Disaster Debris Management Workshop — Ohio EPA

i’m just going to lead off with a coupleof comments here um i want to thank all our participants for helping us put this on forthe audience that we have through ohio epa our emergency management agency oursolid waste management districts of ohio our american public works association the countyengineers association of ohio and also the ohio environmental health association allwork together to either put this to put this together for you today or publicize it out toyour members so thank you very much i want to call out specifically john munir of the montgomerycounty solid waste district for his help planning this workshop you’ll hear from him a little bittoday and also to brock metzger and phil clayton from the ohio emergency management agency fortheir help in presenting and planning this today again to receive credit for attendingtoday please contact kevin zacharias or jeff montavon please pay attention to thechat feature their contact information has been added there for you a little bit about ohio epaand our division materials and waste management we are still working remotely we are doinga number of field visits and field work it is still limited at this time but we aredoing uh monitoring we’re doing sampling we are doing um our inspections of solid wastesites that we are have jurisdiction over coming up you’re going to hear an announcementshortly uh probably next week ohio epa and the ohio environmental health association will bepartnering once again to sponsor a two-hour for training this is going to be focusedon environmental enforcement so at this two-hour session you’re going to hear from markglasgow which is one of our ohio epa attorneys he’s going to cover inspection authority and rightof access we’re going to hear from brian peake from hamilton county sheriff’s department we’lltalk about their enforcement program down there and we’ll hear from our own kelly jeter who worksin our enforcement section and she’s going to be covering the procedure for elevating cases to theattorney general’s office when they are warranted finally ohio epa and the organization ofsolid waste districts of ohio or oswato are going to have one of their regularquarterly meetings on april 8th you’re invited to attend that and we’llhave some information coming out about that so um again uh those are uh comments fromthe division um if you have any questions for me you can email me uh after thisor um you can contact me specifically so vlad zika our chief says hello he can’t be heretoday but he thanks you all for joining us as well and with that we can get started thank you thanks rick appreciate it so next on our agenda wehave phil clayton and brock metzger from ohio ema on what is the debris management plan and what isthe solid waste management role during a disaster alrighty good morning everybody my name is brockmetzger i’m with the ohio emergency management agency i’m with the disaster recovery branchthere i help coordinate the fema public assistance program the program where debris managementactivities following a disaster will be reimbursed so we’ll be talking a lot of details uh therealso in my shop we oversee the state’s uh debris management plans and if you have any questionsregarding a debris management plan or if you’re looking for some of the approvals that we’re goingto discuss today uh feel free to coordinate those with me my information will be throughout theslides today and i will be uh a key presenter through today um so without further ado i’m justgoing to go ahead and get started um kevin if you can just give me a a quick affirmativethat uh you are seeing the slide show here perfect thank you very much all right so umour first topic today of discussion our first topic of discussion today is what is a debrismanagement plan well i thought that was good okay so a degree management plan is that writtendocument and it establishes procedures and guidelines for managing you know disaster debrisand what that what this written document will help you do is coordinate response and ensurethat you are following all environmental uh responsibilities that that are put on uhbestowed upon you um in your operations so we’re just going to go ahead and keep moving here so youknow as you can imagine planning and exercising and training for for disaster times is is veryimportant and why it’s so important to have a debris management plan is again it’ll help youfacilitate the response activities and coordinate amongst your local jurisdictions a lot easierand it’ll also set you up for a a very um robust recovery effort as well so ensuringproper documentation for reimbursement and uh so on and so forth so it’ll help um you know as youcoordinate the your your response in the disaster um one thing the more coordinated yourresponse is you know you can target the hardest hit areas and you know identify thoselocations and and resources for those activities it’ll help return your community to a senseof normalcy uh sooner rather than later um it’ll also help reduce the impacts uh to to ourenvironment and the the human health and safety surrounding uh you know that disasterso with we we like to be mindful of our disaster survivors and understanding that youknow they that they just went through a lot of times a once in a lifetime event and thethe faster we can return our communities to to a sense of normalcy the the better forour disaster survivors and our constituents and it’ll help minimize cost you knowever at the at the end of the day after it’s all said and done and you know that nobodylikes to be broke after a disaster and you know having that uh you know plan will help youestablish the documentation requirements up front and help minimize the cost with the activitieswhich will ultimately lead to a better recovery so it’s not just a debris managementplan yes i mentioned that your debris management plan is a written document andit establishes those policies and procedures however it’s the process of developing the planthat plays a critical role in these disasters nobody likes to to meet somebody uh to work withthem at the time of a disaster so working through a debris management plan locally will give youthat opportunity to build the relationships with some of your local partners and uhand entering into any pre-existing mutual aid agreements and so on and so forth that willhelp you again establish those those roles and responsibilities and making sure everybody’son the same page before the disaster strikes so that planning process is a six-step processuh you know first the you have to establish you know a collaborative planning team so thisthis planning team should encompass you know your uh whole community and at all of thoselocal jurisdictions within your community uh your your other local partners that couldprovide resources uh for debris management activities and then step two is you have tounderstand the situation so what are we doing you know what what are we looking to do uh withthis debris management plan and you’re going to so we’re going to go into these steps in a little bitdetail so i’m not going to hit them too hard here but i just want to show you that it’s a circlethis this graphic is to depict that you know a planning process a planning process never endsso you you develop the the planning team and you work through these steps and uh an event or anexercise happens you find gaps in your plan and you revise the plan and you work through the theprocess once again so it’s it’s a constant cycle so identifying that that planning team likei mentioned it’s you know the whole community approach so if you have task force or communityaction agencies within your jurisdiction having them involved in the planning process and andall of your you know local officials local um solid waste districts local health departmentseverybody’s a a key player in this and again making those connections through thisplanning process is critical and um and developing those relationships prior toto a disaster time so our second step is again understanding the situation so we have to you knowwe in ohio we realize that our largest uh disaster impact is is flooding events and then secondcomes the tornadoes or however you rank your uh hazards within your county if you knowevery county is unique and has their own tributaries and their own areas of concern soidentifying those threats and hazards through the planning process will help you develop a betterpicture of where you’re heading through the plan so our third step is to develop the goals andobjectives so we’ve identified you know our threats and hazards so uh we in xy county realizethat our our largest impact or our most recurring disaster is tornado events so let’s focus on thattornado event and how are our you know reaching back to history and identi and identifying thoseum impacts that were made from from historical events and looking through uh some other uhforecasting methods that we’ll talk in a bit uh you can you know gain a picture or a sense of whata that type of disaster could do to your community so then you want to um break out those uhimpacts and you know first you want to focus on uh you know the response which is the initialclearance so we need to open our roadways for our first responders to to get um criticalaccess into their areas and we need to make sure our critical transportation routes are open so wecan get folks to and from uh their their house to the store so they can get goods and supplies andthen uh from there after you know our critical access routes are open and we have the capacitywe’re going to move into what we call a recovery phase of debris management which goes throughand actually performs the removal so during that initial clearance phase you could be cuttingand tossing your vegetative debris to the side of into your public right-of-way and then therecovery uh portion of the debris management would be coming through and picking up thatvegetative debris from your road right away so all goals and objectives uh one thing i’m sure most of you are familiar with a smart goal uhbut we in emergency management focus on smart goals when developing plans so your your goalmust be specific and it’s got to be measurable it has to be achievable realistic and timelyso uh you know working through those goals make sure you have that smart goal in mind andwe have some prompting questions here on the slide for you to ask yourself when developingthose goals to ensure they are a smart goal so next uh you know after you’ve developed youunderstand the situation you’ve got your goals and objectives now you’re going to work throughthe plan development phases so again it’s the scenario based events so we’re we’re goingto look at our threats and hazards and we’re going to look through the plan requirementswhich we’re going to discuss here briefly in regards to the different planning componentsthat fema likes to see in debris management plans and you’re going to consider the needs and demandsso what what do we need if this event were to happen again what do we need uh to to clear ourto do our response clearance and then come back and do the recovery clearance and and having thoseum realistic ideas of of what the impacts may be and what your resource capabilitieswould be uh will allow you to determine the tasks and assignments and assign thoseresponsibilities to your appropriate partners so planning components so these are to have afema approved debris management plan these are the debris management plan components so you have tohave a purpose a scope assumptions so your purpose would be we are establishing a degree managementplan in x y and z jurisdiction uh to help better coordinate response and recovery effortsfrom a debris generating event our scope would be those events and uh our scope and assumptionswould be the events and areas of impacts and then you’re going to look through the conceptof operations so how are we going to perform the debris collection and removal if are we going toestablish debris management sites and where are our nearest disposal locations what makes themost sense based off of our events and assumptions and then you’re gonna startassigning uh areas of responsibility so this kind of breaks it down a little bit moreof the planning components you know we have the debris removal on private propertywhich is another key area that fema likes to see thought through through a debrismanagement plan we’ll talk through some of the fema stipulations when it comes to removingdebris from private property and some of the considerations for you and your jurisdiction toconsider when uh dealing with private property debris removal procurement and contractualservices so as you go through your planning team and you realize uh what you have available to youand you and you find areas of concern or gaps in your resources then it may be best to identifysome contract services that or contractors that can provide you those services in in a time ofneed ahead of time and that way all you have to do you’ve gone through the the procurementregulations which again will will touch more on later today but uh making sure that youwork through the proper procurement regulations when identifying contractors before a disasterso there’s no questions uh when it whenever a disaster happens and and you need somebodyright now you have them already pre-identified and you’ve made sure that you’ve already followedthose those required regulations and then monitoring of debris operations that is a criticalcomponent that’s often overlooked uh monitoring fema requires that you monitor all debrisoperations and today we’re going to talk about technology and how you can utilize technologyto perform this debris monitoring operation so as most plants you have to have those healthand safety requirements so making sure that you know that our first and foremost objective anddebris management activities is the health and safety of our disaster survivors in the healthand safety of our um individuals that are working to on through the debris management activities andthen we want to make sure in our plan that we talk environmental considerations and other regulatoryrequirements as you know and as rick will talk in a bit just because the disaster happened that doesnot mean uh you can start going against the the law and the letter that states that you have tofollow um x y and z to to do disposal activities so again we’ll talk more on the the environmentaland regulatory requirements in a bit um this plan component listing is kind of to give you a littlepreemptive boost as to what we’re looking for in a debris management plan but what we’re going to hitthrough throughout the day so public information as always um being open and honest withyour public and where you’re going to have that operations going and so so folkscan better plan on their side um whether it be traveling to and from the store if you haveuh if you know informing the public we’re going to be in your neighborhood these days of theweek they can work ahead of time to have their their debris you know ready for you to pick upfrom the public right away and they can plan their their travel activities so they’re notuh messing up uh your operations so the annexes of the plan are some of the fema summary formswhich are forms that can be used to document cost we do offer some cost documentation coursesum we actually have a public assistance doc cost documentation course being offeredtomorrow uh if you want to sign up for that course feel free to reach out to me or youcan look uh for future offerings of the public assistance cost documentation course through theohio department of public safety training campus so here’s a listing of some of theadditional considerations that we talked briefly and we will discuss in more detail on whata mutual aid agreement looks like and what that some of the existing mutual aid agreementsthat are out there that your jurisdiction may be able to utilize in a time of need so uh this slide is uh depicting that you canhave a degree management plan as a standalone plan where you can it can be includedin your county emergency operations plan uh and here in uh the next few minutes philclayton is going to be discussing kind of an emergency operations center in that emergencyoperations plan locally so that debris management plan can be tied to that emergency operationsuh plan or it could be a standalone plan exercised um outside of the emergency operationsplan nonetheless um a debris management plan is a debris management plan whether it is an annexor a standalone so as i’ve mentioned you can have a fema approved debris management plan andwhat that process looks like would be uh for you guys to work through the first four stepsamongst uh your your local jurisdiction and uh through your planning team and then you would sendthat plan up to myself at ohio ema we will review that plan provide uh cons considered actions umwe at ohio ema will coordinate with uh rick and his shop at ohio epa to ensure their commentsuh are incorporated as well and then once uh we have a satisfactory plan and we feel it meetsfema’s requirements we will send it to fema for their review and approval having a fema approveddebris management plan currently in alternate um procedures under fema’s program can give youa one-time cost share of 10 increase so fema normally reimburses at 75 percent if you ifyour county has a debris a fema approved debris management plan uh your county could receive85 federal reimbursement for debris activities so once you have your plan you know it’s gonethrough the preparation and the review and approval stages uh you can then you know implementand maintain your plan so that those that can be done through training and exercises so real worldevents or setting up um tabletop discussions any sort of emergency management training activityso you can work through your plan and making sure that you identify the gaps of your plan and thencircling it back to through your planning team and then back through the steps to ensurethat those gaps are accounted for in your plan so here’s uh sometimes uh some keys keyconsider uh consideration times where you may want to review your plan so after a major eventhappens you’re more than likely gonna want to revisit your plan to ensure that you account forthose gaps if you have changes in resources or stakeholders or changes in legislation orordinances so if you have uh identified in your plan that a local um disposal site is isavailable but that disposal site is no longer available well it’s time to go back and revisityour debris management plan and update that information so it’s up to date andable to be utilized when it’s needed so some planning resource uh that that are outthere there’s a haza’s software um this can be ran through an arcgis software um it can tell you theimpact that has us right now is um utilized for earthquake events and flooding events soyou can set your you know flood stages and or your earthquake magnitude and you wouldplug in your data from your local jurisdiction into this gis geographic information system andit would populate uh you know with a 5.0 magnitude earthquake in your jurisdiction you could uhexpect you know 8 000 cubic yards of debris and here’s how many truck loads that thatit would take so that’s one uh software that can be utilized uh an another one uh planningresources is uh ohio epa’s green sheets uh this uh were fema’s uh epa uh green sheet so they issueum you know based off of the event uh they they issue these green sheets saying you know here’ssome acceptable debris management activities a lot of times we don’t get those green sheets untilum after the the debris management activities are either ongoing or have completed um so theythose green sheets come with a fema declaration which a lot of times comes prior or post debrismanagement activities so um having your current or prior green sheets available through your planningprocess is is critical and if you’re looking for any uh prior green sheets reach out to myselfand i’ll be happy to to get you that information fema has a degree management guide uh a guidingdocument there’s a the web link for that and uh fema’s public assistance program and policy guideso this is the document that fema utilizes to administer the public assistance programso any anything as it relates not just to debris management but as it relates to publicassistance as a whole a lot of those questions and answers can be found within the publicassistance program or paul and policy guide our ohio ema web page is kept up to date withthat public assistance program policy guide an additional debris management outlinesand activities so we have our our debris fact sheet for local officials we have a debrismanagement plan handbook so this will help you walk through your planning process it’llprovide that additional resource and we out we also have sample plans available on our ohioema web page there so if you go to ema.ohio.gov you’ll see where it says branches and youwould select disaster recovery on the left hand side you would select debris management andit would give you all of our available resources for debris management planning and then anotherresource for you is myself like i had mentioned and here’s my contact information so feelfree to reach out to me if you have any questions regarding a debris management planand i’d be happy to discuss so now i’m going to turn it over to uh phil clayton to talkabout our local partners role in a disaster phil the floor is yours just go ahead and letme know when you want me to advance the slide absolutely thank you brock and good morning folksas brock indicated my name is philip clayton i am the southwest regional supervisor for theohio emergency management agency supporting the counties in west central and southwest ohioand go ahead and advance to the next side please i’m going to walk through a couple slides thatprimarily depict the disaster life cycle the disaster sequence of events leading up to and fora federal declaration and also highlight the role of the emergency operations center and how theeoc supports the debris manager or dm during a debris generating event in the state of ohio i ienjoy including this slide in in a wide variety of presentations that we do across the emergencymanagement enterprise mainly because i think it is is is extremely visually stimulating uh to um thenational response framework and encompassing the national disaster recovery framework in thatthe decisions that we made in the preparedness and pre-disaster preparedness realm um todayhow they impact you know those months and years of recovery as we work through a disaster sequenceso once again sometimes we have that warning period where we are able or have the capacityto increase readiness uh pre-position resources so on and so forth um and sometimes we we don’tonce the disaster occurs naturally the local government and i know we have many of our localcounty emergency management agency directors on this presentation as well are really thatyou know first line of defense in coordinating those local government resources so as we workthrough um kind of our spheres of influences and and requests for resources by the localgovernment that would be when the state agencies or organizations may become engaged as we continueto have go down the path of our emergency response typically the state agenciesand organizations would then start to assess a rapid needs assessment and workthrough the damage assessment process leading up to a joint preliminary damage assessment byfema sba the small business administration and the state at this point we would then movetowards that request for presidential disaster assistance by the governor an analysis wouldbe made by fema and ultimately end up for the emergency or major disaster declaration to thepresident in ohio the emergency operation plan or our eop is structured on a system of 15 emergencysupport functions or esf’s and four annexes that correspond to the format of the national responseframework go ahead and base the slide rock at the local and county level workingup through the regions to ultimately the state’s emergency operations center the eoc helpscoordinate and support by identifying those gaps in capabilities or any shortfalls and workto manage resources to support the incident i mentioned previously the state’s emergencyoperation plan and brock had also mentioned the disaster debris management plan canbe a standalone plan a tab or an annex to the county level eop for the emergencysupport function in the state of ohio eop basically it outlines and describes thestate’s operational response structure discuss discusses the state’s hazards and risksand outlines how the state will mitigate prepare for respond to and recover from emergenciesand disasters advance the slide please mark as we work through the disaster sequence the mainobjective and priority for county level emergency management agencies as they activate theiremergency operations center is one of coordinating prioritizing resources managing the informationthat we have at hand and coordinating with elected and appointed officials all communities haveunique circumstances that impact types amounts and responses to debris these may include typesof local businesses in industry