Information Requirements
Bid Forms
Insurance and Indemnity Requirements
Geographical Information Systems
Dry Run
Rehearse the Plan
Training
Sample Questions

3. EMPLOYEE SERVICES
Organizational Requirements
Employee and Family Education
Preparation Checklist
Facing Your Fears
Employee Assistance
Special Counseling
Donations and Volunteer Services
Help and Hot Lines - Rumor Control
Financial Assistance
Cash Advances and Loans
Volunteer Services
Government Assistance
Employee Information and Relations
Compensation Policies and Procedures
Family Care Centers
Medical Assistance
Labor Relations
Safety
Indoctrination of Crews
Safety at Staging Sites
Tailboard Conferences
Field Safety
Traffic Control and Roadway Safety
Emergency Procedures
Temporary Employees and Retirees
Special Projects
Aerial Photography
Hats and T-Shirts
Morale

4. RESTORATION
Organizational Requirements
Storm Preparation Checklists
Service Area Coordination
Field Operations
Coordination with Other Utilities
Switching
Emergency Services
Crew Placement
Crew Coordination
Resource Processing
Crew Registration and Tracking
Line Clearing
Lessons Learned
Logistics
Staging Sites
Security
Transportation
Meals, Water, and Ice
Lodging
Laundry Service
Communications
Storm Radio Systems
Communication Kits
Paging System
Phone Service
Cellular Phone Service
Fax Communications
Repeaters
Vendor Support
Mobile Antenna
Special Teams
Streetlights
Underground Facilities
Cleanup

5. INVENTORY CONTROL
Organizational Requirements
Planning, Selection, and Management of Staging Sites
Materials Planning, Stocking, and Distribution
Salvage and Reclamation

6. EXTERNAL SERVICES
Organizational Requirements
Government Coordination
Federal Response Plan
Key Players
Managing Essential Services
Summary of Support Services
Hazard Mitigation
Mutual Aid during Emergencies
General Guidelines
Contractual Issues
Telecommunications
Safety
Insurance Arrangements
Media Response
Public Information Needs
News Releases
Customer and Media Advisories
Coordination with Local TV, Radio, and Newspapers
Sample Hurricane Questions and Answers

7. CUSTOMER SERVICE
Organizational Requirements
Phone Support
Control
Training
Supplies
Overflow Situation
Field Service

8. RESIDENTIAL, COMMERCIAL, AND INDUSTRIAL CUSTOMERS
Organizational Requirements
Prioritization-Who Comes First?
Essential Customers
Generators
Status Reports
Customer Complaints
Temporary Service and Reconnections
Demolition
Damage Claims

9. SPECIFIC ADMINISTRATION
Auditing and Accounting
Organizational Requirements
Importance of Documentation
Storm Accounting
Training
On-Site Audit
Internal Audit - Post-restoration
External Audit
Auditing Guidelines
Self-Insurance
Government Relief
Records Management and Safe Storage
Proactive Environmental Response
Organizational Requirements
Proactive Approach
Activities prior to Storm Season
Activities as Storm Approaches
Response Activities
Contractor Support
Job Functions in Storm Response Organization
Cleanup - Your Worst Nightmare!
Standardization
Rebuilding
Celebration
Awards - The Thank You
Corporate Recognition
Symposium
Sharing the Lessons Learned

CONCLUSIONS
GLOSSARY
APPENDIX A BID FORM CONTRACT
APPENDIX B GENERAL CONDITIONS FOR CONTRACT WORK
INDEX

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ABOUT THE AUTHOR

“Laura G. Kaplan is President of L.G.K. Associates, Inc., a consulting firm based in Fort
Lauderdale, Florida that specializes in emergency and disaster planning and recovery for
industry and government. She played a major leadership role in rebuilding efforts in the
aftermath of hurricane Andrew in 1992.

“Ms. Kaplan, a utility veteran, served in various positions, ranging from engineer to district
general manager, before serving as Florida Power & Light Company's Dade County
Distribution Operations Manager from 1991 to 1993. Her duties included accountability for
emergency and storm planning and restoration activities for the Dade County area. She
managed the company's restoration efforts after hurricane Andrew, restoring service to
690,000 customers in 34 days.

“Ms. Kaplan received her B.S. in Electrical Engineering from the University of Miami. On
August 24, 1993, she was honored at Joe Robbie Stadium by the Dade County Rebuilding
Program as one of nine Dade County Hurricane Andrew Heroes.”

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1996, 397 pages Order #DR-237.
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The Binomial Bookstore

Emergency Management; Industrial

Rothstein Associates Inc.