vvEPA

          Incident Action  Checklist- Extreme Cold  and
                                   Winter Storms
 The actions in this checklist are divided up into three "rip & run" sections and are examples of activities that water and
 wastewater utilities can take to: prepare for, respond to and recover from extreme cold. For on-the-go convenience, you
 can also populate the "My Contacts" section with critical information that your utility may need during an incident.

Extreme Cold and Winter Storm Impacts on Water and Wastewater
Utilities
Cold weather brings with it the potential for freezing temperatures, heavy snowfall and ice incidents that can
have multiple impacts on a community. Impacts to drinking water and wastewater utilities may include, but are
not limited to:
   •  Pipe breaks throughout the distribution system, due to freeze/thaw cycles
   •  Loss of power and communication lines
   •  Limited access to facilities due to icy roads or debris such as downed tree limbs
   •  Reduced work force due to unsafe travel conditions throughout the service area
   •  Source water quality impacts due to increased amount of road salt in stormwater runoff
   •  Potential flooding risk due to snowpack melt and ice jams (accumulations of ice in rivers or streams)
   •  Potential surface water supply challenges as ice and frozen slush can block valves and restrict intakes

The following sections outline actions water and wastewater utilities can take to prepare for, respond to and
recover from  extreme cold and winter storms.
  Example of Water Sector Impacts and Response to a Winter Storm

  Kentucky 2009 Ice Storm
  Kentucky experienced a severe winter storm in January 2009 that resulted in the largest power outage in the
  state's history. The storm began as a mixture of snow, followed by sleet and freezing rain coupled with strong
  winds. Although there was advanced notice of hazardous weather, the storm was more severe than anticipated
  and significant impacts to the water sector occurred. Ninety water utilities regulated by the Kentucky Public
  Service Commission (PSC) were impacted by the ice storm, and over 32,000 customers were without water at
  some point during the storm. One utility, the Hickory Water District in Graves County, Kentucky, lost all service
  during the storm. Although the Water District had approximately 48 hours of water storage, they were  unable
  to supply water to their customers once that storage was exhausted, as they were without power and  had no
  back-up power source.
  A significant number of utilities  had service restored the day after the ice storm as a result of prioritization by
  electric providers. Following the ice storm response, the PSC provided a number of recommendations to water
  and wastewater utilities on how to better prepare for future incidents. Recommendations included issuing
  consumer advisories prior to incidents that may result in service disruptions, considering the establishment of
  interconnections, and joining a  mutual aid network, such as WARN.

                                                                Source: Kentucky Public Service Commission,
          "Ike and Ice: The Kentucky Public Service Commission Report on the September 2008 Wind Storm and the January 2009 Ice Storm."

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                       My  Contacts and Resources
         CONTACT NAME
                                         UTILITY/ORGANIZATION NAME
                                                                              PHONE NUMBER









Local EMA
State EMA
State Primacy Agency
WARN Chair
Power Utility













Planning
•   Incident monitoring:
   .  Storm Prediction Center (National Oceanic and
     Atmospheric Administration [NOAA])
   .  Winter Weather Safety and Awareness (NOAA)
•   Winter Storms: The Deceptive Killers (NOAA)
•   Planning for an Emergency Drinking Water Supply
   (EPA)
•   National Weather Service Weather Alerts (NOAA)
•   All-Hazard Consequence Management Planning
   for the Water Sector (Water Sector Emergency
   Response Critical Infrastructure Partnership Advisory
   Council [CIPAC] Workgroup)
•   Vulnerability Self Assessment Tool (VSAT) (EPA)
•   How to Develop a Multi-Year Training and Exercise
   (J&E) Plan (EPA)
•   Preparing for Extreme Weather Events: Workshop
   Planner for the Water Sector (EPA)
•   Tabletop Exercise Tool for Water Systems:
   Emergency Preparedness, Response,  and Climate
   Resiliency (EPA)
•   Make a Plan (FEMA)

Coordination
•   Water/Wastewater Agency Response Network
   (WARW (EPA)
Communication with Customers
  •  Salt Pollutes postcard (tips for customers on ways
     to reduce salt) (Minnesota Pollution Control Agency
     [MPCA])

  Facility and Service Area
  •  A Fresh Look at Road Salt: Aquatic Toxicitv and
     Water-Quality Impacts on Local. Regional, and
     National Scales (United States Geological Survey
     [USGS] and Wisconsin State Laboratory of Hygiene
     [WSLH])
  •  The Kentucky Public Service Commission Report
     on the September 2008 Wind Storm and the
     January 2009 Ice Storm (Kentucky Public Service
     Commission [KYPSC])

  Power, Energy and Fuel
  •  EPA Region 1 Water/Wastewater System Generator
     Preparedness Brochure (EPA)

  Documentation and Reporting
  •  Federal Funding for Utilities In National Disasters
     (Fed FUNDS^ (EPA)

  Mitigation
  •  Climate Resilience Evaluation and Awareness Tool
     (GREAT)
  •  Adaptation Strategies Guide (EPA)
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    Actions to Prepare for Extreme Cold and Winter Storms
Planning
Coordination
I	I Actively monitor weather conditions for inclement
   weather.