land use size of the overall community topography and each will beincident specific typically the disaster debris management plan at the county level is activatedthrough the county emergency operations center by any requesting agency having response orrecovery responsibilities including a local political jurisdiction an incident commanderon scene ics or incident command system or as forecasted by the county emergencymanagement agency next slide please brock go ahead and advance one more please there we go thank you so once again i want tohighlight the managing of of consequences as we work through the activation of the plan theactivation may or may not be contingent on the declaration of emergency by the county boardof commissioners when the eoc activates the primary core and support agencies are taskedwith specific implementation roles as outlined in the overall debris management plan it’snot atypical for us to see in ohio and in several of the counties in which i serveas the emergency support function three as as a tab so you’ll have primary agenciestypically county solid waste districts you’ll have core agencies this is where the countylevel emergency management agency comes in county engineers office cityengineer and service departments and then working down through our support agenciestypically the county combined health districts local health departments and local governmentaljurisdictions go ahead and advance please brooke we talk about information display the use of webeoc charts charts and maps a little bit later in this presentation we’ll work through a gisor arcgis product that brock will demonstrate that was used during the miami valley tornadooutbreak representatives will use wfc for ultimate coordination collaboration and historical recordsof activities throughout the incident response extraordinary demands will be placed on publicand private resources for debris management following a disaster eventthat goes without saying this helps and allows for a coordinatedcommunity effort that will be required to effectively collect remove and dispose of debrisfollowing the disaster go ahead and advance these visual displays allow us to seewhat resources are currently available what resource courses are currently being usedand what resources are currently needed we work through our operational or incident commandsystem ics worksheets that’s an ics 215 for people keeping score at home that allowsus to identify our have’s needs and wants and highlight activating those mous or moas that couldtypically be needed from adjacent jurisdictions and should be naturally coordinated withpre-disaster planning making resource requests from partners to the county eoc if if and whenthat exceeds the scope and capacity of the local jurisdiction those resource requests would bepushed to the state’s emergency operations center for facilitation next slide please so benefitsof the eoc and we’ve we’ve learned to work in a virtual environment naturally in the face ofcoven 19 but a typical eoc setup would allow for that face-to-face contact issues can be discussedbetween a vast variety of disciplines in a common setting and helps to avoid those communicationissues and working in silos across the spectrum one of the the biggest highlights for the increased situationalawareness would be just the visual displays and ability to track resources and items inreal time which allows for a quicker and more manageable support to the debris manager or dm inthe field once again you heard me say previously the eoc is the main and prior priority supportfor the debris manager in the field it allows for a consistent and concise message and easierpublic information dissemination to coordinate that message continuum to the public to ensureconsistency and accuracy in messaging next slide i briefly discussed the management of consequencesearlier establishment of priorities development of that cop or common operating picture and theability to coordinate across levels of government up down and across the spectrum facilitatessmooth transitions between operational periods those operational periods being set by way of ofof the priorities of on-scene incident command and ultimately driven as we move through the disastersequence by the debris manager or dm in the field it allows us to address response and recoveryneeds working through our sit unit or resource unit or documentation unit as outlined inthe graphic on the slide you see next slide working through the cycle of the disaster i liketo throw this one back up here just because once again i think it is is is really an importantum stimulation of the intermediate to long-term recovery and how those disaster preparednessexercises partnership building and articulation of protocols lead us to a smoother transition aswe work through the long-term recovery mechanism next slide think i can get back to you here brock thanks phil so with that i’m going to look tokevin we want to take questions from the chat yeah of course so we did have acouple of questions that came through um the first is brock can you restate the increasein funding reimbursement for a fema approved plan yes absolutely yeah absolutely i um if if your jurisdiction has a fema approveddebris management plan your jurisdiction could receive 85 of federal funding for thosedebris management activities uh typically those debris management activities are limited to75 reimbursement with uh some stipulations involved there regarding regular time labor butwe’ll jump into those stipulations when we talk female reimbursement in the afternoon session okayperfect and then the other question that we got in was how long does a fema approved plan last doesit need to be resubmitted after several years uh so there’s no regulatory requirement fromfema’s end so once you have a fema approved debris management plan uh you have a female approveddebris management plan there’s no regulatory requirement where you have to resubmit and regaintheir approval at this time not to say that they they won’t move to something of that nature butright now there’s there’s no need to uh revisit uh or resubmit to fema however you you knowas i discussed that planning cycle is a continuous process and never ending awesome thankyou um we did get just one more question that came in um does that mean any jurisdictionshould have a debris management plan well certainly i’d love to see uh every uhjurisdiction in the state of ohio have a debris management plan uh so a a countycan can host a debris management plan for for the local jurisdictions uh within thatcounty and each jurisdiction would receive that federal cost share increase i’m sure that’s wherethat questions pointed towards but um you know right now we have i believe i i can count them onmy hands uh less than ten more than five of fema approved debris management plans through the stateso um that you know each local jurisdiction is not necessarily required to have their own debrismanagement plan it could be hosted at the county level however however if a local jurisdictionis having troubles uh getting the traction at the county level uh to administer a debrismanagement plan they could always establish a debris management plan for their own jurisdictionso that’s it’s kind of a two-sided spectrum there awesome perfect um and then it looks like weactually had a hand raised right now um and i’m not sure if you wanted to ask a question um yesi have just a quick comment as i understood it the 85 um that that higher rate of reimbursementinvolved being able to manage the uh the recovery from the problem within 30 days and thatif you weren’t able to do it within 30 days that could drop to an 80 percent if you didit within 90 days so one of the advantages of updating your plan every year wasto try to ensure that you could have management and recovery within a month becausethe faster you got the problem resolved the more likely you were to be eligible for 85 percent isthat still true there’s a time limit on that um greater reimbursement for an approved for afema approved plan yeah there’s so the fema does look at it as like a rolling um if you havea degree management plan and they give you that approval of your degree management plan um thereare some some further stipulations regarding that increased federal cost share um there’s timeswhere it could go up to 90 percent uh depending on how quick your debris operations are done so it’skind of incentivize the local jurisdictions to as you mentioned update the plan but alsoexercise the plan efficiently in the time of the disaster and restore the community to asense of normalcy uh sooner rather than later but that’s not to say fema wouldn’t make anexception for those times those time frames those time frames aren’t regulatory they’remore um policy based so fema always has the the opportunity to revisit policy um that that theyum have issued so that’s um i’ve seen that done in my time in florida following hurricane irma uhwe had a bunch of fema approved debris management plans and those those time frames were shiftingback and forth um and it all honestly it follows to the presidential level at some times whenit comes to reimbursement of what fema calls emergency work which debris removal falls underso we could always see a federal cost share from approved from our president for100 for emergency work and then 75 for our permanent work um so there’salways different flavors and varieties of presidential disaster declarations andfema reimbursement however um you know it’s just there’s no set one answer tothat question so that’s thanks thank you well brooke i don’t see any additionalquestions coming through the chat um i haven’t gotten anything through email as wellbut i guess a comment that keeps coming up um will the slides be uh sent out yes a linkto the slides will be sent out and this presentation is being recorded so a link to therecording will be sent out as well for everyone so just uh wanted to reiterate that as well butwith that that brock i’ll turn it back over to you okay so we’re gonna um talk debris forecastingand estimating um i’m going to try it without my camera on so hopefully it’ll delay some ofthe latency issue um so uh debris forecasting forecasting i’m sorry debris forecasting andestimating are one in the same but different in in that same approach so debris forecastingis a planning activity so looking you know forecasting ahead kind of like our weather mangives a seven day forecast or five day forecast we’re looking ahead um so it takes place beforean event and it provides a general idea of the debris generation for particular events uhand it’s essential for proper preparation so forecasting debris impacts from uh potentialhazards and threats is is key uh because it’ll allow you to again have that proper preparationand identification of uh needs and um the what needs to be done and how can we do it the how thatbreakdown that phil was was sharing with us so there’s multiple methods to create debris forecastas i briefly touched on in our what is the debris management plan uh section there is uh you knowyou can always perform an historical analysis so we’ve we’ve had x y and z number of events here’sthe impacts that those events uh had on our jurisdictions and then you can plan and preparebased off of current resources and capabilities or you can do a community based risk analysisum so that that has a multi-step component to it of um you know resource requirements whatare the like i had mentioned earlier there’s you know every jurisdiction every county everylocal municipality local municipality has their own critical needs so um in our river river uhcities we have um you know i’ve been dealing with some debris issues in the city of marietta andone of their uh debris issues is uh that there’s a very very large tree bulge in uh their port sohaving that that’s that’s been impacting their um import export capabilities and those resourcesthat come through their their jurisdiction so having those key areas identified through thatcommunity but risk analysis will help you plan and prepare for things of that nature um and thenour next uh method that we’re going to discuss is that the computer modeling as i mentioned that hassoftwares and there are some different variants out there uh for computer analysis so the firstone we’re going to talk about historical analysis so we’re going to again review the historicalevents newspapers and photos a lot of times we have that one person that works in our officethat’s been doing it for 30 years and they’ve seen it time and time again so you knowhaving them part of your planning team and and talking through that process willprovide that perspective from your staff or if you have a a citizen that’s willing andable to participate and share their story will will help you gain a better more realistic pictureof what what type of debris we are forecasting so um one thing that we mentionhere is you know if you’re looking at historical events another thing to keepin mind is review of changes over time so we had a tornado impact uh our northwestjurisdiction or northwest quadrant of our county uh back in 1983 when that tornado came throughthat was cornfields and cow pastures now that same area is our urban um it’s got a mall and it’sgot you know a travel plaza or so on and so forth identifying um you know those impacts and thencross checking those historical events from you know how have you know what’s changed in thearea local or the landfill capacity changes so is our landfill coming towards a near fullcapacity and they’re working through the process of gaining additional capacity or has thelandfill in the last five years prior to the post the historical event have theychanged their their capacity status so uh response capability of the the communitiesso we all know that um resources come and resources go so having those uh changes made andand um making yourselves aware of that within uh your structure is is critical um so you’renot pointing to one individual or one resource um we know the sheriff’s office has the um swattruck and we need the swat truck for site security however you reach out to the sheriff’s officebut they got rid of the swat truck last year so having those types of discussionsand regarding resources capabilities will help you make a better more timely judgmentin a time of uh debris generating event and then changes in laws and regulations as we all knowthose change as well so having those changes um keeping those changes in mind and how theywould impact your your debris um forecasting activities then that is critical as well so femauses these are fema’s totals for forecasting you know for historical values so if you’re lookingat one critical neighborhood in your area in their typical mobile home neighborhoods youknow you have a 100 units in that neighborhood half of them are single wide half of them aredouble wides and and you’re forecasting that that mobile mobile home part is always repetitivelyflood damaged so um you can estimate a debris quantity or you can forecast a debris quantityfrom that uh that impact of that disaster based off of these quantities that fema hasprovided um so for just your standard home fema’s giving you the um that cubic yardconversion as well for forecasting purposes uh so the community risk analysis so um likei said we’re gonna locate our flood zones um you know those unusual wind-prone areas soyou know we all know where those are within our jurisdictions um and and we’ve seen it timeand time again um the review of the land use and overlay with uh risk areas uh predict uh debrisgeneration so categorize like land use and risk areas so if you have um if you’re forecastingdebris in your northwest quadrant of your county and that is your industrial park you knowthat you’re gonna have a strong potential for hazardous waste so keeping that in theback of your mind while um working in and forecasting debris is is critical as well so landuse drives the the debris types that we will see so um looking at you know where ourwaste handling facilities are waste removal capacity and uh predicting thoseeffects of uh or forecasting our debris uh and how those would reflect uh affectour uh capability to respond to that event um so uh knowing where your resources are andmaking sure that they are made available to you when needed is is critical so that’spart of that community risk analysis uh another another tools to to look for anddebris forecasting are aerial photographies uh your auditor or recorder’s office has theseuh historical aerial photographies another thing that’s great new use of technology is google earthum or other satellite mapping sites google earth is the the the key one that i’m aware of but i’msure there’s others out there but you can always you know zoom in and see here’s our types ofhouses and here’s you know there’s five industrial buildings within this urban neighborhood sowe we know if we’re responding to here there’s that strong potential of hazardous materialsand keeping those types of impacts in mind the u.s flood insurance rate maps um if if umyou’re familiar with the u.s flood insurance rate maps then then you you know what they whatthey pose they pose um if you’re a higher rate in that area then you know you’re you’re moreprone to flooding and that’s how those maps are presented so utilizing those maps uh as aforecasting debris forecasting activity is uh encouraged weather almanac’s uh gis maps as imentioned that has this report so you can utilize those two different types of events and plug inyour in community information and it’ll give you that generated report on different debris typesand quantities and then ground surveys is another example as well um as opposed to the aerialphotography so i wanted to show you this is kind of uh an example of what we can look for umyou know the the mapping over here on the left this was a gis map from butler county thisis depicting our flooding impacts along uh that those areas so looking you know moreparticular at you know right in this area here i’m sorry right down here this you know as we honein towards aerial imagery we can see that you know this is a park and there’s um these ball fieldsand things of that nature so what what can we forecast as debris from this area and looking youknow that’s one of our uh heaviest hit of flooding areas and and keeping this overhead imagery kindof as a as a guiding tool of you know we need to focus down down in our southwest quadrant of thecounty and then looking towards the northeast um or so on and so have you so this will kindof point you in the right direction on where you need to to look uh for resources and havingresources available following a debris event here’s another example of that you know the firstbreakdown on the right was this this area down here this breakdown is showing up here towardsthe high school and you can see there is a high school here so um keeping in mind there’s a highschool what time of day is school in or school out um and and if we have a debris generating eventand our flood waters start rising well we’re gonna have to get kids out of school and andto home so we need to make sure that we have these critical access routes open and able toget the people out of harm’s way to a safe spot here’s some more examples of computer modeling youcan utilize um that are available when out there here’s another formula that uh fema’sare the usa the army corps of engineers computer modeling utilizes um and i’m notgoing to go in detail on the formula but you can utilize this for yourforecasting activities uh moving forward one key uh concept that’s put on the slide is thebest forecast are created you using a combination of all available forecasting techniques soutilizing the overhead imagery will will point will point you to an area of concernand utilizing a computer modeling may point you to another area of concern so getting thatholistic approach of on what what our debris forecast looks like will help you prepareand respond a lot easier and efficiently so that was the brief forecasting now now we’regoing to discuss debris estimating so debris estimating is a post-event activity so this takesplace after the damage is done so the disaster has come through our community and now we need togo out and see you know what what the damage is and where it’s at so estimating this debris iscritical in um assigning resources to those those areas you know you don’t want to send five six-mancrew to uh the northwest quadrant if your heaviest hit area is in the southeast um so having thatrealistic um estimate on where the debris is and will help you drive your response and thendebris recovery activities and it’s essential for the proper plan execution again in ourplan we’re going to identify those resources our potential debris management sites and someof our operations and our laws and regulations so if uh we go out and we do a debris estimateand we realize that our debris is um in a like a a wetland or some protected habitat area well thattriggers you know that could potentially trigger uh more or additional environmental concernsthat we need to keep in mind as well um multiple methods to create the estimates again you canuse the ground measurements so you can go out and you know take visuals um utilizing some of theformulas that we’re going to discuss so we have 36 homes impacted and here’s of fema’s calculationon those types of home and their estimated debris from this type of event and you can quantify yourdebris in that fashion you can use aerial imagery this is something that we’ve used recently inour southernmost tip of ohio and lawrence and gallia county uh they have uh they’re currentlydealing with some power restoration from some from a debris generating ice storm so uh what theyhad done was they put in lawrence lawrence county ema put in a mission request for a a flyoverof the area so we can obtain these aerial photography so we can see where the debris isand um it’ll help you gain and that realistic holistic approach on where it is and what we needto do and one thing that you can do is you can take you know aerial imagery before a disaster andafter disaster and you can toggle them back and forth so you can see well there was you know sixhomes and on this street but uh photos after the aerial imagery taking after the event has now ledto um those six homes no longer being in the photo so you uh you know that there’s six homes lostor destroyed there and six homes worth of debris accuracy is important because it helps youestablish your skill of recovery efforts so um you know if you know having an accuratedebris estimate will help you realize sooner that you know what resources you needso you’re not you’re not over resourced or under resourced when it comes to um you knowit helps you find that sweet spot of a response and helping return that community toa sense of normalcy again um it uh aids mobilization of adequate resources andimproves the cost uh containment so again if if you don’t have an accurate debris estimate thenthere’s a strong possibility that you’re taking that you could be taking resources that youmay not need and then those resources would be um billed to you which would then cost youmore money even though you may have not needed those resources in the first place so and it’llhelp prevent fraud so you know what’s out there and um having that realistic approach andthen you’re not going to have somebody claim that their disaster um damaged their homeand you know from uh prior instances where that home was in the same state as it was uhfollowing the it was in the same state before the disaster as it was following the disasterum so estimate quantity and type of debris that’s important because different types of debrisgo to different disposal locations so knowing the the different types of debris will help youestablish the necessary resources so um you’re not necessarily it’s not a huge need to havebackhoes and uh those that type of heavy machinery if all you’re dealing with is vegetative debriswhere you know if you’re dealing with vegetative debris then you need lots of chainsaws lots of youknow gas for those soils manpower to run the soils and trucks to haul that vegetative debriswhereas opposed if you’re dealing with construction and demolition debris from a housethen uh it’s a lot easier to know that you need a trackhoe or a backhoe to tohelp clear some of that heavier material uh safety is paramount again havingyou know don’t go into an area where it’s unsafe just to perform a debris estimateum you know don’t walk into that wildlife area that was um that’s got trees hangingon top of trees and trees hanging down and broken up and it’s just not a safe area to be walkingunder so having that that say realistic goal of what’s out there is critical but it’s not ascritical as you getting injured performing the the debris estimating activity so here’s again thosethose conversion factors for one story building and take the length width and height and dividethat by 27 and then multiply it by a factor of uh one third of it is that accounts for the air spaceso that’ll give you if this if your one story building is completely demolished and you plug thelength width and height into that uh calculation that’ll give you a cubic yard estimate to utilizeand the same with mobile homes and