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EOP / ESF-11 ANNEX / APPENDIX 11-3 NCH PROPERTIES COORDINATION PLAN

CHATHAM COUNTY EMERGENCY

OPERATIONS PLAN

ESF-11 ANNEX APPENDIX 11-3

NATURAL, CULTURAL

& HISTORIC PROPERTIES

COORDINATION PLAN

SEPTEMBER 2013


THIS PAGE INTENTIONALLY BLANK

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RECORD OF CHANGES

• New Document Created August 2013

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ACRONYMS

CEMA Chatham Emergency Management Agency

COOP Continuity of Operations Plan

DA Damage Assessment

EOC Emergency Operations Center

EOP Emergency Operations Plan

ESF Emergency Support Function

FEMA Federal Emergency Management Agency

GEMA Georgia Emergency Management Agency

GNHARGIS Georgia’s Natural, Archaeological and Historic Resources Geographic

Information System

HVAC Heating, Ventilation and Air Conditioning

IS Independent Study

JFO FEMA Joint Field Office

NHPA National Historic Preservation Act

NIMS National Incident Management System

NCH Natural, Cultural, and Historic

NR National Register

RNA Rapid Needs Assessment

SAGIS Savannah Area Geographic Information Systems

SBA U.S. Small Business Administration

SHER Savannah Heritage Emergency Response

SHPO State Historic Preservation Office

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TABLE OF CONTENTS Record of Changes .......................................................................................................... i Acronyms ........................................................................................................................ iii Table of Contents ............................................................................................................ v I. Introduction ........................................................................................................... 1 II. Purpose ................................................................................................................ 1 III. Scope ................................................................................................................... 1 IV. Authorities............................................................................................................. 2 V. Assumptions ......................................................................................................... 2 VI. Implementation ..................................................................................................... 2 VII. Concept of Operations .......................................................................................... 2

A. SHER Organization ................................................................................... 2 B. Pre-Event Planning .................................................................................... 5 C. Hurricane Evacuation Planning .................................................................. 8 D. Damage Assessment Operations ............................................................ 10 E. Recovery and Salvage ............................................................................. 21 F. Funding .................................................................................................... 27

VIII. Responsibilities ................................................................................................... 29 A. CEMA ...................................................................................................... 29 B. Natural, Cultural, Historic Properties ........................................................ 29

IX. Appendix Management and Maintenance .......................................................... 30 A. Executive Agent ....................................................................................... 30 B. Types of Changes .................................................................................... 30 C. Coordination and Approval ...................................................................... 30 D. Notice of Change ..................................................................................... 31 E. Distribution ............................................................................................... 31

TABS Tab A Suggested Disaster Recovery Vendors ................................................... 33 Tab B NCH Field Guide Assessment Form ........................................................ 37 Tab C NCH Checklist ......................................................................................... 41 Tab D NCH Go-Kit .............................................................................................. 55 Tab E Historic Sites ............................................................................................ 59 Tab F SHER By-Laws ........................................................................................ 63

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I. INTRODUCTION

A. Annually, visitors from around the world visit Chatham County for its wealth of natural, cultural, and historical resources. The preservation and protection of places of historic value, buildings of historical or architectural interest, museum collections and natural resources and landscapes is considered an important attribute of living in Chatham County.

B. Because of the significant economic impact of these properties on Chatham County along with the uniqueness and vulnerability of most of these properties and collections, it is important to plan for how they will be protected, salvaged, and/or recovered in the event of any emergency which threatens them.

II. PURPOSE

A. The Natural, Cultural, and Historic (NCH) Properties Coordination Plan coordinates county, local, volunteer, non-profit, and private resources to assist, preserve, and protect public and private natural and cultural resources and historic properties before, during, and after natural or man-made emergencies or disasters.

B. This Appendix augments the 11-C Annex of the Chatham County Emergency Operations Plan (EOP) and provides operational guidance.

III. SCOPE

A. The Chatham County NCH Properties Coordination Plan defines the framework for planning and response and provides a coordinated response blueprint for governmental agencies, collection managers, and resource conservators. This appendix is not intended to replace individual site emergency plans.

B. The Savannah Heritage Emergency Response (SHER) group administers day to day operations and planning. However, this Appendix is not limited to members of the group. Membership with SHER is highly encouraged, but County response is not incumbent upon membership status.

C. This Appendix is all-inclusive and all-hazard. It covers everything from facility specific emergencies to community wide events.

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IV. AUTHORITIES

A. This Appendix is developed under the authority of the Chairman of the Board of the County Commission, Chatham County, Georgia; and the Director of the Chatham Emergency Management Agency (CEMA) Chatham County, Georgia. This Appendix supersedes similar and previous versions to date.

B. CEMA has primary responsibility for compliance with provisions for the Chatham County EOP and is responsible for ensuring execution of the response activities outlined in this Appendix and supporting documents.

V. ASSUMPTIONS

A. Facilities and properties should have site specific emergency operation plans which they develop based upon individual requirements. They will review and practice implementing their procedures on a routine basis.

B. After a disaster, facilities and properties will need support from partners for help with damage assessment, recovery, and resources.

VI. IMPLEMENTATION

A. The provisions of this Appendix are implemented upon the recommendation of the CEMA Director, with approval of the Chairman, Chatham County Board of Commissioners, and concurrence of the Mayors of the municipalities as appropriate.