I	| Review and update your utility's emergency
   response plan (ERP), and ensure all emergency
   contacts are current.

I	| Conduct briefings, training and exercises to
   ensure utility staff is aware of all preparedness,
   response and recovery procedures.

I	| Identify priority water customers (e.g., hospitals),
   obtain their contact information, map their
   locations and develop a plan to restore those
   customers first, in case of water service
   disruptions.

I	| Develop an emergency drinking water supply
   plan and establish response partner contacts
   (potentially through your local emergency
   management agency [EMA] or mutual aid
   network) to discuss procedures, which may
   include bulk water hauling, mobile treatment
   units or temporary supply lines, as well as
   storage and distribution.

I	| Conduct a hazard vulnerability analysis in which
   you review historical records to understand the
   past frequency and intensity of winter storms
   and how your utility may have been impacted.
   Consider taking  actions  to mitigate extreme
   cold, snow and ice storm impacts to your utility,
   including those provided in the "Actions to
   Recover from Extreme Cold and Winter Storms:
   Mitigation" section.

I	| Complete pre-disaster activities to help apply
   for federal disaster funding (e.g., contact state/
   local officials with connections to funding, set
   up a system to document damage and costs,
   take photographs of the facility for comparison to
   post-damage photographs).
   Join your state's Water/Wastewater Agency
   Response Network (WARN) or other local
   mutual aid network.

   Coordinate with WARN members and other
   neighboring utilities to discuss:

       Outlining response activities, roles and
       responsibilities and mutual aid procedures
       (e.g., how to request and offer assistance)

       Conducting joint tabletop or full-scale
       exercises

       Obtaining resources and assistance, such as
       equipment, personnel, technical support or
       water

       Establishing interconnections between
       systems and agreements with necessary
       approvals to activate this alternate source.
       Equipment, pumping rates and demand on
       the water sources need to be considered and
       addressed in the design and operations

       Establishing communication protocols and
       equipment to reduce misunderstandings
       during the incident

   Coordinate with other key response partners,
   such as your local EMA, to discuss:

       How restoring system operations may
       have higher priority than establishing an
       alternative water resource

       Potential points of distribution for the delivery
       of emergency water supply (e.g., bottled
       water) to the public, as well as who is
       responsible for distributing the water

   Understand how the  local and utility emergency
   operations center (EOC) will be activated and
   what your utility may be called on to do, as
   well as how local emergency responders and
   the local EOC can support your utility during a
   response. If your utility has assets outside of the
   county EMA's jurisdiction, consider coordination
   or preparedness efforts that should be done in
   those areas.
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    Actions to  Prepare for Extreme Cold and Winter Storms
                                                                               (continued)
\	| Work with community partners to ensure the
   utility is properly prioritized when determining
   plowing and road salting/sanding operations.

I	| Ensure credentials to allow access will be valid
   during  an incident by checking with local law
   enforcement.

I	| Sign up for  mobile and/or email alerts from your
   local EMA,  if available.

Communication with Customers	
   I Review public information protocols with local
   EMA and public health/primacy agencies. These
   protocols should include developing water
   advisory messages (e.g., boil water, warnings
   that service disruptions are likely due to extreme
   winter weather) and distributing them to
   customers using appropriate mechanisms, such
   as reverse 911. Keep in mind that the notice
   may need to be delivered prior to the storm to be
   effective.

   I Instruct customers on how to prevent pipe
   breaks in their  homes (e.g.,  insulating outdoor
   faucets, drip warm water from an indoor faucet)
   and what to do if a pipe breaks.
Facility and Service Area
   Inventory and order extra equipment and
   supplies, as needed:

   • Motors

   • Fuses

   • Chemicals (ensure at least a two week supply)

   • Cellular phones or other wireless
     communications device

   • Emergency Supplies

     •   Salt

        Shovels/snow blowers

     •   Tarps/tape/rope

     •   Cots/blankets

        First aid kits
        Foul weather gear

        Plywood

        Flashlights/flares

        Bottled water

        Batteries

        Non-perishable food

  I Ensure communication equipment (e.g., radios,
   satellite phones) works and is fully charged.