debris piles so if you take the length width and height anddivide it by 27 that’ll give you a cubic yard debris file volume to weight equivalence um soconstruction demolition piles uh two cubic yards equals one ton whereas solid waste piles arethree cubic yards to one ton so what that means is there’s there’s different conversionswhen you’re estimating debris in a cubic yard fashion but then trying to convert that overto a tonnage for say billing or disposal fees then keeping in mind that there isdifferent conversions or weight factors in mind based off the type of waste soyour construction and demolition piles uh you know two cubic yards would equal one tonthat means it’s heavier than the solid waste piles which is three cubic yards equals one ton becauseof that air space and and the compaction uh so different things you know way you know afeather weighs lighter than a book type deal uh wood tree piles there are some of the cubicyards for the vegetative debris conversions for you to utilize uh in your debris estimatinghere’s another chart um on on debris quantities so if if you’re looking at some of your aerialimagery and you know that that typical neighborhood is roughly twelve thousand squarefoot homes and you can go through and calculate um the uh and and this also adds in that vegetativecover multiplier so what that means is if you have a well-established or older neighborhood there’sa chance that you have more vegetative cover in that neighborhood whereas a newly developedneighborhood may not have those that same level of vegetative cover so keeping in mind keepingthat in mind this will give you that chart with you know your typical home based off thatneighborhood say um our typical home size and this impacted juris or this impactedneighborhood is roughly 1400 square foot based off of our auditor’s reports and it’sa newly built area so we’re just going to say there’s um didn’t mean to do that sorry thatthere’s none to light vegetative cover which will then give you like that cubic yard estimateand you know there’s say 30 homes damaged in that area so you can multiply one of thosefactors by 30 to get you a cubic yard estimate you say flood debris model so um usedto calculate debris quantities from a flooding event only when the structure isnot destroyed so this will help you get the realistic approach to those um impacted facilitiesthat are not destroyed by the event so the the materials that are inside so if a flood happenssay the the building itself is structurally sound and not damaged but everything inside carpetuh furnishings uh you know util utilities um appliances all of those things couldbe damaged from that flood event you may not have the constructionand demolition debris but you have the household appliances and so on and soforth to consider so this this flood modeling will help you get that cubic yard estimate andthere’s that formula so you take the square foot times the point zero two and that’llgive you that cubic yard to account for the the furnishings the floorings andthings like that damaged by a flood even so here’s an example of what i was talking aboutso here’s our overhead overhead imagery let’s say this is our mobile home park that was damaged byour tornado and we know there’s these mobile homes are typically in this damaged area they’re singlewides and looking at this would be post event um imagery here but if we take say the priorpre-event imagery and we can go through and say there’s you know six homes on this streetseven homes on this street and now there’s three left and there’s four left so we had three damagefour damage so on and so forth and then you can multiply from aerial aerial imagery by the type ofuh facility or type of building it was to get you again another um cubic yard estimate for uh yeahdebris estimating so that’s what i have for debris forecasted forecasting and estimating uh i’mgoing to turn it over to kevin for any questions thank you brock appreciate it we did have a coupleof questions that came in um so the first is and i know it was answered in the chat but i justwant to for anyone who has called in just uh to say it out loud is there a website listing of thecounties with approved debris management plans um no there there is no website listing ofthat if you are interested if your county is um has a approved debris management plan feelfree to reach out to myself um and i will uh be glad to answer that for you um like i hadmentioned there’s somewhere between five and ten fema approved debris management plans so there’snot many the chances are your county does not have one but i’m more than happy to look throughour data and provide you a adequate answer for your local municipality awesome thank you and thenthe other question that we received are there any grant funds available to help lhd and ema partnersto complete an approved debris management plan there is no existing grant program that’ll for forplanning purposes um there i’m i’m phil you might be able to speak more to this uh for an emergencypreparedness grant aspect which my shop does not oversee that’s more of a preparedness grantthat comes into the county levels i’m not sure if you could charge some of that time uh to theemergency preparedness grant process but however through you know as it directly relates to debrismanagement plan development there is no existing uh planning program all right thank you sorryyep and then the final question actually comes from one of our callers from u.s epa region 5.Doyou use the epa iwaste tool for debris forecast documentation the person knows of the tool butthey’re curious if it’s used at a local level i’m not aware of any use of that that toolum i’m i’m not even aware of the tool but i will definitely uh jot that one down formyself to do some further research into um i’m not aware of any utilization of the toolum locally but if it’s a good tool i’d be happy to incorporate it into our additional offerings andworkshops to to share that with with our partners perfect um and that was thefinal question that we received within the chat and there are no questions sofar through email as well so brock i think at this point our plan was to take a quick uh10 minute break is that correct correct yep perfect so uh for all those who are on we’regoing to take a quick 10 minute break to just give everyone a time to use the restroom and stretchtheir legs for a bit but we will rejoin at 11 23 and we will have rick karlovsky give hispresentation on debris operations so at 11 23 we will be coming back to thepresentation so thank you everyone again i’m rick karlowski i’m the assistant chiefof ohio epa and our division of materials and waste management i’m going to be talking alittle bit about some actions that ohio epa can do for debris management and disastersituations and then we’re going to look at some quick overview of debris management sitesand how those are set up and and some of the issues involved with those so ohio epa actions fordebris management so what is ohio epa going to do well the ohio epa director has authority to exemptdisaster debris from disposal fees and this is pursuant to orc code and this is in the eventthat the governor declares a state of emergency and any kind of fee waiver can also it can includethe state disposal fees for the state share per ton and it can include the solid waste managementdistrict disposal fees and the generation fees i’m saying it can does it always know but theauthority exists that it can recently in 2019 we did do this for the dayton area to cover thedisposal of the tornado debris and we also did it up in mercer county around the same time andi’m going to explain a little bit more about that in a bit uh the next thing that we cando is we can increase a landfill amdwar if you’re unfamiliar with that term it’s theauthorized maximum daily waste receipt or how much trash debris can come into a landfill in aday that is limited by the permit for the landfill that ohio epa issues so in the event of a disasterand there’s more debris to come into the landfill the ohio epa can temporarily allow anincrease in the amount that can come in however the landfill must send a request toohio epa and what i want you to note here is per the rule that request has to be copied to thesolid waste management district and the applicable health department if an approved area so you guysknow that an mdor increase has been requested now ohio epa typically uh doesn’t givea whole lot of scrutiny on approving the the amdwar increase we nearly always thinkit’s justified on a temporary basis to do that to actually help the local community and thelandfill intake a greater amount of debris so as far as the fee waiver process there is a like i said the statute outlines whatthe director can do internally what we like to do after the governor issues an emergencydeclaration or even before that even happens ohio epa will start talking to the solid wastemanagement districts as soon as possible after the disaster hits to discuss this concept of a feewaiver and our director her stance as of this time follows our past director craig butler who wantedto always exempt the state portion of the fee but wanted to know how the local community andthe local organizations feel about waiving their portion of the fee as well simply because it canbe done in one document and one issued statement so our director will be looking for concurrenceof what the solid waste management district thinks and would want that preferably in writingand you’ll see why in a second as i talk about the fee waiver document if it is issued it comesin the form of directors final findings and orders and in the findings and orders itwill outline the regulatory authority and what happened what kind of disaster happenedand then it will say the director can exempt fees quite often it will say the local solidwaste management district has agreed to waive their portion of the fees as welltherefore the order is this and will waive the state and local fees for a certainduration of time typically it can go up to 90 days uh it can be requested for less timethan that but that would be in our it would be part of our core conversationsleading up to that point and then after that is issued landfills can log the disasterdebris quantity received on their daily logs so basically those are the two main regulatoryissues that dim one will take in a disaster and um just to let you know i’ll go back for asecond in the follow-up documents from today’s session in addition to the slides you will finduh we do have a couple of the actual fee waiver findings and orders that were issued in 2019and we have the um a letter from montgomery county solid waste management districtagreeing to waive their local fees as well and then we have an example of a mercer orsalina landfill up in mercer county where we did a uh amdwar increase for them tohandle some of the debris they had in 2019 so now i’m going to talk a littlebit about debris management sites what is it what kind of things are issued issuesand associated with it basically it’s a facility it’s a temporary store segregate or reduce debrisfor recycling and final disposal now what you’re seeing on the right hand side in the picture isnot necessarily a very good debris management site what you’re seeing is a pile of mixed debris thatlooks like a mess so what i’m going to be covering very shortly is how you can do a debris managementsite properly so it doesn’t quite look like this sometimes on the federal level if you takea federal training they may refer to it as a temporary debris storage andreduction site same thing so for a debris management site there’s alot of considerations that should appear hopefully in the planning stages planning stages you’re going to debate advantagesof it advantages of it you have some flexible uses you can do different things at the site youcan minimize what you’re taking to the landfill by either recycling some things or processingsome things and possibly useful products you can reduce the time for removal and disposalso when you have an event like we had in dayton in 2019 you had widespread debris all throughneighborhoods and as far as debris management was concerned one of the main issues was howquickly we can get these neighborhoods cleared and back to normal as much as possible so a debrismanagement site can give you that flexibility that you can sweep stuff out of the neighborhood fairlyquickly and get the citizens back to as normal operations as possible and again saving landfillspace helps you reduce disposal costs if you’re using some of the debris for recyclingdisadvantages it can be expensive expensive by meaning you’re going to typicallyhaul debris twice you’re going to haul it to the debris management site and then whatever’sleft from there is going to go to the landfill so you will run up costs it requires someplanning and possible permitting issues which i’ll get into in a minute you maysomething may look great as an area to have a degree management site but you’re not aware thatit could be a potential historic site or it could have some environmental issues there that makeit not a very good site to use and finally you should have some type of dedicated site managementthis means boots on the ground watching the place because if you do it correctly you’ll get theright debris there in the right places if you don’t man it correctly or man it at all you’regoing to find out you have a neighborhood dump site that quickly accumulates everything knownto man in one place and that could be a real mess so as part of the planning phase we’d likelocal ema offices and local communities to assess the need for a debris management siteand again it refers to what brock was detailing earlier about projected or estimatedamount of debris that means forecasting amount going directly to the landfill doyou have landfills in close proximity that you can take this stuff to we have someareas where landfills are quite a drive away is that feasible to have a debris managementsite in that in that case the location of debris also in the planning phases you can predictor forecast where the debris is likely to accumulate in the in the largest areas sowould you need something closer to where your debris area is likely to be that wouldeffectively manage it better for your citizens you’ll have to consider a mix of debris vegetativec d and household hazardous waste are just some examples of what mixed debris can be um you willsee in some of the disaster uh predictions and forecasting that different types of disastershave different types and quantities of debris a tornado is historically the big one that haseverything all kinds of debris and it’s all mixed up floods not so much you can segregatethe types of debris that you have and manage them a little bit easier and separate thempriority of debris removal like i said earlier there’s a lot of attention that comes outfirst to save lives provide health care provide shelter provide food and water debriskind of falls down on the list for a while and but sooner or later people are going to wanton debris cleaned up so is it easier to haul it to the landfill or is it easier to haul toa near closer debris management site and speed your neighborhood clean up there okay andalso the capability of your existing facilities if you don’t have anything in your area thatseemingly a good debris management site maybe this is not a viable option for you so all of this goesinto and we want it to go into the planning phase and when you create a debris management plan soyou can assess the need for a debris management site planning investigate evaluate prior to thedisaster maintain current lists of potential sites we like to see those in plans ema likes to seethose in plans but as brock alluded to over time your debris management site wherever you pickedcould become the next strip mall it could become the next housing development it could becomesomething else where it’s not available anymore as a potential debris management site sothe update uh of the debris plan is vital to understanding whether you can still usea designated debris management site or not and then depending on the magnitude of thedisaster when it happens you may not even need the the planned site let’s just say you had a mildice storm and you had a bunch of tree limbs down and that was it that could could bemanaged easily via curbside pickup or something like that where you wouldn’t needto even activate the debris management site selecting a debris management site should involvea team of people and you’ll see why in a second but there’s appropriate local agencies emais going to be heavily involved in this however other agencies ohio epa the healthdepartment public works organizations and so forth can all contribute to helping thelocal area select debris management sites um we’d like it to be interdisciplinary whichmeans there’s some waste handling people or some public works people there’s some possibly somepolitical people there could be some people that involved in public relationsfor mayor’s offices and so forth to be able to communicate someof these needs when the need is known also no one wants a debris management sitenext to their house or next to their residents um it might be it might look good on a map butif there’s some kind there’s no kind of local communication about selecting a possible siteyou could have a bunch of local residents very very upset when the time comes there’sconservation and environmental groups and i’ll outline those in a second but youreally don’t want to pick a sensitive area to try and put a degree management site that thenyou’re in for likely more environmental problems and lastly obviously you don’twant to pick something like a historic cemetery or an indian burial ground orsomething like that as a as a debris management site um you could run into problems there and someof these are not only on the local level of these concerns i’m mentioning here these come downfrom the the fema protocols and the guidelines of what they would like the local communitiesto consider in degree management site selection another big thing this is for the local umis ownership of the property is it private or is it public if it is private there are there’sa lot more liability involved there could be leases involved there could be contracts that haveto be signed to assess the property beforehand and then afterwards so nobody wants theirprivate property ruined by giant piles of debris um they want their land the way it wasbefore so um in public land there’s there’s different considerations and liabilitiesthere public land is what we usually encourage for a debris management site is the site andlocation is it big enough for the planned use brock outlined some degree forecasting that’lltell you how much debris you can expect from a let’s say a series of tornadoes or anef4 tornado or a flood of a certain degree or or some other magnitude of disaster you mightneed tube management sites you might need three again you don’t want it in a sensitive area eitherhistorically or environmental sensitive area there could be neighbors concerns with dust noiseand traffic you might be rolling trucks through their neighborhood because that’s the only wayin and out that may not be a great idea for your mayor and you know ongoing public relations withyour citizens it should have good ingress and egress so if you um your department transportationor your county engineer can help you determine if the roads can take uh the truck traffic theweight of the trucks and the amount of trucks going in and out of the site so as you can seethere’s a lot of different concerns that can come up in selecting a degree management sitewe want you as epa we’re on the forefront of environmental protection so we would advocateyou don’t try to put one in a wetland area we don’t want to to destroy ahabitat for rare animals and plants we want to avoid placing these things on topor next to uh well fields for drinking water or reservoirs used for drinking water or surfacewater sources of drinking water we don’t want them over a sole source aquifer there are sensitiveareas in the state for that and you’ll inevitably find that there are certain areas designated thatare not good for debris storage and processing sensitive populations another thing it’s notonly homes that are primary concern you have schools hospitals you have nursing homes nearbyyou have churches nearby all of those things may not bode well with your local community andyour local officials on on where you’re selecting a debris management site if it’s next to oneof those sensitive populations or buildings let me speak a little bit about benefitsof recycling because this does come up in in debris management i think most of you onthe solid waste management district side can recognize the inverted pyramid herethis is basically the the uscpa debris management hierarchy um you want sourcereduction and reuse a lot then recycling then energy recovery and the last thingleast preferred is treatment and disposal and we all been preaching this together for yearsyou can serve resources by doing this you can serve landfill space you can reduce disposal costsand for pr recycling is good for public relations now sometimes these could be harder cells whenpeople want the debris moved and disposed of now and they don’t want to take what’s typicallyextra time to recycle and process debris um to to recover some of it so those kindof considerations will always come into play uh during disaster response and debris management site selection you can do recyclingactivities at a debris management site however your debris management plan and the site planshould account for the ability to do recycling operations and that’s typically do you have theresources locally to do that and you can establish processes for reducing and hauling okay you couldhave local standby contracts for things like very commonly uh wood chipping or wood woodydebris reduction there’s a lot of companies that do that there’s machinery out there that does thatcan you show on a plan at your degree management site that you’ll have an area for let’s saywoody debris chipping and reduction and you plan your debris management site to accommodaterecycling activities so we all know and you all know the key to recycling is separation youdon’t want mixing up all of your stuff together that greatly reduces the chances of recyclingso a debris management site should have some design and protocols for separation permits for a debris management site again on theepa side i can speak to some general things that can come into play if you are disturbingover an acre of of land um and you are um you know either grading it or you’re you’resmoothing it out or something um you could have a construction stormwater general permit neededif it’s an acre or more those come those permits are very common um they’re easy to get uh for themost part epa can help you do one of those quickly um if you are going to be doing uh any type ofbrush chipping any tub grinders for woody debris any concrete crushing or sizing equipmentscreening conveyors you might have diesel generators at your debris management site youwill always have some type of dust control needed likely for trucks coming in and out all thoseare air pollution issues which you may need permits for you work through your local districtoffice and your air pollution agency to get those issues addressed local authorizations youcould have a zoning problem or you could have a a road use problem or somethinglike that that you have to work out noting those issues in advance will help you smooth the transition into using adebris management site successfully site evaluation what i can tell youabout this is fema expects you to return the property as you found it so think of thecamping adage you leave it as you found it so they want you to determine the conditions beforethe disaster what the land condition is like what the area is like and then after you’re done usingthe site you return it to the original condition this is especially important if youhappen to locate one on private property this is a over complicated most complex probablytype of debris management site you could have not all debris management sites need this butwhat i just wanted to show you here is just a couple of things this is a very largesite over here this is a hundred acres very large okay most sites probably won’t bethis but it has a couple of elements i just wanted to point out here’s a main entrance herethere’s a there’s a place to accumulate trucks a line of trucks coming in there’s an observationtower here to look into a truck to see what it is and direct the truck to the proper place here’sa household hazardous waste drop off for citizens here’s some another zone for recycling areasthis is a large area here for vegetative debris drop off which is adjacent to a tub grinder whichis going to basically mulch it down into a pile this over here is a dumping areafor debris handling sorting so this would be a mixed dump area for peopleand as you can see the entrance is this way you swing around the pile and you go out thisway so you don’t have trucks passing each other um you would likely have large dump trucks uhintermixed with citizen pickup trucks and cars so you don’t want to you want to have goodtraffic