Emergency Response Planning Template For Public

Emergency ResponsePlanning Template for PublicDrinking Water SystemsRural CommunityAssistance Corporationwww.rcac.orgProduced for the Rural Community Assistance Partnership (RCAP) National Networkby Rural Community Assistance Corporation, Western RCAPRCAP Safety and Security Education Program

Emergency ResponsePlanning Template for PublicDrinking Water SystemsRCAP Regional Offices:If you need technical assistance to complete your Emergency Response Plan, pleasecontact one of our regional offices listed below.MidwestRCAPNortheast RCAPGreat LakesRCAPWesternRCAPRCAP National OfficeSoutheast RCAPSouthernRCAPRegional OfficesRCAP National OfficeWestern RCAPSoutheast RCAPGreat Lakes RCAPSouthern RCAPNortheast RCAPMidwest RCAPContact 9767479/443-2700800/488-1969952/758-4334Web w.map-inc.orgThis material is based upon work supported in part under a grant by the Rural Utilities Service, United StatesDepartment of Agriculture. Any opinions, findings, and conclusions or recommendations expressed in this materialare solely the responsibility of the authors and do not necessarily represent the official views of the Rural UtilitiesService. Additional funding provided by U.S. Department of Health and Human Services and revised by RCAC(August 2005) based on materials developed by the Washington State Department of Health, Training andOutreach Section, Division of Drinking Water.For additional copies of this publication, call 888/321-7227or visit RCAP’s web siteat www.rcap.org.This publication is being distributed under the auspices of Rural Community Assistance Partnership.

ContentsPlanning Template . 2Introduction. 2How to use the template. 2The requirement for an emergency response plan.Error! Bookmark not defined.Section 1. System Information . 3Section 2. Chain of Command – Lines of Authority . 4Section 3. Events that Cause Emergencies . 5Section 4. Emergency Notification. 6Section 5. Effective Communication . 10Section 6. Response Actions for Specific Events . 11Section 7. Alternative Water Sources . 17Section 8. Returning to Normal Operation. 18Section 9. Plan Approval . 19Emergency Response Planning Template for Public Drinking Water SystemsPage 1

Planning TemplateIntroductionPreparing an emergency response plan is an essential part of managing a drinking watersystem. Rural Community Assistance Partnership, Inc has developed this template for publicwater systems serving 3,300 population or fewer to help them develop such plans.How to use the templateDeveloping an emergency response plan can take a lot of time and effort. The purpose of thisdocument is to make the job easier and help create a plan that works for your water system.The document is intended for use by any water system and may be modified to fit the specificneeds of each system. This document can be used as a starting point based on what isrelevant for the type, size, and complexity of the system.The template is just a guide; you may modify it in any way that works for your system – addsections, take them out, or rearrange them if you wish. You may also use a completelydifferent format for your plan if you find one that works better for your system.Since this document may contain sensitive information, make sure to keep it stored in a safeand secure location. It is recommended you have one copy stored on-site and one off-site toensure the document is available in the event you are unable to access your offices orfacilities. The document is available electronically on the web at: http://www.rcap.orgYou should also keep up-to-date plans and schematics of your treatment facility anddistribution system (storage tanks, pump stations, etc), as well as up-to-date operationsmanuals. These should be kept in at least two secure locations, one being with the finalversion of this emergency response plan.Emergency Response Planning Template for Public Drinking Water SystemsPage 2

Section 1.System InformationKeep this basic information easily accessible to authorized staff for emergency responders,repair people, and the news media.System informationSystem IdentificationNumberSystem Name and AddressDirections to the SystemBasic Description andLocation of SystemFacilitiesLocation/TownPopulation Served andService Connections fromDivision of Drinking WaterRecordspeopleconnectionsSystem OwnerName, Title, and PhoneNumber of PersonResponsible forMaintaining andImplementing theEmergency PlanPhoneCellPagerLocation of treatment anddistribution schematics andoperations manualsEmergency Response Planning Template for Public Drinking Water SystemsPage 3

Section 2.Chain of Command – Lines of AuthorityThe first response step in any emergency is to inform the person at the top of this list, who isresponsible for managing the emergency and making key decisions.Chain of command – lines of authorityName and TitleResponsibilities During an EmergencyEmergency Response Planning Template for Public Drinking Water SystemsContact NumbersPage 4

Section 3.Events that Cause EmergenciesThe events listed below may cause water system emergencies. They are arranged fromhighest to lowest probable risk.Events that cause emergenciesType of EventProbability or Risk(High-Med-Low)Emergency Response Planning Template for Public Drinking Water SystemsCommentsPage 5

Section 4.Emergency NotificationNotification call-up lists - Use these lists to notify first responders of an emergency.Emergency Notification ListOrganization orDepartmentLocal LawEnforcementFire DepartmentName & PositionTelephoneNight or CellPhoneEmailNight or CellPhoneEmailEmergency MedicalServicesWater Operator(if contractor)EPA ContactHazmat HotlineInterconnectedWaterSystemNeighboring WaterSystem (notconnected)RCAP ContactRural Water ContactPriority CustomersOrganization orDepartmentHospitals orClinic(s)Public or PrivateSchoolsWastewaterTreatment PlantAdult CareFacilityName & PositionTelephoneEmergency Response Planning Template for Public Drinking Water SystemsPage 6