  I Prepare equipment and vehicles to start and run
   in cold weather (e.g., tune ups,  batteries, engine
   block heaters).

  I Develop a GIS map of all system components
   and prepare a list of coordinates for each facility.

  I Document pumping requirements and storage
   capabilities, as well as critical treatment
   components and parameters.

  I Prior to a storm, apply road salt/sand as
   necessary, and pre-stage snowplow equipment.

  I Consider installing wind or snow drift barriers at
   critical facilities.

  I If surface water systems are equipped with
   intake heaters, ensure they are maintained and
   in working order before winter begins.
Personnel
   Identify essential personnel and ensure they are
   trained to perform critical duties in an emergency
   (and possibly without communication), including
   the shut down and start up of the system.

   Establish communication procedures with
   essential and non-essential personnel. Ensure
   all personnel are familiar with emergency
   evacuation and shelter in place procedures.

   Pre-identify emergency operations and clean-
   up crews. Establish alternative transportation
   strategies if roads are impassable.
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    Actions to  Prepare for Extreme Cold and Winter Storms
                                                                                (continued)
   Consider how evacuations or limited staffing
   due to transportation issues (potentially all
   utility personnel) will impact your response
   procedures.

   Identify possible staging areas for mutual
   aid crews if needed in the response, and the
   availability of local facilities to house the crews.

   Encourage personnel, especially those that
   may be on duty for extended periods of time, to
   develop family emergency plans.
Power, Energy and Fuel
   Evaluate condition of electrical panels to accept
   generators; inspect connections and switches.

   Document power requirements of the facility;
   options for doing this may include:
   • Placing a request with the US Army Corps
     of Engineers 249th Engineer Battalion
     (Prime Power): http://www.usace.army.
     mil/249thEngineerBattalion.aspx
   • Using the US Army Corps of Engineers on-line
     Emergency Power Facility Assessment Tool
     (EPFAT): http://epfat.swf.usace.army.mil/
Confirm and document generator connection
type, capacity load and fuel consumption. Test
regularly, exercise under load and service
backup generators.

Fuel vehicles and fill fuel tanks to full capacity
and ensure that you have the ability to manually
pump gas in the event of a power outage.
Ensure this equipment and other hazardous
materials are located in a safe zone.

Contact fuel vendors and inform them of
estimated fuel volumes needed if utility is
impacted. Determine your ability to establish
emergency contract provisions with vendors
and your ability to transport fuel if re-fueling
contractors are not available. Develop a backup
fueling plan and a prioritization list of which
generators to fuel in case of a fuel shortage.

Collaborate with your local power provider and
EOC to ensure that your water utility is on the
critical facilities list for priority electrical power
restoration, generators  and  emergency fuel.
  Example of Water Sector Impacts and Response to a Winter Storm
  2014 Northern Ohio Winter Water Shortage
  In January 2008, ice accumulation on the intake valves for Avon Lake Regional Water severely reduced water
  production and caused the utility to ask customers to reduce usage. Avon Lake Regional Water's source
  water is Lake Erie, and it provides water to over 200,000 residential and commercial customers in multiple
  communities in and around the western Cleveland suburbs. The utility contracted with another company to put
  six additional pumps into Lake Erie to increase water flow to the plant. This involved workers cutting through ice
  300 feet from shore to put new pipes in the water. The utility was forced to deliver two sets of automated phone
  calls to residents: the first asked them to reduce water use by refraining from washing clothes or taking long
  showers; the second asked people to stop using water altogether, if possible. Mayors in communities affected
  by the water shortages worked with their local EMAs to discuss contingency plans in the event of a fire. At least
  one county declared a State of Emergency in order to free up resources around the state if they were needed.
  The City of Cleveland was able to supply water to several communities served by Avon Lake Regional Water
  Authority through interconnections. Its intakes were not affected, as they are farther out into Lake Erie where
  the water is deeper.

    Source: The Cleveland Plain Dealer, "Water shortage reaching critical point in Avon as utility tries another way to pull water from the frozen lake."
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   Actions to Respond to Extreme Cold and Winter Storms
Coordination
I	I Notify your local EMA and state regulatory/
   primacy agency of system status.

I	I If needed, request or offer assistance (e.g.,
   equipment, personnel) through mutual aid
   networks, such as WARN.

I	I Assign a representative of the utility to the
   incident command post or the EOC for the
   community.

Communication with  Customers —
   Notify customers of any water advisories
   and consider collaborating with local media
   (television, radio, newspaper, etc.) to distribute
   the message. If emergency water is being
   supplied, provide information on the distribution
   locations.
Facility and Service Area

   Overall
   Conduct damage assessments of the utility to
   prioritize repairs and other actions.