control for a site that’s this big um your site is likely to be less thanthis maybe have a couple of things like a a mixed debris area maybe a household hazardouswaste drop off and maybe some vegetative stuff so this is just a simple diagram from the femacurriculum that does show uh some of the facets that a debris managementsite can have and how it’s set up there’s typically buffer zones so like i saidyou don’t want a lot of storm water runoff on your debris piles carrying stuff off-site ontonearby properties and or streams typically you can construct some makeshift containers containmentberms you can use jersey wall concrete pieces you can use different things if you’regoing to be recycling what’s essential is you segregate materials and you have somekind of reduction method on site to do that if you do intake things like householdhazardous waste fuel containers things like that you should have a designated area forthat if it’s a citizen drop-off place you will need some type of site staffing sosomebody has to direct people where to go you have to have operating hours open and closed uh there has to be adequate signage so peoplecan understand where to go and where to put stuff and brock is going to be talking about somemonitoring later on and why that’s important okay and monitoring site for environmentalcompliance epa might be out there the health department may be out there we will respond tocomplaints if we get them uh any spilled fuel or or things of that nature spilled should becleaned up immediately to avoid further impacts you can document activity in photos and notes formonitoring brock will talk about that a little bit more again up-to-date maps of where things canbe laid out in your degree management plan is essential and some things are going to changeas you go along um you could have a site that turns into nothing but vegetative debris andyou can easily document that and going forward site cleanup enclosure when you’re done ensure theoperations are complete or you remove all debris you conduct any environmental samplingif you have to to demonstrate there’s returning the state back to its baseline state if it’s private property you have to obtainwritten concurrence of the site owner that restoration is complete and finallyterminate any lease if you had to employ that some pictures uh here’s one uh it wasa debris management site out in trotwood in the 2019 tornadoes you can see over here uh there’ssome roll-off boxes here that people can segregate put stuff this is going to the landfill uh thisis some vegetated debris that was staged here for uh chipping later on uh and and reuse as mulchit was a city-owned property and it was a it was a fairly good site to do that and there was somepeople there on site directing people making sure that it didn’t become a giant dump site this one’sa little dated but i like this picture because it’s a small town the village of manchesterdown in adams county they had a flood in 97. it looks like in this case they had an empty lotor something right there in the neighborhood so it was very convenient for the citizens to transporttheir own uh flood debris there at this site and it looks like there’s a loader there uh probablya dump truck getting loaded going to the landfill there was probably uh some type ofrecycling going on here but it was public property it was monitored and staffed ithad a fence around it and again it was convenient um it was the size that they needed um and itseemed to operate very well for their their uses this one um not a great exampleuh this is basically a lot of uh vegetative debris and and other thingsthere’s there’s not much organization to it i think the local fire marshal hadsome fire hazard concerns with it and this wasn’t the the best example of asite that tried to do just vegetative debris um solid waste management districts may recognizethis this was a a picture from fema of a debris management site that had an actualhousehold hazardous waste station set up similar to some of your community events it functioned thesame way citizens understood what to do they were familiar with that but it was one added featurethat they had put in their degree management site grinding and shipping equipment youmight be familiar with tub grinders there’s a couple pictures of normalwood chippers here on the left and then there’s a tub grinder on the rightthese were employed in the dayton cleanup and they worked very well because the oneon the right was at the county engineers facility which did have a lot of room they didhave a tub grinder there and they used it as a drop-off site for vegetated debris and they groundup uh the debris and had um commercial composting companies come in and load it so it worked verywell some other lessons of dayton tornadoes they needed debris management sites they ended upusing around four they really weren’t on the plan um they weren’t designated they weredone on the fly uh they did find some good locations but it did delay some of thedebris movement um in the first couple of weeks the site security varied like i said uh some ofthem were man worked very well some of them were manned for a while uh then they got neglectedand then it started to turn into a neighborhood drop off of everything and anything and you don’twant that to happen um they had some segregated sites for woody debris only that seemed to workvery well with proper signage and some mutual aid that were hauling just woody debris it’svery easy to segregate and they had grinders and outlets available in the in the community thatsprang into action and did process that debris there was an uh asbestos issue we had with someair regulations about damaged structures and evaluating them for asbestos we had to seek someextra guidance on that we also had some delay in getting debris estimate volumes and types brocktold you how important that was to have that but ema tries to work on the ground and getdebris volumes and types known as soon as possible and brock is going to be talking about somethird party debris management site monitors that were employed uh in the dayton cleanupso that’s what i have as a quick overview of debris management sites and a coupleother administrative actions ohio epa does uh kevin i think we got a few minutes forsome questions perfect thank you rick i really appreciate it we did have a couple of questionssome were answered in the chat but i just want to give anyone who has called in or does nothave access to the chat the opportunity to hear those answers so for site selection is there apreference between public and private land uh public is preferred preferred um just becauseof ownership liability things like that perfect thank you and then the second question that wereceived are there any state or federal funds to assist in returning the property back to itsoriginal state no none that i’m aware of i can i can speak to that rick um fema will actually fundthe cost to restore the site the debris management sites to its pre-disaster conditions they lookat it as you know a debris cost just like your those those folks that are out there collectingso making it all the more important to document the pre-disaster or pre-use conditions okay thankyou brock i wasn’t sure about fema reimbursement for that on the state level there is noneso right okay brock thank you um a question kind of going along with that um are there anyfinancial incentives for recycling of debris um processing and additional hauling may leadto recycling adding to costs is the comment i can take this one toorick if you don’t mind sure the uh so what we’ll discuss after our break hereis um the fema reimbursement and yes there is a financial incentive to um the the recyclingof the debris of there’s there’s currently a pilot program out there that will allow forthe reimbursement or for the um jurisdiction to retain those recycling revenues anduse towards the non-federal share perfect thank you brock and then the finalquestion but we got a couple more that just popped in but an additional question received arethere any um or i apologize in a disaster does it matter if the hazardous materials collectedare commercial or household generated at a particular site do the rules we operateunder change when a disaster is declared the rules we operate do not change howeverthe practical uh the practical impact is in everybody’s face you can’t really separatestuff when it’s all mixed up and you can’t really determine whether it’s from commercialor household so there are programs that try to assess the debris to see if there’s obviouscommercial hazardous waste in there that are recognized and can separate but therethere is no exemption across the board for a hazardous waste okay and then we did receive one final questionbefore we go on to our lunch break um will ohio epa waive the fees if the solid waste managementdistrict does not do both need to waive the fees um ohio epa basically will waive the state feeslike i said it is the director’s decision to waive the solid waste district fees whether thesolid waste district fees wants to or not um that’s why we like to talk toyou very very early in the process and hopefully get your concurrence and wecan do it all in one shot perfect thank you rick um and then i did see ann i know you hadyour hand up did you want to ask a question the one thing i wanted to talk about was inclark county we initially had a goal to have 21 potential degree management sites thatwas the number of local jurisdictions villages cities townships and while it wasoptimal for each of those to maybe have the capability to be independent and for the sitesto be publicly owned um it became obvious that several jurisdictions had very were very smallor had very little public property so they didn’t really have a good site for a degree managementsite so we moved to a plan that encouraged shared debris management sites between townshipsand the villages within their boundaries and a consideration of public-private partnershipsbecause a couple of our very small jurisdictions had next to them local businesses that had largeparking lots parking lots with fences so i know that you you kind of discourage that public uhtemporary degree storage site but they were able to come up with formal agreements to allow thesome of those very large areas for a tdsr and hopefully that’ll work out if we really need itgood good i’m glad to hear that it’s just it’s one more thing you have to uh consider and if youcan get those agreements locally that that’s good awesome thanks for sharing anne um rick i didnot have any additional questions come through the chat or anything through emails so um i don’tknow if you had anything else you wanted to add no i don’t think so i think we’ll reconveneat 1 30 and we’ll go through some more um things okay perfect thank you yeah so umeveryone we will reconvene at 1 30 today you’ll use the same link that you usedthroughout the presentation this morning however in order to receive any rs credits and yourcertificate of completion i just sent out through the chat a link to the morning survey so if youcould please fill that out that’d be fantastic there will also be an afternoon survey as welljust to verify attendance throughout the entire workshop again if you do not have access tochat or if you cannot find the chat feature please email me or jeff monovin and we can sendyou the link to that but with that being said thank you for all of our presenters this morningand we look forward to seeing everyone this afternoon at 1 30.Thank you alrighty uh goodafternoon thanks for coming back and joining us again uh post lunch here and those thatare just joining my name is brock metzger i’m with the ohio emergency management agency i’min the disaster recovery branch and i oversee the public assistance program in the state of ohio souh you’re joining us at the time of our discussion where we are going to talk the fema publicassistance program and the eligibility criteria as it relates to disaster debris andthe costs and activities associated with that so general debris eligibility criteria uhthis is strictly from fema policy uh so the debris activity must eliminate an immediatethreat to life public health and safety it must eliminate an immediate threat of significantdamage to improved public or private property ensure economic recovery at the affectedcommunity to the benefit of the community at large so um you know i will we’ll talk morethat last bullet really speaks to private property debris removal which we’llget into uh much more detail on that but the second bullet speaks to any any debris that isas a result of the disaster that poses a hazard to other facilities so an example of this wouldbe a debris uh disaster debris and a stream and that debris jam is now impacting say a bridgeor bridge abutments so on and so forth those are some examples for that uh and then the firststatement’s pretty self-explanatory and the you know eliminate the immediatethreat to life public health and safety so fema defines eligibility underthe fema public assistance program as building blocks the first building block is thebottom building pillar you have to be an eligible applicant the eligible applicant then has to ownand operate an eligible facility and then the work uh must be a result of the declared disasterand the cost to do the work must be reasonable we’ll jump into this a little bit more sofor an applicant to be eligible for fema public assistance they must be a state or localgovernment agencies uh federally recognized tribal governments certain private nonprofit entities andcertain other entities form for a public purpose so um your your individuals and homeowners arenot going to be eligible applicants under the fema public assistance program there’s there’sa big there’s um we get a lot of questions on that so i’d like to hit the highs on that um thethe public assistance program provides disaster assistance to uh you know the governmentalagencies and private non-profit entities and then our disaster survivors uh such as those uhindividuals with damaged homes and so on and so forth would apply or be eligible applicants underfema’s individual assistance program so there’s two separate programs each of them have theirown caveats and own um participants or applicants so uh for as i mentioned the facilityto be eligible our next building block under the program is it must be the legalresponsibility of the eligible applicant so if we have a local government thatwas impacted by a debris generating event they then would have the legal responsibilityor be that eligible applicant to fema for the debris clearance from the road rightaways in any of their public uh facilities and the facility must be in active use at the timeof the disaster so um what that means is you know that road must have been open or if if youhave a public building that is a newly uh being built and it’s in the middle of a constructionuh there there could be stipulations on debris removal from that facility as opposed to an openroadway with downed trees and so on and so forth so examples of eligible facilities improvepublic property so roads bridges parks and etc the example i gave earlier today of theport in the city of marietta and the debris from there that was an improved publicproperty therefore they were able to claim their debris cost for that location it’s gotto be in the public right-of-way as i’ve mentioned i will talk private property debris removal but ingeneral fema’s public assistance program is going to provide funding for the removal of debrisfrom a public right-of-way and certain private non-profit facilities so those certain privatenonprofit facilities are more restrictive than not um really these um private non-profit facilitiesit comes down to when determining eligibility of that facility it comes down to theservices provided within that facility and then if the services are deemed eligible foremergency work under fema’s public assistance program then they would uh be eligible fordebris removal so an example of a private non-profit facility with eligibility would beyour uh hospitals private nonprofit hospitals ineligible facilities are an applicant’sunimproved property or undeveloped land so if the city owns uh a field that sits behindthe the school and there’s no damage or if there there’s a bunch of debris left in the fieldum and it was just put there by the disaster removal of uh debris from that undevelopedland would not be eligible for fema reimbursement facilities outside of thedesignated disaster area so when we get a presidential disaster declaration we requestcounties to be declared under that declaration so if uh it’s not it’s few and far between but thereare jurisdictions within our state that um have jurisdiction within two counties so um thosejurisdictions would um have to be cognizant of the debris activities if if one countygets declared and the other does not uh then they would have to be cognizant of the debriswork that was done in the declared county and submit that to fema as opposed to thedebris work outside of the declared county federal property or facilities that fallunder the authority of another federal agency so this is fema is not going to fund uh basicallywhat that means is if it’s under the authority of another federal agency then fema doesn’t viewit to be the applicant’s legal responsibility to remove the damage or to remove the debris becauseit’s another federal agency’s responsibility the exception to this rule is debris managementactivities performed along federal aid highways are eligible for reimbursement underfema’s public assistance program so permanent work work to restore those damagedroadways uh that are declared uh or um discerned as federal aid routes are not eligible sothat that’s the permanent work to restore the damaged roadway but debris removal on thosefederal aid routes is eligible for reimbursement uh private uh private property debris removal soeligibility criteria so it must be in that public interest that’s that goes back to that thirdbullet that i pointed out on our second slide of this uh unit and um so for that to be happenuh it has to go through a pre-approval process every single property that you anticipatehaving private property debris removal has to go through this process and it has to bepre-approved by fema before you can do the work um now that’s not to say you couldn’t do itwithout fema reimbursement but if you want fema to reimburse the cost for that work ithas to go through this pre-approval process so it’s got to be a public interest determinationso uh it must be considered like a nuisance or a some sort of there’s um i’m sure there’s somebuilding code officials on on in our meeting that are rolling their eyes but um you must make thedetermination that it’s it’s a nuisance property um and you have to document documentationof legal responsibility so you would have to essentially um um the words escaping me but uh youyou’d have to deem that you know this property is now a nuisance and the city is you know legallyresponsible to to clear that nuisance and the authorization by illegally authorized officialso um that’s a lot of authorizations and in one bullet but uh your your local official must makethat uh determination and provide in writing their justification and uh indemnification is is anotheruh step so you must indemnify that property and then giving you the legal responsibilitydo we have an open mic i thought i heard myself they took him to safety wherehe was reunited with the albums despite you got it all right um duplicationof benefits so another consideration with private property debris removal is insuranceproceeds so if that homeowner received insurance proceeds for the clearance of the debris fromtheir property then fema would consider that a duplication of benefit and not be able to providefunding for those activities the insurance covered some more uh documentation requirements so thelocal jurisdiction must get a right to of entry document to go on to the property and do the workthe site location description and photos must be presented to fema through that pre-approvalprocess a site assessment establishing eligible scope of work so you would need to go out therewith uh folks that are familiar with the work that’s going to need to be done and documentand put in writing to fema the the work that you anticipate having to be done so knockingdown uh a single story home uh or one of the two walls that are still standing so on and so forthdeveloping that scope of work to provide the fema uh the applicable insurance policy so if they’reagain if there is any insurance policies that were covering that property at the time of the lossthen fema would like to see or requires to see the insurance policy in an environmental andhistoric review so this uh really comes up more often than not uh rick kind of alludedto it with the asbestos type um issues when when doing those um determinations uh related toasbestos uh the historical uh fema views anything that is 45 years or older to potentiallyhave historical value therefore may require special consultation with the state historicpreservation officer uh debris removal work completed so you would need uh if you had doneany work uh within the area to help show fema that um this isn’t you know to help tie the privateproperty work to the disaster itself fema likes to see the debris work that was completed surroundingthe area so they can better determine that um yes this in fact was debrisgenerated by the declared disaster eligible work uh so for private propertywork uh the large piles of debris in living recreational or working areas debrisobstructing primary ingress and egress routes hazardous trees and limbs which fema has their ownstipulations for as well disaster damage interior and exterior exterior materials so those are someof the eligible items of work under the program as it relates to private property some ofthe ineligible work as it relates to private property is debris from vacant lots unimprovedproperty same stipulation with the public property debris on agricultural land is ineligibleconcrete slabs are foundations on grade fema will not pay for the removal of those reconstructiondebris so if a house was being reconstructed or built then fema will not pay to clean that debrisfrom that private property uh debris and materials unrelated to the disaster so that goes back to thethe point i was just making with the debris work documenting the debris work done within thearea to tie it to the disaster um what fema has to do is cross checkand make sure they are not paying for um un disaster related cost so damagedswimming pools and basements are ineligible and debris removal from commercialproperty is ineligible as well so that talks to the facilities uh we haveestablished eligible applicant we’ve established eligible facilities um and now we’re going totalk about work eligibility as it relates to public uh property debris removal so the publicproperty debris removal must be required as a result of the declared incident located withinthat designated disaster area and it must be that legal responsibility of the eligible applicantum so if you own or operate that facility and you regularly maintain that facility then thatwork uh would be deemed your legal responsibility uh this came up a couple times in florida wheni was down there for um after hurricane irma and uh so we get the question more often than notthat with leased facilities so sometimes a city owns a property and leases it to um like a schoolor so on and so forth uh when it comes down to questions related to leased property um whetherit be owned by the public or leased by the public then it honestly comes down to those individuallease agreements and who’s who’s responsible for maintaining the facility in that leasewithin that lease uh special considerations for work uh so that public interest requirementyou know mains there so we um you know it’s pretty obvious that it’s in the public interestto clear the debris from our roadways so that the traveling public can get to and fromuh but you know having that determination and is is um something fema would like you guys toconsider damage due to negligence is ineligible so if you have uh debris work that is ongoing and youyou’ve created additional damage to that facility uh that damage would not be eligible forassistance um damage as a result of just uh extensive use of that facility so i’m i’m speakingto a road here so if you have you know backhoes and dump trucks rolling through a neighborhoodthat’s not that in that roadway is not necessarily designed to handle that type ofequipment that type of damage could potentially be eligible for reimbursement under fema’s programuh but damage due to negligence so if you you back your dump truck into a fire hydrant and the firehydrant breaks well that damn that’s damage due to negligence and vemma wouldn’t pay for that butif you have if you’re driving a trackhoe down a residential road and you tear up the road doingso that type of damage may be considered eligible which brings up the next point here isnormal maintenance items that existed prior to the disaster are ineligible so this iseven this is super critical on this program and something fema’s really honed in on overthe last couple of months or the last couple of years rather