State, Federal or Tribal Notification ListOrganization orDepartmentState or TribalPoliceName & PositionTelephoneNight or CellPhoneEmailRegulatory AgencyState/Federal/TribalAuthorized TestingLaboratoryService / Repair NotificationsOrganization orDepartmentElectric Utility Co.Name & PositionTelephoneNight or CellPhoneEmailElectricianGas/PropaneSupplierWater Testing Lab.Sewer Utility Co.Telephone Co.PlumberPump Supplier“Call Before YouDig”Rental EquipmentSupplierChlorine SupplierOther ChemicalSupplierWell Drilling Co.Pipe SupplierEmergency Response Planning Template for Public Drinking Water SystemsPage 7

Media Notification ListOrganization orDepartmentName & PositionTelephoneNight or CellPhoneEmailNewspaper - LocalNewspaper –Regional/State/TribalRadioRadioTV StationNotification proceduresNotify water system customers of potential water shortageWho isResponsible:Procedures:Alert local law enforcement, state, federal, or tribal drinking water officials, and localhealth agenciesWho isResponsible:Procedures:Contact service and repair contractorsWho isResponsible:Emergency Response Planning Template for Public Drinking Water SystemsPage 8

Procedures:Contact neighboring water systems, if necessaryWho isResponsible:Procedures:Procedures for issuing a health advisoryWho isResponsible:Procedures:Other procedures as necessaryWho isResponsible:Procedures:Emergency Response Planning Template for Public Drinking Water SystemsPage 9

Section 5.Effective CommunicationCommunication with customers, the news media, and the general public is a critical part ofemergency response.Designated public spokespersonDesignate a spokesperson (and alternate) and contact your local primacy agency fordelivering messages to the news media and the public.Designate a spokesperson and alternatesSpokespersonAlternateHealth advisoriesDuring events when water quality and human health are in question, it may be necessary toissue a health advisory that gives advice or recommendations to water system customers onhow to protect their health when drinking water is considered unsafe. These advisories areissued when the health risks to the consumers are sufficient, in the estimation of the watersystem, state or tribal, or local health officials, to warrant such advice.Health advisories usually take the form of a drinking water warning or boil water advisory.Communication during these times is critical. Health advisories should always be well thoughtout and provide very clear messages.The U.S. Environmental Protection Agency has put together a number of tools, including factsheets, brochures, forms, and templates to help prepare for a health advisory. These are onthe web at: http://www.epa.gov/safewater/pn.htmlEmergency Response Planning Template for Public Drinking Water SystemsPage 10

Section 6.Response Actions for Specific EventsIn any event, there are a series of general steps to take:1. Analyze the type and severity of the emergency;2. Take immediate actions to save lives;3. Take action to reduce injuries and system damage;4. Make repairs based on priority demand, and5. Return the system to normal operation.The following tables identify the assessment, set forth immediate response actions, definewhat notifications need to be made, and describe important follow-up actions.A.Power outageAssessmentImmediate ActionsNotificationsFollow-up ActionsB.Distribution line breakAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 11

C.Chlorine treatment equipment failureAssessmentImmediate ActionsNotificationsFollow-up ActionsD.Treatment equipmentAssessmentImmediate ActionsNotificationsFollow-up ActionsE.Source pump failureAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 12

F.Microbial (coliform, E. coli) contaminationAssessmentImmediate ActionsNotificationsFollow-up ActionsG. Chemical contaminationAssessmentImmediate ActionsNotificationsFollow-up ActionsH.Vandalism or terrorist attackAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 13

I.Reduction or loss of water in the wellAssessmentImmediate ActionsNotificationsFollow-up ActionsJ.DroughtAssessmentImmediate ActionsNotificationsFollow-up ActionsK.FloodAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 14

L.EarthquakeAssessmentImmediate ActionsNotificationsFollow-up ActionsM. Hazardous materials spill in vicinity of sources or system linesAssessmentImmediate ActionsNotificationsFollow-up ActionsN.Electronic equipment failureAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 15

O. Cyber attackAssessmentImmediate ActionsNotificationsFollow-up ActionsP.OtherAssessmentImmediate ActionsNotificationsFollow-up ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 16

Section 7.Alternative Water SourcesIntertie to adjacent water supply systemWater Systems Within One-Quarter Mileof our SystemFeasibility of ConnectingAlternate source(s) of waterAlternative SourcesNamesPhoneAvailabilityIs the WaterSafe forDrinking?Bottled waterSuppliers forpotable water useTanker trucks in thearea available todeliver bulk waterfor non potable useEmergency Response Planning Template for Public Drinking Water SystemsPage 17

Section 8.Returning to Normal OperationReturning to normal operationsActionDescription and ActionsEmergency Response Planning Template for Public Drinking Water SystemsPage 18

Section 9.Plan ApprovalPlan approvalThis plan is officially in effect when reviewed, approved, and signed by the following people:Name/TitleSignatureEmergency Response Planning Template for Public Drinking Water SystemsDatePage 19