   Check that back-up equipment and facility
   systems, such as controls and pumps, are
   in working order, and ensure that chemical
   containers and feeders are intact.

   Drinking Water Utilities

   Inspect the utility and service area for damage.
   Identify facility components (e.g., valve boxes)
   and fire hydrants that have been buried in snow,
   frozen in ice or are inaccessible.

   Systems that utilize surface water should monitor
   intakes, as ice and frozen slush can block valves
   and cause restrictions.

   Ensure pressure is maintained throughout the
   system and isolate those sections where it is not.

   Isolate and control leaks in water transmission
   and distribution piping.
   Monitor source water quality, develop a sampling
   plan and adjust treatment as necessary;
   increased usage of road salt within the service
   area may be a concern for utilities.

   Notify regulatory/primacy agency if operations
   and/or water quality or quantity are affected.

   Utilize pre-established emergency connections
   or setup temporary connections to nearby
   communities, as needed. Alternatively, implement
   plans to draw emergency water from pre-
   determined tanks or hydrants. Notify employees
   of the activated sites.

   Wastewater Utilities

   Inspect the utility and  service area, including
   lift stations, for damage and power availability.
   Inspect the sewer system for debris and assess
   the  operational status of the mechanical bar
   screen. If necessary,  run system in manual
   operation.

   Notify regulatory/primacy agency of any changes
   to the operations or required testing parameters.

   Monitor the type and  amount of bacteria in the
   treatment process,  as severe cold can affect
   growth rates.

   Consider curtailing  or ceasing secondary
   treatment wasting procedures during periods
   of heavy freezing rain or snowmelt to conserve
   bacteria and prevent  it from washing out of the
   plant.
Documentation and Reporting
   Document all damage assessments, mutual aid
   requests, emergency repair work, equipment
   used, purchases made, staff hours worked and
   contractors used during the response to assist
   in requesting reimbursement and applying for
   federal disaster funds. When possible, take
   photographs of damage at each work site (with
   time and date stamp). Proper documentation is
   critical to requesting reimbursement.
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   Actions to Respond to Extreme Cold and Winter Storms
                                                                          (continued)
   Work with your local EMA on the required
   paperwork for public assistance requests.
Personnel
   Account for all personnel and provide emergency
   care, if needed. Caution personnel about known
   hazards resulting from severe winter weather.

   Deploy emergency operations and clean-up
   crews. Identify key access points and roads
   for employees to enter the utility and critical
   infrastructure; coordinate the need for snow and
   ice clearance with local officials and/or emergency
   management or prioritize it for employee
   operations.
Power, Energy and Fuel
   Use backup generators, as needed, to supply
   power to system components.

   Monitor and plan for additional fuel needs in
   advance; coordinate fuel deliveries to generators.

   Maintain contact with electric provider for power
   outage duration estimates.
r Notes:
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  Actions to Recover from Extreme Cold and Winter Storms
Coordination
Documentation and Reporting
I	I Continue work with response partners to obtain
   funding, equipment, etc.

Communication with Customers	
   Assign a utility representative to continue
   to communicate with customers concerning
   a timeline for recovery and other pertinent
   information.
Facility and Service Area
I	I Complete damage assessments.

I	I Complete permanent repairs, replace depleted
   supplies and return to normal service.
   Compile damage assessment forms and cost
   documentation into a single report to facilitate
   the sharing of information and the completion
   of state and federal funding applications.
   Visit EPA's web-based tool, Federal  Funding
   for Utilities—Water/Wastewater—in National
   Disasters  (Fed FUNDS), for tailored information
   and application forms for various federal
   disaster funding programs: http://water.epa.gov/
   infrastructure/watersecurity/funding/fedfunds/

   Develop a lessons learned document and/or an
   after action report (AAR) to keep a record of your
   response  activities. Update your vulnerability
   assessment, ERP and corresponding extreme
   cold and winter storm contingency plans.

   Revise budget and asset management plans to
   address increased costs from response-related
   activities.
                                                 Mitigation
- Notes:
                                                    Identify mitigation and long-term adaptation
                                                    measures that can prevent damage and increase
                                                    utility resilience. Consider impacts related to the
                                                    increased frequency of extreme cold and intense
                                                    snow and ice storms when planning for system
                                                    upgrades (e.g., replacing weak pipes to reduce
                                                    the risk of main breaks, landscaping and tree
                                                    trimming to minimize debris issues).
                              Office of Water (4608-T)  EPA 817-F-15-003 January 2015
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