i’m sorry but these thisnormal maintenance um documenting your your activities uh as you maintain your facilities iscritical on day in and day out so i’ve i i try to get folks on board with this before a disasterhappens because when a disaster happens and having that documentation to be able to prove tofema that that facility was maintained is critical because that will help discernsome of the disaster caused damages versus the pre-existing damages so as youcan imagine the example i was using of driving a tractor down a residential road uh and andcreating potholes and excess potholes and so on and so forth that could you know a month or soat when fema is out taking a look of that look at look i’m sorry after a month of that and then um amonth goes by or two months goes by and fema comes out to to quantify your damage and see your damageand that could just look like normal potholes but without documentation to show that those potholesdidn’t exist prior to that uh work being done uh then fema is more often than not going to leadto the assumption that it was pre-disaster damages that’s just the reality of of thethe program as it currently exists so eligible debris work clearance from theroadways collection from your public right-of-ways reduction and recycling is eligible disposal isobviously eligible environmental monitoring is eligible so if you have to hire environmentalmonitoring services for your debris management sites that would be an eligible expense debrismonitoring uh costs are eligible and uh required uh debris monitor monitoring your your debriscontractors is is required on fema’s end um other debris related activities so uh we talkedabout this a couple examples came up earlier today uh the the one that i’m referring back to isthe returning the site to its pre-disaster uh conditions so if you set up a debris managementsite document its pre-disaster condition so whenever you’re done using it as a debrismanagement site fema can you can establish the baseline with fema and then the cost to restoreit back to that baseline would be eligible roads and right-of-ways something i’ve mentionedquite a bit disaster-related debris is generally eligible from eurozone right-of-ways mustbe closely managed by applicant and have established limits so you have to stay withinyour your road right or your road right of way when doing this type of work and it must beseparated from your normal garbage pickup and other ineligible debris removalso fema is not going to pay for the the removal of debris from acommercial site they’re not going to pay for your normal garbage uh weeklypickups or however often you pick up your constituent garbage those are twoexpenses that fema is not going to pay for vegetative debris on public property and right ofways and then we’re going to talk the hazardous trees hazardous limbs and hazardous stumps this isa sticking point with fema so making people aware of this prior to doing the work is as crucialbecause we need to be able to document that each of these are meeting the eligibility requirementsso for a hazardous tree removal uh cost to be considered eligible and must meet the followingcriteria the condition was caused by the disaster it has to present an immediate threat and thathazardous tree measures six inches or greater in diameter at four and a half feet above groundlevel so documenting if if you have run into this type of situation being able to document thatand met these requirements is critical in getting that cost reimbursed additionally mustmeet one of the more the following criteria more than 50 or more of the crown is damagedor destroyed uh it has a split trunk or broken branches exposing the heartwood hasfallen we’re uprooted in a public use area leaning at an angle of greater than 30 degreesand shows evidence of ground disturbance so again document document document um that’sthat’s critical uh another thing that uh lesson learned from for hazardous trees uh if if youhave um if you have say a park that you have um these beautiful trees in and the thetornado came through and knocked the trees down uh the the clearing of that tree would beeligible uh because it would meet these criterias and but the replacement of that tree would not beor or the placement of that same exact tree would not be eligible uh we’ve we’ve had that instancecome up uh in the past where the applicant uh said you know that we thought we could justput the tree back up in place and kind of stake it down into the ground um and they wantedfema to pay for that cost unfortunately that’s not eligible it’s a good activity uh to do butit’s just not eligible for fema reimbursement hazardous limbs must be located on an improvedpublic property so it has to be hanging over your sidewalk hanging over a road uh hangingin a park so on and so forth uh len must be greater than two inches in diameter at the pointof break uh the limb must still be hanging in tree and threatening a public use area so as you cantell that there’s some pretty strict guidelines in regards to eligibility here um so beingable to document this type of work is critical okay hazardous stumps uh the stump must have50 or more of the root ball exposed must be greater than 24 inches in diameter measured24 inches above the ground must be on improved public property or a public right-of-way and itmust pose an immediate threat so being able to document that it’s that it meets these criteriais again critical so that’s a work eligibility under the building block blocks now we’re goingto move to cost eligibility our final building block under the program so cost must be reasonableand necessary to accomplish the eligible work the applicant must comply with all applicable localstate and federal procurement requirements so i i alluded to this early on and we’ll talk much morein depth uh regarding procurement and contracting uh but having um it’s you just because a disasterhappened doesn’t ease those requirements when it comes to federal procurement and stateprocurement local procurement so on and so forth and the cost must be reducedby all applicable credits so we mentioned insurance from pro public and privateproperty so if insurance proceeds for claim or received for debris clearance then those mustbe deducted from your cost to submission to fema recycling revenue is listed here becauseas it currently stands under fema’s policy uh uh recycling revenue is noteligible however they have a pilot program that i i don’t know how long is going to bein existence it’s been around for five or six years now uh so i’m not sure how how much longerit’ll stay around or fema will revert their their policy to account for that pilot program but thatpilot program would allow for the reimbursement or the the retaining of the recycling revenue asopposed to fema’s policy outside of that pilot program which restricts you from uh you have toreduce the recycling revenue from your your cost so potential sources of cost so think uh areasto look when it comes to cost being incurred well would be the the folks thatare doing the work right so the people that can do the work are yourforce account resources so that’s your own uh jurisdictions you know public worksdepartment uh roads department so on and so forth um mutual aid is another avenue andcontracts is another avenue as well uh so for for forced account resources laborlimited to overtime hours only again as this program is not complicated enough that thatpilot program exists still that same one that allows you to retain the recyclingrevenue in that pilot program it also allows for reimbursement of regulartime labor for debris removal activities equipment force account equipment so the useof your jurisdiction’s equipment fema has established hourly rates for almostevery piece of equipment you can imagine from a fire truck to a car to abroom a chainsaw so on and so forth materials utilized so there’s oftentimes we don’tsee a lot of materials associated with debris removal activities but i would imagine if you’resetting up a debris management site there will be materials needed to set that site up whether it bea gravel to to place the ingress the egress routes and and other costs that are needed to dothat work um at the debris management sites leased purchased equipment and supplies that isalso eligible for uh forced account resources as i’ve been uh mentioningthis pilot program so it’s fema calls it an alternative procedurefor debris removal uh aka pilot program again that allows for the retention of recyclingrevenues reimbursement of the straight time or regular time labor and that’s where theincreased cost share for fema accepted debris management plans come into pay play thatincrease cost share can be up to 10 percent mutual aid in contracts so the uh the costof debris related work performed through a mutual aid agreement or contracts betweenjurisdictions uh may be eligible the receiving entity still responsible for non-federalcost shares so i mentioned fema typically on typical disasters they fund 75 percent of eligiblecost the remaining non-federal 25 share would be the eligible applicant’s responsibilitysometimes the state contributes towards that 25 whether it be the full 25 or 12 and a half uhso just keep that in the back of your mind uh but um the receiving entity so the jurisdictionwhere the the work is being done is the eligible applicant um for to fema for those costs so if uhlocality a is providing resources to locality b locality b would be the eligible applicant tofema um for under mutual aid and contracted work regular time and overtime labor iseligible no stipulation applied to that so everybody’s favorite part procurement andcontracting uh you must like i mentioned earlier you must follow all local state and federalprocurement requirements a list of uh some of the state local requirements is included in thepublic assistance handbook at our ema webpage so ama.ohio.gov ema branches disaster recovery lefthand side you’ll see the public assistance tab which will give you our public assistance handbookfederal procurement rules can be found uh at the code of federal uh regulations right there to cfr200.317 through 326.Uh and then we’re going to talk briefly on types of allowable contracts underfema so an allowable contracts are lump sums unit price cost plus a fixed fee and time and materialcontracts with one caveat being placed on time and material contracts and that is they shouldonly be utilized if no other type of contract is suitable and must include a do not exceedclause there is a heavy administrative burden with these contracts so those time andmaterial contracts are those where the contractors are telling you we will provide youthis many laborers for this much an hour and um we will provide you the equipment for thismuch and this so on and so forth the documentation for the that contractor’s labor mustbe submitted to fema which is why it’s a heavily administrative burden becauseyou’re not it you’re you’re having to get all of the contractors documents in regards totheir actual labor sheets and so on and so forth types of unallowable contracts under the publicassistance program are cost plus the percentage of cost contracts um that’s ineligible because uhfee there’s there’s nothing keeping the contractor in line uh if if they’re basing their pay uhoff of the cost it takes for them to do the work fema looks at that uh as um creating issues withcost reasonableness and percentage of construction costs same thing um and this includes any markupsso it’s there’s there’s nothing keeping fema looks at those types of contracts as unallowablecontracts for reimbursement federally and you cannot use the barred contractors you can checkthose two websites listed down there to see if those contractors are debarred or notthat’s just an extra step to throw your way all contracts must have the following supportdocumentation included so a cost or price analysis so um depending on the levels of umprocurement your so in the state the state of ohio procurement uh anything that any contract for50 000 or more requires the seal bid process to be followed unless there’s some other stipulationscreated uh through emergency or accidency um but and so having that seal bid process andthe documentation so show here’s our cost or price analysis on the the quotes or bids we’ve receiveda history of procurement so as i said time and time again document document document if youspeak to a contractor you talk to a contractor you solicit a contractor documenting those activitiesis critical um because it will help you show your due diligence and on executing the properprocurement uh and you have to be able to show full and open competition you can’t you knowshow favoritism or anything along those lines and source documentation particularly with time andmaterial type contracts so as i mentioned the the contractors um laborers sheets and equipment usagelogs all of those types of things would have to be submitted to fema under a time and materialcontract the davis bacon act is not required so the davis base can act as the federal prevailingwage so you do not have fema under the fema public assistance program you do not have to followthe federal prevailing wage unless there is something else locally that requires youto follow the thorough prevailing wage allowable procurement methods i briefly spoketo one and that would be that being that the seal bids um the micro purchase uh these arefederal dollar amounts you’re seeing up here uh the states are our dollar amount are morerestrictive and you have to follow whichever one’s most restrictive so we would be following thestates and the states um procurement methods and their dollars associated i believe it’s um 3 000or 5 000 for a micro purchase at the state level and for small purchase is is under the 50 000at the state level um so anything over the 50 000 would require the seal bid process to befollowed uh non-com non-competitive proposals uh okay it is limited that those non-competitiveproposals would would speak to the um uh the emergency and agency circumstances so wehave this you know extreme emergency going on you have a contractor there locallyor you have a contractor in mind you call that contractor and say comedo this work an example of this was say a flooding event happens and your elevatorsare flooded and you have somebody stuck in the elevator and you need that elevator company tocome out and repair that elevator to get that individual out so that would be an emergency andagency circumstances um what i don’t do is i’m not an attorney by any means so i i don’t fieldquestions as it relates to is this an emergency or is this an exigency um again i’m not an attorneyand nor do i intend to be uh so i would just uh if if you have questions as it relates to emergencyand exergency circumstances and how they meet if they meet the federal prevailing or federalrequirements i would talk with your legal counsel so here’s some resources uhwhen it comes to procurement uh not every not every time or every day are wedealing with federal procurement regulations and and unfortunately fema requires youto uh follow the federal procurement uh regulations even though you you you don’t knowyou’re gonna be receiving this federal grant so these declarations and fema public assistanceprogram offerings happen a lot of times you know a month or more removed from the disasterbut as you are working through that disaster if you cannot show um that you followed federalprocurement regulations and an emergency or net agency didn’t exist then a lot of times thosetypes of costs or contracts are not eligible so fema’s public assistance program and policyguide is a good place to look um that’s kind of the the overarching guidance document for the thepublic assistance program uh the code of federal regulations uh section there listed at 200 317through 326.The small business administration is another area to look they um they’ll helpyou do some searches to find small businesses uh in the fema’s procurement disaster assistanceteam this is new ish uh fema created uh fema uh had recognized about four years agothat there is a systemic problem with this um federal procurement um regulations nowbeing followed under the program so they created this procurement disaster assistanceteam we’ve actually had them come out through a few of our federally declared disastersand give presentations to our applicants following uh the presidential disaster declaration but umthey have a a web page where you can go and get all of the federal procurement uh contract clausesand so on and so forth and they strictly um i’ve i’ve heard them say that this so thisdisaster assistance team is fema’s attorneys that are sit come together and they they providethese resources for our applicants so um really that’s that’s a really good resources whenit comes really good resource when it comes to fema’s uh public assistance uh program andmaking sure you’re following the procurement uh federal procurement uh laws andregulations you you are required to with all of that uh there’s someobviously you know as we talked there’s scaling a variable or scalingof of activities so you can have a debris management site you cannot havea debris management site you can have jurisdiction-wide debris management activitiesyou can have a single neighborhood with um the where you’re doing work as opposed tothroughout your entire jurisdiction so there’s lots of different variables that affect costum so the types and quantities and locations so if you have a lot of debris uh going backto the example of the debris in the stream impacting your bridge abutment well that typeof debris removal is probably going to cost a little bit more than removing debris from that’slaying in your roadway so having those types of variables in mind and being able to documentthose to help show cost reasonableness to fema is um definitely encouraged uh hauling distancesand conditions so if you have to you uh haul and um if if you have to you know take your yourtruckloads of debris to farther locations that’s not only going to take more gas and it’s goingto take more time as well so you know that truck driver may as opposed to making a 30 minute roundtrip now they have to make a two-hour round trip and they’re gonna get maybe four or five loads ina day as opposed to the 30-minute round trip where they can get you know double or more you knowlots more than that in a day so um those type so if you’re having the hall further you’ll probablyhave a lot more resources on hand or utilizing a lot more equipment so you can keep things movingthe use of a debris management site obviously um those those are not cheap to establish umin accordance in accordance with all of the the requirements rick went over there’s there’slots of that goes into those um debris management sites so volume reduction recycling can is avariable that affects the cost disposal fees uh we talked through some of the waivers that canbe issued to help bring that cost down um from as it is as a disaster impact perspectiveenvironmental monitoring is um another thing if you have to you know if ifyou’re doing work in an environment environmentally sensitive area that those thosetypes of activities can be more expensive as well and monitoring debris monitoring and projectmanagement is a you know having site security not having site security all of those types ofdifferent activities all lead to cost variables so um what do you need to document eligibilityum and this is going to lead into our after our next presentation i’m going to bespeaking to technology and how we can document this type of eligibility but debris quantitiestypes and exact locations so fema does require to know how how much debris and thetype of debris was taken from where so if you’re submitting debris removal activitiesthey’re going to ultimately want to know how much debris removed you removed wheredid you get it and where did you take it and those ultimately are going to be requiredof you to submit fema uh documenting that it’s the media threat and legal responsibility uhthe best way to do this is through photographs being able to take a bunch of pictures laying inyour tree or in your roadways or impacting your public facilities and being able to show them thisis our legal responsibility and it was posing a threat uh procurement process and procedureswe talked through that documentation uh having those contracts documented and on hand forceaccount resources labor sheets equipment logs material invoices our doc is all documentationthat’s going to be needed to turn into fema the applicant monitoring information as i’vementioned uh you are required to monitor debris contractors and it’s encouragedto monitor your force account resources as well just to ensure that you’re documentingall of this and your workers can keep working and you’ll have somebody documenting as they go um andit’s uh it’ll help show all of this was reasonable and necessary and and really help you back into adocumentation um clause for fema one second here already sorry about that uh mutual aid agreementshaving those uh documented in writing is required so a lot of a lot of times those can be afterafter the fact so um if jurisdiction a is requesting jurisdiction b’s assistant then uhthey can agree upon you know that the this this they can come to an agreement um verbally but thenthey they must put it in writing you know relative sooner rather than later um i think regulationrequires 30 days but sometimes that can be um overlooked or or looked past just to um youknow depending on the severity of the event but uh documenting those mutual aid agreements and inwriting and one key component of that mutual aid agreement needs to be how reimbursement is flowedso as jurisdiction a who’s requesting jurisdiction b’s um equipment is is jurisdiction b gonna billa and how much are they gonna bill them for that service and again that billing cannot be dependentupon federal reimbursement so jurisdiction b can’t say well i’m going to build jurisdiction a if theyget if we get a fema declaration or it can’t be dependent upon federal reimbursement it’s got tobe to the letter i i’s dotted and t is crossed that jurisdiction b is going to build jurisdictiona and what they’re going to build them for so donated resources for emergency workcan help offset your non-federal share so if you have volunteers performing debrisremoval activities as long as you document it then the same way you would document your ownforce account labor and equipment so having the the who what when where and why documentationfor those donated resources then you can utilize those costs so you would document the timesand hours associated with donated resources and then fema would put a value to that donatedresource based off of the national rate and then offset your non-federal share of that value orup to the the 25 share of your so if you have a hundred thousand dollars in eligible debris costfema’s automatically gonna fund 75 000 of that 100 but if you can document donated resourcesin uh up to 25 000 then fema would uh fema would write a separate project funding youfor that 25 000 cost but if your donated resource is in excess of your 25 match then fema is onlygoing to give you the money for that 25 match they’re not going to give you more than thatthat 100 for the offset of donated resources historical local cost information um beingable that that goes back to show um you know maintenance and it shows uh the uh cost reasonableas well um maintenance records again we hit that federal aid roads we hit that flood control worksso i i do believe we have some folks on with uh the usa um and and if they have differentum emergency programs that would provide reimbursement for removal of debris from yourflood control areas then you would be required to go through their federal program anotherstipulation that comes up with that is the natural resource conservation service or nrcs is they theyhave an emergency watershed impairment program that if you have debris and a stream theywill pay to clear the debris stream clearance from that debris so that isyour nrcs or natural resource conservation service usa isthe army corps of engineers public right-of-way is you know being able todocument that the debris was taken from your public right away all goes back to the importanceof those debris monitors doing a very robust uh job of documenting documenting documenting in thesame with the hazardous trees limbs and stumps so with that that’s going to concludeuh our female reimbursement section i’ll look to kevin and we can go over some ofthe questions that we may have in chat awesome thanks brian so it looks like we only havea couple of questions that came through one was towards the beginning when you were talking aboutpublic assistance um and it’s related to schools and so the the comment originally was i thoughtthe public assistance guidance also includes schools specifically is that now part of theother entities formed for a public purpose uh so you are correct uh the the schools areconsidered part it just depends on how that school is established so there’s lots ofdifferent variants of schools so if we’re talking like a public owned school then yes theywould be an eligible applicant under the program perfect thank you um i am not seeing anyadditional questions