vvEPA
Incident Action Checklist- Extreme Heat
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 heat. 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 Heat Impacts on Water and Wastewater Utilities
An extreme heat event or heat wave is a period of abnormally hot and/or humid weather, typically lasting two
or more days. Though temperature thresholds that mark extreme heat events can vary by geographic location,
these events can be extremely dangerous; in fact, heat is the top weather-related killer in the United States.
Extreme heat can impact employee operations and power delivery, and can cause the public to seek relief.
Extreme heat or heat wave impacts to water and wastewater utilities may include, but are not limited to:
Loss of power and communication lines due to increased
electricity demand
Increased water demand due to higher temperatures,
which could result in shortages
Changes in source water quality related to increased water
temperatures due to both higher air temperatures and
higher temperatures of industrial discharges (e.g., cooling
water used at power plants)
Safety risks for staff working in the field for prolonged
periods of time
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The following sections outline actions water and wastewater utilities can take to prepare for, respond to and
recover from an extreme heat event. (Because extreme heat events and drought often coincide, please see
the Drought Incident Action Checklist for drought-specific activities.)
Example of Water Sector Impacts and Response to an Extreme Heat
Event
Wisconsin Utility Anticipates Potential Water Shortages
Madison, Wisconsin, experienced a heat wave in June and July 2012, which resulted in an increase in water
use. Due to the high temperatures and drier-than-normal conditions, the Madison Water Utility anticipated a
potential water shortage and issued advisories for their customers to stay hydrated, but otherwise conserve
water during the heat wave to reduce the risk of a shortage.
The utility advised customers to water their gardens and lawns only when needed, repair leaks in their
homes, install water-saving devices such as aerators and flow regulators and use the most efficient setting for
dishwashers and washing machines.
Source: City of Madison News Release, "Use Water Wisely in Heat Wave and Dry Period"
Source: NOAA Report "2012 Wisconsin Yearly Weather Summary"
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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:
U.S. Hazards Assessment (National Oceanic and
Atmospheric Administration [NOAA])
Mean Heat Index Forecasts (NOAA)
Watch. Warning, and Advisory Products for
Extreme Heat (NOAA)
U.S. Drought Monitor (National Drought Mitigation
Center, NOAA, U.S. Department of Agriculture
[USDA])
U.S. Seasonal Drought Outlook (NOAA)
Excessive Heat Events Guidebook (EPA)
Living with Weather: Heat Waves (Midwestern
Regional Climate Center [MRCC])
Readv.gov: Extreme Heat (Federal Emergency
Management Agency [FEMA])
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
fT&B 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)
Coordination
Water/Wastewater Agency Response Network
(WARN) (EPA)
Communication with Customers
WaterSense (EPA)
Facility and Service Area
Water Audit Tool (American Water Works Association
[AWWA])
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) (EPA)
Adaptation Strategies Guide (EPA)
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Actions to Prepare for Extreme Heat
Planning
I Actively monitor weather conditions and
extended weather forecasts.
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 Monitor water supply and calculate how long
water could be provided if increased demand
persists.
Actively monitor surface water levels and
groundwater well levels, and identify the
sustainable withdrawal rate for each
I Establish "triggers" or "threshold values" for
extreme heat conditions that will require action
(e.g., if reservoirs fall below a certain level,
if water quality measures exceed a specified
level).
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 extreme
heat events and how your utility may have
been impacted. Consider taking actions to
mitigate drought impacts to the utility, including
those provided in the "Actions to Recover from
Extreme Heat Events: Mitigation" section.
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).
Determine if technical assistance programs
are offered by the state, including wellhead
protection programs for community water
supplies. Assistance may involve:
Development and utilization of predictive
water use models that assist in locating
water for communities
Development and utilization of formal
groundwater monitoring networks
Coordination
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
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Actions to Prepare for Extreme Heat (continued)
\ | Coordinate with other key response partners,
such as your local EMA, to identify 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.