that came through i know we had one question about anacronym but i know you addressed that just now during the presentation umso i think we’ll move on to our next uh speaker which brock is this still you or arewe turning it over to rick right now for inventory we’re going to turn this one over to rickfor a resource inventory perfect so next on our agenda we have again rick carlosky fromohio epa to talk through inventory of resources that is correct um let me share this withyou real quick here kevin give me a thumbs up okay hello again everybody thanks for joiningus in the afternoon i’m rick karlowski i’m the assistant chief of ohio epa’s division ofmaterials and waste management i serve as the chief debris management contact here at theagency and for the division so working with brock over the last couple of years developing somedebris management training for local ema offices um we expanded this out to include some otherplayers that will be inevitably involved in actual debris management and disaster responsewhen the time comes so a lot of things that brock was talking about earlier about inventoryingyour resources and what kind of needs you have for a debris management plan is really specificto your area and we’ve found across the state there are the haves and the have nots andsome have a lot of resources and some do not so when we try to do debris management training wetry to have the participants take a good look at what they have and what they don’t and addressthose shortfalls so brock already talked about force account labor and temporary labor needs andforce account equipment so do you have the kinds of equipment and labor available to cleanup stuff and clear debris and haul debris do you have mutual aid all thosethings come into play naturally when um a disaster comes because the disaster doesn’tconveniently stay in one area or one county and um only affect that place it typically youknow moves across boundaries and mutual aid comes into interplay quite a bit i’m going to havebarack say a little bit about volunteers because that is a a somewhat of a fluid type of resourcethat can be brought in and it seems to be a little bit more uh i could say popular these days whenthere’s various disasters going on including you know what we just got through in texas so um brockcan you uh expound on volunteers a little bit yep thanks rick uh one one key consideration whenit comes to volunteers i know uh one of our panel speakers gonna speak to volunteer management soi’m not gonna speak a lot to that but one key consideration i wanted to bring to everybody’sattention as it relates to debris work a lot of times our volunteer organizations that canprovide debris clearance are are going to want to do work on private property so helpinghomeowners clear their private property of the disaster debris is is where we see a lot ofthe volunteers services being provided not so much in our public world due to the legality uh and ofworking on public property and all of that stuff so we see a lot of our volunteer services beingallocated to uh private property clearance but being plugged in with those volunteers is criticaluh because you know as you can imagine you have a bunch of volunteers working in one jurisdictionor one area uh you’re going to want to have resources there as they’re bringing that privateproperty debris to your public right-of-way for for your initial or final disposal havingto know where they’re at and where those resources are going to be needed to assistthem in their operations is critical that’s all i have for volunteers rick thanks okaythank you brock um moving down the list here uh contracted services uh brock detailed that quitea bit um if you don’t have the service available you’re gonna go out and have the contract andfind it for the labor or service that you need the next recycling disposal capacity this is wherethe solid waste management districts come into be a very important player around the tablewhen talking about what kinds of programs you have in the area what kinds of companies thatwork in the area what kind of disposal capacity meaning you know what is the capacity ofthe landfills to to take this stuff and all those needs need to be considered in debrisplanning subject matter experts is a big area where ohio epa fits in simply becauseohio epa doesn’t have a lot of equipment to go out and manage debris however wehave experts around the state who have various knowledge and program knowledge of uhthings that can be done in disaster response and can help the local people decide umthe best solutions with the at least the environmental impacts involved idid uh say earlier in the morning potential permits needed for debris managementsites epa can get you through there that maze of getting those permits approved and it can talkyou through how to get them uh forms completed and and things like that so epa does a lotof technical uh advice and and subject matter expert um questions during uh debris responsethere are also local and regional resources there are any number of people who have worked invarious positions locally that have responded to disasters in the past it’s good to get to knowwho those people are what experience they bring and they don’t necessarily have come locally theyhave they could have come from another area of the country where they’ve dealt with this issuequite a bit and they’re very familiar with how to um organize how to assess needs and how tofind things that you need when the time comes this is just a typical example this wouldbe you know landfill disposal resources we put this slide up for uh emergencymanagement people basically just to tell them that ohio epa’s inventory oflandfills is is not that many we have municipal solid waste landfills which is whereyour household garbage goes there’s 38 of those it’s construction and demolition debris landfillsthat’s a different type of landfill it only takes construction demolition debris there’s 44 of thosehazardous waste landfill there’s only one of those in addition to that we have 63 transfer facilitiesthat basically uh it’s truck to truck transfer it’s not a disposal but transfer facilities canform and perform a vital need as a transport station for debris clearing um in certainsituations and we have seen those work well um it’s important to know uh if those in theaudience who didn’t know that all of these types of facilities have restrictions on the amount ofwaste they can accept per day and in the morning i did talk about the the amdwar or that termabout how much a landfill can take per day and if that limit has to be increased to account for uhadded debris disposal during an emergency response so um we maintain these types ofresources here at ohio epa for people who need to know we have a number ofonline lists for things that break things down we have some recycling information we havelicensed landfills we have composting facilities landfills accepting asbestos and soforth there’s a couple of links there we also have on our dimwim homepage we have someinteractive maps with relevant facilities showing where the landfills composting facilities transferfacilities what have you are located around the state with a kind of a point-and-click gis mapssomething else as a resource i wanted to point out to you uh we do use it quite a bit and in factum brock massacre and i uh when we put together the the one day full day debris managementcourse for ohio ema offices we basically use this debris fact sheet for localofficials as a as a pretty good guide for all of the content that’s located there andi’m gonna kind of show you what it looks like it is a good resource for local officials ifyou’re new to debris management or you need a a quick guide that can be very handy whenthe time comes this basically talks about um local government roles ohio environmentalprotection agencies here ohio ema is here um and the the fact sheet goes into um theohio epa district offices with phone numbers for emergencies as well there’s emergency hotlinesthere shows you the breakout of ohio epa down here we have some additional contacts there’sthe local solid waste management district map will come up you can look them any of them ofinterest your local health departments are linked there there’s some other numbersfor some other agencies if needed we also go into here’s a quick chart this comes inhandy quite a bit it’s a quick chart of management options for disaster related debris and wastesso you’ll see on the left side the type of waste and then it’ll describe what what that wasteconsists of and what it does not and then on the right is your management options with the numberone recommended option listed first so you go down the list there of the list and you’ll find theleast favorite options at the bottom there okay so that comes in handy quite a bit for localofficials trying to understand the differences of type of debris and why the type of debris uh isan issue and why it has to be handled certain ways we have some other links inthere for some other topics there’s a note down there about streams andwaterways we talked about the army corps engineers before and also on we have a quicklist here about uh debris management sites this summarizes a lot of the stuff i talkedabout earlier this morning about citing a debris management site some considerations comes in handy summarizes that in a page then weget into some more resources from our division composting facilities there’s somehyperlinks there to all the landfills infectious waste treatment facilities allthe things that we license and register in ohio those are available on quick linksfor you our diversion division of emergency remedial response is a reference there as wellour air pollution control division uh is there um highlighted some open burning regulations as aquick link because open burning is not an accepted means of debris disposal so um some people thinkuh that happens to be a legal way to get rid of it and it really isn’t so we emphasize the openburning uh problems okay uh the next half of the next couple pages uh basically outline a lot offema stuff that brock has been talking about and contracting and environmental considerations andthat is a that is a nice um fact sheet for you to use and get a hold of it will be available postedon the site for you at the conclusion of this workshop today so any other questions aboutdebris i can’t i can’t simplify this enough um if you have questions there’s our divisionmaterials and waste management main number call that number so you’ve gotdebris questions debris handling will get you to the right people okay i we havedistrict offices around the state and we have uh key people at each district office thatwill respond to debris management questions this is something some of you may be familiarwith this is an example of from waste management one of the largest waste management companies inthe country they do a lot of door-to-door citizen communication of debris management duringthe emergencies they have what i’m showing you is just an image of their citizenguide and how you can separate household trash and recycling for storm debris when theirparticular company gets involved and they are they typically put stuff out like this andrun campaigns for collection where they mandate on thursdays it’s a certaintype of debris and on mondays it’s this other type of debris and this is a citizen guidethat they will go door to door and drop off we have similar guides that are done byrumpke in in ohio and indiana and kentucky use and republic services also has a similar guidewhere they advocate curbside separation of disaster and storm debris for uh proper pickupand recycling purposes so i just wanted to show you a little example here of some resources thatare out there from the waste industry themselves as they help local communitiesrecover from debris events okay that is what i have for someresources for um the audience here so we can um i think brock is up next for uhtechnology kevin yes that is correct um and just before we move on to brock i just wanted to pointout um within the chat there was some questions regarding the links to these documents that rickpresented on we will be sending out the links to where they’re posted on our webpage followingthe workshop and that will also include links again to a recording of today’s presentation andthe powerpoints as well so thank you for that question and we’ll make sure we get out the linksto everyone so with that being said i don’t see any additional questions in here so we’ll turnit over to brock for a discussion on technology alrighty thank you kevin um i believemy screen should be back up and sharing so we’re going to talk a little bit on justvery briefly on technology during a disaster debris management event one of the exampleswhere the example i’m going to go over today is what we utilize as the state when we weremission assigned from montgomery county to remove the debris from two of their temporary debrisstaging areas or their debris management sites so what we did uh was i i i developed thistechnology for us to monitor those contractors we as the state utilized our existing uh wastehauler uh third-party administrator so they then our third-party administrator then entered intoagreements with um hauling our haulers waste haulers and uh odot was gracious enough to providesome loaders for the sites so um we were able to piece it together in that fashion but we had tohave a way to document what trucks were coming and going from those sites and what they weretaking out and where they were going so um i i thought no better time than now or then to usesome technology uh to to achieve that as opposed to trying to track down papers and photos andtrying to piece things together um i i guess one one caveat to that mission assignment was uh wefilled the debris monitoring aspect of that with our ohio national guard ohio military reservistfolks so they were able to provide some personnel that we equipped with they wereequipped with their their own personal cell phone on on their on behalf and they uh we gave themsome battery backups and some logins to our agl or arc online account and they were able to getoff and running with what i’m about to show you so our next slide is going to have a link and forthose that want to follow along at home feel free but you don’t have to so if you take uh your yoursmartphone out or tablet or whichever has a camera and you pin your smart device over the qr codeshown on the screen you it’ll it’ll pop up a link on on the top of your device and that linkwill take you to our debris monitoring survey that each of our monitors filled outfor every truck that was coming and going at the debris management sites i’m goingto leave that link up for one more minute here and then i’m going to transitionmy screen uh to show you what data we ended up getting and what it looked like umafter it was all said and done um so okay so uh what we’re seeing here is uh the datathat we collected so we had 983 truckloads leave our debris management sites it’s plottedeach of those truck loads on our map so you can see the site here at forest park and the othersite over here that was in the city of trotwood so and each of those dots is a data point downhere in our collection so what we did was we we knew or measured what what our haulers wereproviding in regards to uh equipment so we had a variety of three different types of containersor capacities we had roll-off containers that had a 30 cubic yard capacity we had semi-trucktrailers that had 40 cubic yard capacity and we had standard dump trucks that had a 30 cubicyard capacities as well so i made that a um for those that pulled up the survey on on your end youcan see that was a multiple choice question um so as the monitors come in they fill in the requiredfields giving us the required data and then they would um take a picture of that truck and attachit to each of those fields and that would give us all of the data we needed to monitor our ourdebris contractor so looking at this data set here um it tells me you know what time it wascompleted the hauler company name the driver name the the truck plate number the the type of bedcapacity or the the type of uh truck that was being uh moved uh the estimated percentage of fulland uh the the debris site we were pulling from and then also it gave us the latitudeand longitude for that uh site and as you can see we got photos of the truck asit was coming and going um so this monitor um estimated this to be at 99 which i would agreeand that just gave us the capability to um monitor and cross-check based off of the um invoice or aload ticket which is also so the truck would go and our monitors were on scaffolding taking thosephotos of the trucks and then as the trucks come back they would bring a waist slip just likethis and then we would complete that survey by taking a picture of that waist slip and thatwould give us um are all the information we needed to to provide the fema as it related to debrismonitoring so what we ended up having to submit as a state for fema reimbursement for ouractivities was um the uh contract that we had with our third party administrator and um what idid was i i printed out this report um subsequent of all of the photos and uh that are attachedand i gave this listing of all 930 or yeah 983 um data points to fema and fema came back andasked for a representative sample they took 20 of the documentation so they said giveus lines you know 3 10 12 and 30 and um then i went through and i downloaded these reportsand then um i just hit the print button here and i would print this off and give it directly tofema and that was enough to validate our claim uh so you can utilize this type of software for lotsof different data collections um outside of debris management and debris monitoring it’s a very wehad very good success with the utilization of it it was a pretty self-explanatory umeasy to use uh form or not form but um easy to use software you don’t have to haveinternet connectivity to be able to submit these uh um to to be able to uh create thesesurveys so if um it’s like i had mentioned we gave these folks our debris monitors logins underour um existing software agreement with arcgis and that those logins were good they were ableto download the app the the arc uh gis app on their phone they could download the survey asthey were connected to the internet and then um not connected to internet or cell service theycould go and complete that survey as many times as needed and then at the end of the day if theygot back and wanted to connect to their wi-fi um they could do that and then they could uploadall of their survey data um that’s one option uh to utilize we encourage the use of it um in realtime because that what that did was this this provides data back into uh the state emergencyoperation center where we were then able to see the progress being made and how we were able toyou know break down to see um at the end of each day i can filter these types of listings um atthe end of each day i could go and see how many um how many dump trucks or semi truckswere removed in that day or period i could see um kind of the epson flows of the theprogress being made real time as it was happening um while i’ve got everybody’s attention andi think i’ve got a few more minutes here um i do want to say we are more than likely going tomove towards a similar type process for conducting individual damage assessments so this willallow homeowners and are now virtual setting um through you know this covid response umfema’s had to get pretty creative on their end so this this type of surveying uh mayuh is is is on its way to be rolled out through the state for uh disastersurvivors to um document and submit their damages uh as it relates to a declareddisaster so um that’s that’s all i have um for today i i do want to add one more thingrick pointed to it in his last uh presentation that we do offer a full eight hour courseon debris management in ohio um it’s it’s posted at our department of public safety trainingcampus so it’s free to register for that training campus and you can get lots of different types oftrainings through there but we offer a the full eight-hour course on debris management where wetalk similar topics but in a lot more detail and it allows us to have a little bit more courseparticipation as well um so i we do apologize if if that was something that that you missedbut we we had a lot of information to go over and we wanted uh to not leave a lot of it outand we wanted to you know at least hit the highs today but if if you’re interested in a courseparticipation um type um setting for for this information sharing i would encourage you to goto the department of public safety training campus the course id is 202 and it’sthe ohio debris management course and you can find that of course again atthe ohio department of public training public safety training campus our next offeringof that course is april 22nd of this year and it’ll be offered virtually through themicrosoft teams platform again um without that or without further ado i guess we can take anyfinal questions uh kevin i’ll turn it back to you awesome thank you brock that was really greatum we do have one hand raised it is john munir so john do you want to unmute yourself andask any questions or comments sure thank you kevin and i i really don’t have a question but iwanted to empha emphasize to the group um the um the database that um the tool that brock justrolled out where you had to take your phone and take a picture of that i cannot emphasize toall of you if any of you have gone through and and gone through a disaster where youhave had to log tickets and do all of that kind of work that particular tool isincredible it will save you hours upon hours of you know just downloading stuff onto excelspreadsheets and preparing reports for fema so i would really strongly recommend everybody gettinga hold of that and whenever you have a situation a disaster whether it’s federally declared ornot that tool is a tremendous asset so i just wanted to make that comment uh kevin and brock forthe for the group um just a great asset thank you thanks john we appreciate that um brock i am notseeing any additional questions uh within our chat and i haven’t gotten anything through mail jeffhave you received any questions through email no i have nothing through email okay thank you so i guess with that brock did you have anylast-minute comments or anything you wanted to add no i i think we’re good um okay again that ijust hope everybody was was able to enjoy our presentation today it’s not over yet we do havethat uh panelist presentation which i’m excited for as well um and don’t ever uh hesitate to reachout to us um at least i’ll put my name out there for any uh follow-up if you guys have um youknow if uh i hope this sparked a lot of interest and um you guys start your journey througha debris management planning process and if as questions arise feel free to reach out thankskevin awesome thank you brock so again i just wanted to thank all of our speakers today sofar so brock rick and phil thank you so much in addition just thank you to our planning teamthey were all a part of it as well but also john menier was a critical role in helping to planthis and then chet cheney and jeff monovin so it was really a great great collaboration effort forthe today’s workshop but again it is not over yet so starting at 3 30 today we have a case studypanelist session on different events that have occurred throughout the state so on that panelwe have michelle balls from hamilton county solid waste management district pam haberkos fromclermont county ema and then mark isaacson from greene county public health so we’re very excitedit’s going to be about an hour-long case study panelist session with some q a at the end so thankyou and we hope that everyone is able to still attend that today so we’re going to go ahead andget started with our case study panelist session so thank you to everyone who still stuck itout with us throughout the entirety of the workshop today we really appreciate it andreally appreciate the great participation it’s been wonderful to see so just a couple ofquick housekeeping items very shortly i’ll be sending out via chat the afternoon survey pleasemake sure to fill that out in order to gain rs credits but then also we will be sendingout through that a certificate of completion to ensure that you can get any additionalceus that you might want to receive finally while the presenters are speakingtoday please just remember to keep yourself muted just to avoid any backgroundnoise we really appreciate that and then just with the amount of people attendingtoday we do recommend that you turn off your webcam just to ensure that you have the properconnectivity ish you don’t have any proper or you don’t have any connectivity issues so um withthat being said uh we have a great panelist today so our first speaker is michelle ballsfrom and she is the solid waste manager for hamilton county firebase managementdistrict so michelle do we have you you do awesome should i go ahead andshare my s my screen yes i am okay all right i’m never really quite sure if thisis working or not so if it’s not please stop me well i i can see it so you are all good on myend great so um as kevin said i’m michelle baltz with the hamilton county recycling and solid wastedistrict and i’m going to talk to you today about our response to the 2008 windstorm you may youlikely remember this event it impacted all of ohio it especially did impact us down in hamiltoncounty we’re at the um southwest corner of the state um and so i’m going to talk a little bitabout what we did um and i’ll try to answer any questions i will have to say i mean it’s beena long time so i did have to do some digging to try to remember all of this i think i compactedit back into a little corner of my brain but um i think overall we had a really great responseto it even though we were utterly unprepared so um without further ado so you may rememberthis was september 14 2008 and the remnants of hurricane ike hit southwest ohio it reallyhit the whole state it was actually considered a category 1 hurricane which is obviously somethingthat we’re not usually thinking is going to happen we had winds 75 miles per hour and really justwidespread damage across the county and and many other areas outside of our county and i thinkwhat was really devastating about this is that the damage was so widespread so you know a hurricaneor tornadoes are terrible um and they can they can cause a lot of damage but they tend to be you knowisolated into a certain area but this was just our whole county was swept with it um we’ve also hadfloods and so they tend to be in a certain area but this really was our whole county we had over900 000 people lose electricity and i was one of them which is 90 of the residents um and and manyof those were multiple days or even more than a week um and i was one of the ones who was morethan a week so um we had a few different tiers response the largest response we had was our helpwith the communities so we have 48 communities in hamilton county in our solid wastedistrict and um a few days after the the event we happened to have a policy committeemeeting and our policy committee passed a motion to authorize us to spend five hundred thousanddollars from our carryover to help manage the storm debris so we had been meeting with communityrepresentatives and we continue to meet with them really asking what are your needs how can we helpwith this disaster and it was determined that um the largest impact the communities were seeing waswith trees being torn down limbs coming off just yard debris everywhere i mean there was someother debris but the bulk of it was yard debris so that’s where we came in to help we decidedthat we would provide tub grinding and then wood chip removal service and the communities imean they really had to start moving this stuff right away we had um 14 sites in the county andthe communities i mean really they had limbs in their streets they had to get them out of theway and so they really put together those sites we did not have anything really to do with thesites they were already together once we started working with them um but we helped with managingthe debris on those sites and so it was really a time when the communities were helping eachother out um you know there’s there were 14 sites in 12 different communities but every communityof those 48 were collecting material and so you know they were bringing it to their neighboringsites and neighboring communities were saying hey you can bring it here um and we ended up havinga cost of over 368 000 and i’ll talk a little bit more about that later um but i know from thetheme of paperwork that is the our exact cost so i did put in here just a few pictures of someof our those sites that we had the top two are from the green township site so the first oneis a picture of the grinder and just the raw uh wood material and the next one was um a few weekslater of the actual chipped material and then we had this was a site i think it was sims townshipwhere they just had you know debris piled up so the next level of assistance that weoffered was to residents so we had quite a few uh obviously a lot of residents who had materialjust in on their own private property and so how do we help them get them the information that wethey need so we um we have three yard trimmings drop-off sites that are open regularly usuallyon the weekends one is open during the week and we immediately worked with our contractorsfor those sites to extend the hours of operation so that people could drop off material this wasat our site at the rumpke landfill but people could drop off that material all throughoutthe week extended hours in the weekend and just to give you an idea one of the sites thefirst week received 700 cars and to compare that usually we get 80 tons collected in septemberin september 2008 we had 800 tons collected at those three sites so they were really well usedwe also because we have those 48 communities and they all have different ways of collectingtheir yard trimmings we also compiled a list of how each community was handling the yard trimmingso what do you want what they wanted their residents to do with that material and and otherdebris as well and we were able to get that out to the media and have it on our website prominentlyso that you know not everyone has a pickup truck like this you know especially in urban areas somepeople don’t even have cars and so you know what can i do with this this tree that just fellin my backyard so we had the answers for them we also really collaborated with the media this was obviously a really big media storyfor that month or two after and we were able to really get a lot of attention on yard debrisbecause that was one of the big problems and so we uh we were able to issue press releasesmedia reminders send them those lists and the media was just gobbling it up they wantedmore and more stories to be able to offer on this so they you know they put it out there we just inthat first two weeks we had six newspaper stories and 26 tv spots about specifically about the yardtrimmings and what to do with the archery rings we also had a media briefing event at the monkeylandfill a few days after the event and i have to say at this time um my boss holly crissman someof you may know her or my old boss my boss at this time she um she had to do this press briefing andshe had not had hot water in her house for three days at this point and so she had to go up on tvwithout having washed her hair in three days so i felt really bad for her but we did get a lot ofmedia attention on it and i don’t think anybody focused on her hair just the great informationshe was giving them so a few lessons learned and this has been touched on a little bit actuallyall three of these during throughout the day but we were at first a little nervous that we werenot going to be eligible for fema reimbursement because we did not have a debris management planwe didn’t it wasn’t part of our solid waste plan we weren’t listed anywhere as being someonewho would participate in debris management we just hopped in there and helped so it wasquestionable whether we were going to receive fema reimbursement we did in the end but um thiswas a big lesson learned for us so we immediately started working with our local ema office and puttogether a debris management plan we’ve actually reached out to them to do it again because we’restarting our solid waste plan update this year and we put it in our solid waste plan as well notas in much detail but really just stating again you know that if if a disaster were to happen wehave this much money set aside that we can use out of our carryover balance or a regular budgetshould our budget allow us to so it gives us some flexibility that if we were really financiallyhurting we’re not obligated to give money we don’t have but it does help with that female eligibilityum we also had some issues with our procurement of services so um it was funny when i was listeningto whoever was talking about this before because we so at first we you know needed to get thisdebris taken care of immediately and we thought that the fastest way to do that would bethe city of cincinnati had a contract for um tub grinding so we’re like perfect you know wecan legally hop onto this we consulted our um our our legal representatives they’re like yes you cando this so we originally our plan was to hop onto that contract and that’s how we started however wequickly learned that the tub grinder that they had set aside was not enough to takecare of everything that we had that we needed to take care of so we had to kindof shift and the process and we did everything the way you’re supposed to the one that theylisted but it is so slow and i’m having to get the quotes when when you know everyone’s busythese these tub grinders were already at work helping private places so they were working youknow 12-hour days and then they were having to put together quotes for us but also trying to estimatehow big are these piles now how big are they going to be while you know they’re still cleaning upmaterial um you know how it is it is really hard to estimate and i know somebody had a slide withthose estimations and we had that information um but we were it was really up in the air how dowe figure out how much material we have and and you know how much is this debris that’s mostlytrees it’s going to compact we ended up coming pretty close to what we thought uh it wasoriginally going to be i think we were around like 355 and we ended up being you know the 360s so weended up getting pretty close the other problem which was mentioned earlier that we cameacross is that one of the top grinders we work with charged us um by the hour for laborand so that um we found was not the best way it was not the most efficient way um you know theyreally didn’t have a whole lot of incentive to to get through the piles quickly because we’repaying them by the hour but also then when we submitted that fema paperwork we had to have allof those timesheets and that was a mess so i don’t recommend i remember i recommend you do it by tonby cubic yard any other way besides per hour um but in the end it worked out we were able to getfema reimbursements and i i i was really impressed with all of the communities working together allthe neighbors helping each other out it was really a good experience in the end after youknow i can say that now 13 years later but that’s all i have so kevin if thereare any questions i’m happy to answer them awesome thank you michelle we did have onequestion that came through and it’s regarding um i know you mentioned working on your currentplan um so the question was do you anticipate making any changes to your current disasterdebris management plan based on past events if so what are you looking to adjust you knowi i think that hearing today about the debris management sites i think that it we don’t i thinkit would be smart for us to consider if we need to have some of those set aside um and working withour local communities i mean we certainly have quite a few class four composting facilities umyou know that we can lean on for sites and some of those are operated by um communities but i ido think you know just listening to this today i learned a lot and i think we could do betterwith uh planning and thinking about what um what disasters were possibly going to have we may haveanother hurricane but you know that’s probably not going to be the huge thing but we definitelyare going to have more floods um we’ll likely have more tornadoes so considering those you knowwhat areas would be um uh most vulnerable to that i think i think having those things in our in ourplan or at least having the reference the ema plan um that would be more in detail i think wouldbe useful perfect thank you and then i did have one additional question um so obviously there’s alot of moving parts during a disaster brew cleanup i know it was a little bit ago but howdid you create a communication plan along among all the different organizationsthat you worked with during that cleanup so i um i don’t exactly remember i remember thatwe worked really closely with um with our pr staff who were really helpful in communicating it tothe media um and i know that we worked closely with ema but i wasn’t the person who wasin contact with ema so i i think that maybe someone from hamilton county ema is on andif they are i’d be you know be happy if they remember this event but i’m pretty sure we leanedon ema for for that communication yep perfect thank you um well that was those wereall the questions that i received um but thank you again for presenting today wereally appreciate it and if there’s any more that we get for like the general panel i’ll askthem towards the end so thank you again michelle all right you’re welcome okay so next onour agenda today we have pam haverkos from clermont county uh she is the clermont county emadirector so director havercoast do we have you on today yeah can you see and hear me correctlyuh yes i can great sorry i’m having a little bit of technical difficulties soi had to switch out my computer i’m on vacation too so don’tuh just ignore my background um okay i’ll go ahead and share my screen nowokay hopefully can you see it nope not yet okay can you see it now yes i can okay so as i saidi had to switch out computers so you’re going to see it in a pdf versus a powerpoint presentationum well thank you for inviting me to participate my name is pam heverkos i’m the claremontcounty emergency management agency director and in clermont county in the past nine yearswe’ve had a series of floods and tornadoes so i’m going to talk about some of the lessons thatwe’ve learned from all of those events so we had a large ef-3 tornado in 2012.We’ve had a fewsmaller ef-1 and ef-2 and ef-0 tornadoes as well as we’ve also had a series of ohioriver floodings back in 2015 and 2018. the type of debris that we deal with is verydependent on the type of event that occurred the geographic area affected the unmet needsof the community and then the resources that are available so that would all play into what weactually how we mitigate and manage the event and how we manage that debris so i’ll move on to thenext slide so again i’m sure you guys talked about this most of the day but during the emergencyresponse phase we’re really worried about just getting access access for our firstresponders access for our utility providers access for our public works agencies and making sure thatwe can get the public in and out of the disaster area safely we’ve had numerous events that haveaffected so much woody debris that we’ve had utility lines down that affected whole communitieswhere they couldn’t get in and out school buses couldn’t make it so again we’ve had to make surethat we’re communicating effectively with our community partners about you know where it issafe for them to go and not go so back in 2017 we actually had a tornado that came through in themiddle of the night around 3 50 in the morning and so it became really challenging to even get ourfire and ems partners in there to determine um the level of damage as well as then communicatingwith our school partners to make sure that they didn’t send their buses out because they would notbe able to get their buses in that neighborhood communications with all of our partners becomesvery critical so it’s not just our fire and ems partners and our law enforcement partners but ourpublic works partners and our utility partners are also very vital so we want to make sure thateveryone understands how we can communicate together and then safety and accountabilitybecause we want to ensure that everyone is safe and then we really focus on the restorationof critical infrastructure so moving on to recovery operations this is when we actually getinto the staging sorting and disposal of debris so we back in 2012 we had a significantef-3 tornado that hit the village of moscow as well as some of our townships in the southernpart of our county but what made this event so challenging is that it had a lot of constructiondebris a lot of woody debris hazardous materials but it also posed a great challenge to us becausethe village of moscow was in a flood plain so we started staging and storing that debris ina location and then quickly found out that the ohio epa wasn’t going to give us a permit tobe able to stage that so that becomes another issue is that while we were looking at itfrom the perspective that it was a tornado and we were trying to deal with it you alsohave to think about what other hazards could potentially affect that community so being thatit’s in a flood plain you don’t want to be staging debris in that location we also again lookingat the cost effectiveness again this is the importance of um sorting the debris because if youcan sort your woody debris and chip it up at the location that saves you a lot of money in terms ofhaving to cart it off to a landfill and pay those landfill fees some of the other challenges youface with the disaster is private property access again working with that individual community andgathering information from the residents about how much support they really want so againin a tornado where people are coming back to their private property to try to collect upany valuables that they might be able to salvage we’ve had communities that are very adamant thatwe not bring in resources to clean up private property until or to even assist with privateproperty until the residents have had access to salvage their personal belongingsagain it’s a matter of communication to those private property owners aboutbringing that material to the right way so that we can then pick it up andagain having a plan to pick that up so some of the things that we have learnedthrough events is coordination of what we call community cleanup events those areusually the weekend or two after a major event we then coordinate a large number of volunteersagain in conjunction with the local community we identify what can we manage what roles do we needto have filled and how many volunteers do we need as well as how many people do we have to supervisethose volunteers because you don’t want volunteers to be again just walking around on privateproperty we want to make sure that they are really well supervised and so back in 2017 wehad an event that same event that happened in the middle of the night we were able to workwith pierce township and the village of amelia to coordinate a weekend cleanup activity andutilizing volunteers we were able to really help that community recover in a matter of oneweekend versus what would probably have taken them over a month to clean up and through the use ofvolunteers we were able to put civil air patrol volunteers on private property and helphomeowners move you know woody debris from their backyards and bring it to theright of way we were then able to partner with the local public works agencies to chipit up right at the right of way this saved a lot of money and effort and it wouldjust chipped it right up into the right of way versus putting it into a dumpsterand having it carted off to a landfill so when it comes to emergency management i wouldby far say that i’m not an expert on debris management however what the role we feel is theability to engage other partners and to um to work with our public works agencies and our localcommunities to make sure that we are maximizing limited resources as well as not duplicatingeffort and then ensure that we are being safe about how we’re utilizing our volunteer force soone of the things that we have done in claremont county is we’ve partnered with the developmentaldisabilities to run our volunteer reception center and we’ve had the ability to do a mobilevolunteer reception center on numerous events and most of what those volunteers are ableto help us with this debris management so again we identify a location where we canhave everybody all of those volunteers meet up we identify a location where that mobilevolunteer reception center will be established we have developmental disability staff man thereception center at that location all of the volunteers are registered they are given justin time training we ensure that they’re dressed appropriately and that they have the whitefootwear and personal protective equipment and any other tools that they might need inorder to do their job we then have a means to track them and we can maintain thataccountability of all those volunteers this minimizes too by bringing them to a centrallocation we can then utilize our claremont county transportation service or transportationconnection ctc which is our bus company we can then bus them in and bust them out so that wedon’t have a lot of personal vehicles on private property so this has become a great asset forus and it maximizes you know such a limited volunteer force and ensures that we can help allof our communities throughout the affected area this also too becomes a cost savings i believeit was michelle just talked about the public assistance program and for communitiesthat are seeking that public assistance reimbursement generally it’s a 75 federal shareand a 25 local share sometimes it’s a little less if the state chips in their 12 and a halfpercent but what you’re able to do for the local communities is track all those volunteer hoursand all those donated items that are contributed to the response and recovery effort and thatcan be used as an in-kind contribution towards that local communities match so we’ve beenable to track all of these volunteer hours um what role they were playing um you knowand estimate based off of what is the fema um rate and then use that towards you theirin-kind contributions so that’s been a great reward for those local communities the otherthings that as emergency management that we are able to do is the logistical support again whenyou’re using a large number of volunteers you want to make sure that everyone has accessto a restroom especially if they’re out in more rural settings make sure that they haveaccess to sanitation and this becomes even more important especially with covet 19 but wewant to make sure everyone has access to hand wash stations and hand sanitizer you alsowant to make sure that your volunteer staff are fed that they have water and that they havethe equipment that they need to do their role and again that’s what emergency managementcan do for um you know that type of response and then again that management and accountabilitywe want to make sure that when volunteers come in to work for the day that we know when they checkout and we know when they go home we know if any one of them gets hurt or injured while they’re onthe job they do sign a limited liability waiver so that releases the developmental disabilities andthe local community should someone get severely injured we also partner with our local fire andems to make sure that if someone does get injured that we have a maintenance and mechanismto get them to a facility to get treatment so really as i’ve said we’ve been able to reallymaximize and develop a very efficient process for utilizing our volunteer staff and volunteerresources to maximize the debris management so in the ohio river flood we were able to putvolunteers out on major roadways to clear debris um especially debris that would be caught up inthe ditch lines or culverts um and be able to get that out we’ve also been able to removedebris woody significant woody debris from homeowners private property to get it to theright of way that’s been really helpful the one thing i would caution in a lesson learned is thatagain it’s very important that we’re communicating when we are using public works assets thatthey not go on private property we actually had a situation in 2012 following the tornadowhere we had a large amount of public works assets that came into the county to help us andyou know everyone has good intentions but when you put heavy equipment on private propertyyou have the potential to damage culverts driveways septic systems so it’s just reallyimportant that we not put that heavy machinery on private property again this is wherewe can utilize volunteer forces and to to work on private property and bringthat equipment or bring those resources to the right way so that the public works agencies canpick them up and then dispose of them properly so i believe that’s about all i had inthis presentation i’m sure i could talk about this after hours we’ve had as i’ve saidjust numerous instances that have warranted the activation of debris management planbut again i thank you and thank you for the opportunity to speak about some of thelessons we’ve learned from our past experiences pam thank you so much that was a fantasticpresentation so thank you um we did have a couple of questions that came in um specificallyfor you so one of them is uh what advice do you have for everyone on the call regardingorganizing volunteers throughout a disaster event so one of the things the first pieceof advice is to develop a plan for a volunteer reception center how are you going tomanage those volunteers as soon as a disaster happens people are automatically calling anemergency management office to volunteer so initially following an event you have to havea plan to virtually manage those names and resources that are coming in and then pretty muchyou’re telling them we’ll get back to you when we have a better handle on what the local communitywants