I | 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.
I | Sign up for mobile and/or email alerts from your
local EMA, if available.
Communication with Customers
I I Communicate with critical customers, high water
users and agricultural customers to discuss
seasonal demand, conservation measures and
irrigation practices.
I 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) and
distributing them to customers using appropriate
mechanisms, such as reverse 911.
I I Develop outreach materials for the public
(e.g., radio, social media, and bill stuffers)
that encourage personal hydration, as well as
materials that clearly describe conservation
measures and activities.
Become a WaterSense partner and download
free water efficiency outreach materials to
distribute to your customers: http://www.epa.
gov/watersense/
Facility and Service Area
Document pumping requirements and storage
capabilities, as well as critical treatment
components and parameters.
Maintain a full storage tank to assist with
demand should there be a source loss, power
failure or fire suppression needs.
In the case of a power loss, ensure personnel
are trained to shut down and start up the system
manually.
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.
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.
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Actions to Respond to Extreme Heat
Planning
Work with your regulatory agency to assist
in identifying and approving alternate water
supplies and operational or design changes.
Monitor wildfire conditions and outlooks. See
the Wildfire Incident Action Checklist for more
information on how to prepare for wildfires.
Coordination
I I Communicate with public health officials, local
EMA and other partners to:
Discuss issues related to extreme heat
emergencies and public health activities
Evaluate conditions and water use
requirements related to HVAC systems
required by hospitals and identify alternative
means to supply water if the utility is unable
to meet demand
I I If needed, request or offer assistance (e.g.,
water buffalos, water sampling teams,
generators) through mutual aid networks, such
as WARN.
I I Work with your local EMA to establish cooling
centers for the public.
Communication with Customers
If water shortages or outages occur, notify
customers of water advisories; 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
Utilize pre-established emergency connections
or set up 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.
Monitor source water quantity (e.g., reservoir
levels, stream flows, well levels, groundwater
levels).
Monitor water quality and adjust treatment,
if necessary, as reduced water quantity and
increased temperatures could change water
chemistry.
Notify regulatory/primacy agency if operations
and/or water quality or quantity are affected.
If possible, run pumps during off-peak hours when
there is less demand on power and less risk of a
power failure.
Implement mandatory or voluntary water
conservation efforts, and conduct regular
outreach to customers.
r Notes:
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Actions to Respond to Extreme Heat (continued)
Documentation and Reporting
Power, Energy and Fuel
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
disaster funds. When possible, take photographs
that illustrate the extreme heat conditions (with
time and date stamp). Proper documentation is
critical to requesting reimbursement.
Personnel
Ensure all staff working in the field are aware
of the risks of extreme heat and that they take
actions to avoid health risks and over-exertion
(e.g., hydration, sunscreen, taking frequent breaks
in the shade, wearing appropriate clothing).
Fill vehicles and fuel tanks to full capacity; ensure
that you have the ability to manually pump gas in
the event of a power outage.
Use backup generators, as needed, to supply
power to system components.
Monitor and plan for additional fuel needs
in advance; coordinate fuel deliveries to the
generators.
Maintain contact with electric provider for power
outage duration estimates.
r Notes:
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Actions to Recover from Extreme Heat Events
Coordination
Documentation and Reporting
I I Continue work with response partners to obtain
funding, equipment, etc.
Communication with Customers
Continue to communicate with customers
concerning water conservation measures and
practices.
Facility and Service Area
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 UtilitiesWater/Wastewaterin 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 extreme heat contingency
plans.
Revise budget and asset management plans to
address increased costs from response-related
activities.
Mitigation
Identify mitigation and long-term adaptation
measures that can prevent damage and
increase utility resilience. Consider impacts
related to the increased frequency of extreme
heat waves when planning for system upgrades,
such as installing energy efficient pumps/
equipment to minimize power demands.
- Notes:
Office of Water (4608-T) EPA 817-F-15-004 January
2015 7 of 7
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