to do because again it is home rule so we then partner with the local community to identifyyou know how many volunteers do they want and what is the rules that they want those volunteersand then we as i said we have a mobile volunteer reception center that can come in and be thatresource on the days that we have those community cleanup events in our volunteer reception centerthrough the developmental disabilities they’re wonderful and they’re also very willing togo to other parts of the state you know if someone needed assistance again we’ve had so manyinstances in our county and we’ve had the goodwill of many other partners outside of our county thatwe’re always willing to support other counties awesome thank you another question that camethrough what do you do if the community has no plans to manage woody debris otherthan place it on a specified property again like i believe michelle said you know wehave a debris management plan but again it’s just more of a show of a plan because you really don’tknow what the disaster is going what disaster is going to be and where it’s going to happen sohaving a really defined debris management plan has always been a challenge for us because againyou just never know every disaster so different but you know some of the lessons we’velearned is again that if you can separate out that woody debris we have actually been ableto partner with other with landscaping companies to bring in a tub grinder so where we didn’tactually pay for the tub grinder um and that we’ve had a landscaping company that came in andchipped off all of our woody debris and then took the woody debris for their mulch soagain it’s more about partnerships because um michelle kind of mentioned itthis tub grinders are very very expensive and we don’t have one through our countyengineer’s office so again it’s about partnerships knowing what resources are in your community orin your region and then trying to build on those partnerships and you know again learning fromother people’s past experiences is really helpful uh we did get an additional questionthat came through so do you do any exercises during theyear to test out your plan um this year is quite different um on a normalyear we do um probably 20 to 30 exercises through emergency management on diff all differenttypes of scenarios and i’ll be honest we’ve had an event that would really activate ourdebris management plan about once every three years so that’s pretty sufficient toget some good use out of our debris plan um so i i don’t think that we’ve actually donean exercise on debris management we’ve just touched on it and lots of different exercises butbecause we have had um ohio river floods at 15 18 we’re due for another ohio river flood hopefullybefore not before i get back from vacation but but we’re prepared again to manage it if we do umso yeah but there are lots of exercises out there on the you know you can google search and i’msure other people have done exercises that you could um pick and choose from other resources yesyep thank you and then the final question is one that i actually asked um michelle as well but howdid you create a communications plan among all the different organizations kind of going throughoutyou know a disaster debris event well especially with the ohio river flood where we have advancedwarning we start planning with all of our partners two to three weeks out if we have an advancewarning that a flood is coming we pull all those partners together we talk through how do we wantto manage the event how do we want to communicate our fire ems law enforcement and all of ourpublic works agencies have all agreed on having a centralized unified command structure at onelocation this makes it very easy for us to bring everyone together to have a morning briefingand an afternoon briefing and then everyone goes out and does their job during the day so it’sa modified emergency operation center it’s not held at our county emergency operations center andagain a lot of that stems from when an ohio river event occurs the drive to our eoc is just toofar because roads are blocked so this gives us a great opportunity to come together at a very ata school building that’s very close in vicinity to the ohio river and it brings all of ourpartners from the i believe it’s five townships three villages multiple law enforcement agenciesit brings us all together into one location and then we can work that way we also againas we’re preparing for events we have a distribution group that blasts everyone throughemail and that keeps everyone on the same page and as i said because we’ve had a series ofevents that are repetitive um we all know each other pretty well and we know how tocommunicate via cell phone radio and email awesome well thank you so much i did nothave any additional questions submitted through uh chat or email so again pam thankyou so much for presenting today we really appreciate it and uh thank you for joining uson your vacation yeah thank you thanks again for having me hey no problem um so last on ourpanelist agenda we have mark isaacson program manager at greene county public healthso mark do we have you on oh yes i’m on awesome i can hear you okay and i cansee you now all right so let’s see did i share the page right you’re all goodi can see it okay let me make it bigger here okay well my name is mark isaacson i’m the programmanager for greene county public health in xenia ohio and they asked to talk about our response indebris management so um i’ve been with the health department a long time and we’ve had numeroustornadoes and incidents to um practice debris management uh the main one i’m going to talkabout today is um the most recent event may 27 2019 just a year and a half ago uh beaver creekcity and township were struck by an ef-3 tornado uh monday night memorial day weekend at 11 12p.m so it was again in the middle of the dark and um the health department worked to respondin a number of ways uh going forward um the path of the tornado um this was part of a majorstorm event memorial day weekend probably many of you remember there were three or four othertornadoes that came through dayton trotwood salina and but the green county tornado started onthe um northwest corner of greene county uh right near wright-patterson air force base on thepath of the tornado came through the riverside and crossed over i-675 near the wright stateuniversity and fairfield commons mall and then traveled almost straight east through beavercreekcity the north part of beavercreek city below fairfield commons mall through beavercreektownship and several developed subdivisions and then through some farm country and finallyleft just north of zinnia along u.s route 68. so it was on the ground for a long time with alot of wind damage assessments later on came up with 44 buildings destroyed 164 with major damage346 with minor damage 595 buildings were affected uh we had major um tree and brush damage andelectricity was knocked out in a number of areas uh the areas that came where this came throughwas a heavily wooded lots of mature trees most of the houses were between 25 and 50 years old soyou had lots of lots of tree damage um and that green county has responded to severalother major storms in the past um in 1974 we had the major xenia tornadothat came through the center of town um that has affected greene county in a numberof ways and then in september of 2000 there was an f4 tornado that came through thewestern part of zinnia um this is on the west side of zinnia it was a former walmart plazathe tornado came right through the parking lot through the strip mall jumped over a field andthen went through a subdivision and eventually went through the green county fairgrounds anddestroyed four or five of the agricultural barns at the zenia or greene county fairgroundsso we’ve had some practice in going through uh damage assessment and cleaning upafter tornadoes um this is a just an aerial photo of beaver creek um from thetornado showing the the common problems that you have whenever there’s a tornado or a massivestorm event you have solid waste debris that would need to go to a landfill demolition debristhat people are going to want to clean up their torn off roofs their damaged sheds you havetree and brush debris and disposal um the trees that get knocked down we have a lack ofelectricity especially with this storm the most of the areas had overhead power lines so they wereknocked off or bent over you had down power lines lack of electricity if you’re on a well that meansyou have no water because you have no electricity in some instances um the city of dayton whichsupplies part of the water to beaver creek one of their treatment plants was knocked outof power and they did not have readily available backup generators so that water treatment plantwas uh without power for a number of days until they were able to sort that out so um when youhave disaster response we i we people talked about before but you have to come up with uh cooperationand how you’re going to um work together we’ve had the benefit in greene county most of ouragencies use the incident command system whenever we have employees we make them taketraining then you have to sort out which agency will be in charge of which part of theresponse um health department we have food safety well there were somewhere between 80 and100 restaurants in and around the fairfield commons mall that had no electricity for anumber of days you have the housing situation where you have damaged houses damaged propertypeople that have well water have no water supply and then you have the solid waste issues whichthe health department will take the lead in police and fire departments they’re workingthrough safety issues uh injury response crowd control we noticed on the next day theday after memorial day the beaver creek police had to set up temporary roads to go around the thedebris but that didn’t stop the people that were wanting to come and sightsee and see the damageto the aldi store and see the roof blown off of mike’s car wash we had people walking aroundpark their car in the parking lot and try to take pictures so there were some crowdcontrol issues that we had to work through city township government officials governordewine shortly after the incident declared a state of emergency which opens up a lot ofextra funding sources ways to respond that aren’t in a normal situation um city beavercreek city had um a good response with some um i don’t know if they were trained but they knewwhat to do in the situation we had incidents where public utilities needed to come out um i mentionedthe city of dayton that didn’t was able to supply water to some parts of the city three of thesubdivisions that were damaged had no electricity of their sewage drained into um pump stations andthe electricity for those pump stations was um not working which meant the pump stations weren’tworking so you had to or the utility company senator engineering had to work on gettinggenerators to supply the power to the the pump stations with no electricityin some instances the gas was shut off natural gas and then we had streets and roadsthat were blocked with downed power lines uh blocked with large trees and just the umextra traffic of people trying to get out or you had damaged and wreckedcars that were in the way building regulation that was um they’re theones that determine how bad is your building does it need to be demolished can it be repairedand then we have epa working in the background providing support um guidance when we have anemergency declaration what does that mean for taking care of solid waste and debrismanagement and as we’ve talked about it before the other speakers that the agenciesneed to work together to support support and help one another so that the disaster cleanupand process can move forward this is a one of the farms that was damaged in the area but you canlook at the picture and you can see you have decisions to be made on what to do with propertiesthat are in like this we have solid waste all the solid waste needs to go to a propertylicensed landfill the demolition debris once they start cleaning up what is demolition debrisuh green green county and xenia has a very active um construction and demolition debris landfillon the west side of zinnia um the operator there is very conscientious uh we went to visit himand reminded him about what can and can’t go into the demolition debris landfill um hehas dumpsters on site to sort the process of when people bring in material so that itcan be recycled or you can make sure that solid waste doesn’t go into the demolition debrislandfill we have recycling material that can go to a scrap yard a zinnia has two activescrap yards where they take in metal debris we also have asbestos containing materialsthat need to be managed rapca which is our air pollution agency in southwest ohio sentout a press release reminding people that even if um you have a tornado and damage youstill have to pay attention to asbestos rules and they have to be followed umespecially if it’s a commercial property um less so when it’s a home and we also had peoplethat were responding to well i can just dig a big hole in my yard and bury it right and we had toremind people that you can’t just bury the trash that got dumped even if you have a great big farmso we worked through those details to come up with assessment tools when you have youknow hundreds of buildings damaged and businesses wanting to call back assoon as they get electricity they want to reopen their facility start searing foodagain we came up with some assessment tools to go to each restaurant the next day afterthe tornado we assembled a team to go out and evaluate the buildings and businessesin the especially around the mall to find out um did you lose electricityhow long was it off are you planning to operate is your building damaged uh buildingregulation came up with plans for assessing buildings with a label red orange yellow and greendetermining how badly damaged were your buildings and do you need to uh have a permit to fix the fixthe problem before you can go forward and then um we had um beaver creek city the health departmentour greene county environmental services which handles a lot of solid waste issues we issueda number of press releases to let people know where they can take their um yard trashand debris their trees they were cutting up and what to do with um things likeasbestos uh where to take that um we worked with the city um to figureout did we want to have a staging area for uh separating the debris we determined thebeaver sea beaver creek city determined that it would be best not to have a staging areasimply because um most of the area were damaged or were difficult to get to and it waseasy to work with the local companies garbage waste hauling companies to come up with aplan instead of having one large staging area uh the main problem that came up in thisin amongst the um solid waste debris was how to manage hundreds and thousands oftrees that were knocked down or destroyed it seems like as soon as it was daylight onthe day after memorial day all you could hear was chainsaws and the areas um you had trees thatwere um 40 50 feet tall three or four feet around and they were dragging the cutting up the treesand the brush and dragging it out to the road just to get it out of the yard off of their houseso um we realized that this is going to be a major response to solve the issue in order to keepaccess several of the subdivision areas were built in the 40s and 50s so you had on streetparking lanes that were narrow no sidewalks so there was limited place once you movedall your brush and debris out to the road i had no place to go or you had difficultytraveling so um beaver creek city had worked with the um a tree removal call company calledbunion and they specialize in disaster response so you had volunteers and neighbors andfriends coming in with chainsaws cutting up wood and trees the bunioncompany beaver creek hired them to work on removal of the process they havethese large trucks essentially a giant bin with a claw on the back that they can pick upany size tree and brush fill up their trucks and take them to we determined they werea spot where we could take all the debris for anyone to come we have the green countyenvironmental services on the west side of zinnia has a yard drop off yard trimming and brush dropoff site that operates on a regular basis most of the people know you can take your leaves there andyour brush and that and they have several acres of property so they were determined that we wouldthe bunion trucks would bring all of their wooden debris to the environmental services site and thetrucks are capable of of piling debris 40 50 60 feet high and so they could um start just pilingup the debris to get it out of the way and then we would eventually it would be would be turned intowood chips um but you can see the buildings there oh we’re ended up by the end of 2019 surrounded byum massive piles of debris the one that’s circled in red in the picture is 650 feet long roughly150 feet wide and approximately 50 or 60 feet high the other two piles are very are similar in sizebut um there was just massive amounts of wood that was taken away from beavercreekto be able to clear out the area and allow the other support services to getin and work um the pile that circled in red has approximately 182 thousand cubic yards ofmaterial that’s if you take a football field and you pile it 85 feet high that’s approximatelythe amount of raw material that was there it soon became obvious that the buniontrucks could go to environmental services but the other government agencies that werecollecting the debris they needed a separate place not so they would have to deal with the public andmix so they we found a new park um on the north north of beaver creek on the eastern side offairborn it was a large parking lot next to a park and the government agencies beaver creek city andtownship started bringing in their material to cemex park to help get get rid of that um the cleanup in the the properties onceelectricity was restored then we worked with the businesses to reopen the stores homes and that wewere once the initial debris and cleanup was taken care of the office of building regulation workedthrough the process of getting the homes rebuilt throughout the most of 2020 or theearly part of 2020 beaver creek city and environmental services worked togetherto find a way to chip up all of the um uh wood debris um this is a picture of uh the woodchipper that’s a full side full-size bulldozer next to it uh they used a direct feed grinderinstead of a tub grinder because a lot of the trees were too big for a tub grinder they turnedthe the debris was loaded into the the grinder um it could take basically anything that you wouldput on the conveyor belt it would turn into mulch uh 40 inch trees or larger you know they didn’tno one had to cut it up and trim it up you just fed it into the grinder and it turned itinto wood chips and mulch and then those were loaded into semi-trailers and the mulchwood chips were taken to two compost facilities that were relatively close the facilities hada land space to collect or to accept all of the wood chips and mulch and they have a processingthere where they sell it sell it as wood chips and mulch there was no intent to compost it so we hadto make sure that they were keeping it separate um from their composting areas that they sellbut they were able to take um all of the debris and surprisingly it took less than a month to clean up all of the the wooden debris atenvironmental services and the c-mex park site the recovery process is going to be extensiveuh one of the subdivision had high tension power lines that were ran through were runningthrough that subdivision uh 10 of the high tension power lines were were destroyed by thetornado so you have the the company came in and they set temporary poles for the hightension power lines that was quite a feat and then they were working to create um newpermanent poles but they take 12 to 18 months to build and install in fact they’ve they workedon replacing the first set of temporary poles about a month ago so roughly a year and a halfto get the permanent polls back into place um final thoughts um as we talked about today develop a debris or demand disaster managementplan um think it through understand the concepts and then ask for help whenever you have adisaster we we use other health departments to respond epa can answer questions um industrydid a good job the solid waste industry did a good job of coming in to help uh provide extratrash pickup roll off dumpsters if necessary listen to all of the inputs um that you have whenit’s time to make a decision and then use um the facts and knowledge and then keep good recordsof what your responses are to what happened this time so that when you come have this the next timeyou have something something to go back on because there will be a next time so if you have anyquestions uh thanks for having me and um very good mark thank you so much we reallyappreciate it that was a great presentation um we did have a couple of questions thatcame through for you okay one was could you expand on why you had to separate thematerial from what is the from what was sold the we didn’t have to um at the at the zeniaconstruction and demolition debris landfill he is quite active in recycling metal uh oneit’s a way for him to make money off the metal it’s also a way to keep um metaldebris that doesn’t have to that that could go into the landfill butdoesn’t have to so he will um if his guys are are able they’re able to separate ituh we sent out a press releases reminding people um to not just put everything out for trash ifyou don’t have to um it’s cheaper to take the wood and the debris to the drop-off sites and nottry to just put it out with the normal garbage so it’s easier to separate what can go tolandfills what can go to demolition debris what can be recycled that’s a way to help peoplesave money and also save resources in the future awesome thank you and then just one last quickquestion i know we’re just about time here with everything that occurred over the past year haveyou had to adjust your disaster debris management plan um yeah one of the things that we had toconsider was um the the one of the trash companies has a transfer station um that it closes and opensat different times of the year and so one of the fines was to find out is is the transportationor how easy is it to reopen the transfer station if you can so that we can um move stuffmore efficiently um the it depends on who’s in charge of the transportation totransfer station to know if they can um open it up or if it’s closed then um greene countydoesn’t have a solid waste landfill so all of the solid waste has to be transported out of out ofthe county so one of the things is to consider um how to avoid the having to send so much tothe landfill if it can go to cndd by by sorting perfect thank you well i did not receiveany additional questions through chat or through email but again thank you so much foryour presentation today we really appreciate it and we really appreciate yourtime thank you okay thank you so with that being said everyone we are uh at time so thank you all for stickingaround today we really appreciate your attendance and just being able to participatethroughout today’s event um again i just wanted to say thank you to our case study panel ofspeakers today so michelle mark and pam thank you so much for sharing your experiences we reallyappreciate your time and effort so thank you and then um i also wanted to thank our disasterdebris management workshop planning team so this involved brock metzger and phil clayton fromohio a john munir from montgomery county solid waste management district uh rick karlovsky chetcheney and jeff monovin from ohio epa so thank you to everyone who helped plan this event i think itwas a really good success in addition i just want to thank our partner associations for sending outall of our information and promoting this event it was we definitely could not have done it withoutyou so the ohio emergency management association organization of solid waste districts of ohioohio environmental health association county engineers association of ohio and americanpublic works association the ohio chapter so again thank you to all involved i thought itwas a really great presentation and workshop today we really appreciate it just a coupleof quick reminders before we let you all go again this workshop was awarded five rs credithours so if you have not had a chance yet i’m sending over the link again for the afternoonsurvey if you could please fill that out we are basing attendance on that so the morningand afternoon surveys we will be basing that for the rs credits but thenalso your certificate of completion we will be emailing out your certificates ofcompletion along with a recording of today’s workshop and then also the powerpoints and anysupplemental information so you’ll be getting that through email again i just want to saythank you to everyone who attended today we truly appreciate your participation so thankyou and hope you have a great day bye everyone

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