B. Implementation of this Appendix is accomplished through the Savannah Heritage Emergency Response organization. SHER volunteers participate in pre-event planning and provide resources to the County necessary to coordinate recovery operations impacting the NCH sites.

VII. CONCEPT OF OPERATIONS

A. SHER Organization

1. Membership

a. Any agency in Chatham County with a mission pertaining to natural, historical or cultural interests can be a part of the SHER organization.

b. SHER is a volunteer organization with no membership fee.

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c. SHER has established bylaws for meetings, committees, and membership. These bylaws are the guiding documents for meetings.

d. Agencies are not required to be active members of SHER in order to be supported during an emergency. However, in an emergency, active SHER members with updated contact information will be given priority.

e. As preservationists and museum/archival professionals, SHER members will be trained to serve on local Damage Assessment Teams. Architects, engineers, and inspectors with training and expertise in historic structures and sites should be included on assessment teams whenever possible. Preservation expertise lays the groundwork for more effective stabilization, repair, and rehabilitation in historic areas.

f. Natural resource professionals should be included on the Damage Assessment Teams for environmentally sensitive areas impacted by disaster.

2. Notification

a. In the event the Emergency Operations Center (EOC) is activated by CEMA, CEMA will notify the primary, secondary, and tertiary points of contact for the SHER group via an automated phone call. This system will give a brief description of the situation and where the EOC is located.

Once a situation is known, generally after reporting to the EOC, the SHER representative will call or text the remaining Executive Committee members who will then email the SHER membership with a status of the situation.

b. In an event, such as a hurricane, SHER members will be responsible for monitoring emails or reports which CEMA distributes to local partners requesting support.

3. Activation

a. The SHER Executive Committee will work together to determine EOC staffing for primary and secondary shift operations.

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b. These volunteers will report to a location designated by CEMA. Volunteers will make arrangements with their place of employment for the duration of the emergency.

4. EOC SHER Staff

a. EOC staff is comprised of personnel or volunteers from natural or cultural agencies in the County which are part of the SHER organization.

1) EOC staff is responsible for coordinating with their employer.

2) EOC staff is responsible for maintaining credentials as an EOC staff member.

a) EOC staff training (offered by CEMA) is required every 2 years

b) Independent Study (IS) 100, 200, 700, 701A and IS 200 are required or in accordance with the most recent FEMA requirements

c) Maintain a WebEOC account by completing monthly logins as required by CEMA

b. EOC SHER staff will be on hand to assist with any calls or requests for info from the field. These requests will be reported and documented through WebEOC. Information regarding the condition of natural resources, historic structures, collections, or archives will be communicated to the affected institution using contact information collected and updated on SHER's annual membership form. If no information is available, the SHER EOC staff will attempt to identify someone affiliated with sites or institutions to convey the status of the building or its collections.

5. Communications

a. SHER members will communicate with each other using telephones, text, or email depending on which mode is functioning.

b. The email listserv will be used for non-emergency and planned events.

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c. CEMA will use social media to send out mass alerts during unplanned events.

d. In some situations, CEMA radios may be issued to field units to coordinate with the EOC.

B. Pre-Event Planning

1. Individual agencies and facility managers should take proactive measures before a disaster to document and inventory historical buildings, collections, and natural resources:

a. Take exterior and interior photographs of the property to document the building and important details, and key them to a diagrammatic floor plan of the building.

b. Prepare drawings of the property including floor plans, and exterior and interior elevations. The level of detail of these drawings will depend upon budget and the complexity of the property. Inventory collections including furniture, objects and equipment and maintain accurate records.

c. Store documentation of the historic property in another off-site location for safekeeping. A sample form for documentation of the property is included in the attachments section of the Appendix.

d. Document your collection. Photographs and pre-documentation is a requirement, especially when applying for any aid or compensation after a disaster.

e. Inventory and document natural resource sites and any contributing features. Store documentation of the properties in an off-site location for safekeeping.

2. Individual organizations should take proactive measures before an event or disaster in developing response and emergency plans for the protection of resources, buildings, collection, and staff.

a. Conduct a risk assessment using Heritage Preservation’s Risk Evaluation and Planning Program.

b. Invite local police and nearby fire to conduct a site survey of pertinent facilities. This will provide an invaluable opportunity to have a different perspective on the safety of a facility.

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c. Consider installing a KNOX box entry system at each site or provide copies of keys and security codes to local fire departments. This will limit damage to collections, records, etc. during an emergency response.

d. Develop recovery/collection priorities and operating procedures to include the following:

1) What is critical to the facility’s mission?

2) What has local, state, or national importance?

3) Consider placing signage and marking shelves containing collection priorities with reflective tape so they are easy to evacuate during a disaster. Explain this to local response personnel during walk-throughs and document.

e. Develop site-specific emergency response plans for historic, cultural, archaeological, or environmental sites where possible. Copies of these plans should be provided to SHER for effective assessment and recovery in the event of a disaster. A database of this information along with the inventory of museum collections and historic, cultural, archaeological, and natural resources should be collected and maintained by CEMA for use in the EOC.

f. The State Historic Preservation Office (SHPO) of Georgia can offer advice and direction in the decision-making process. Historic building checklists should be developed to assist historic property owners in identifying conditions which could result in extensive damage unless preventive measures are taken. Damage assessment teams and responders evaluate the damage to a historic building after a disaster has occurred.

g. Consider creating a simple notebook for reference during a disaster for documenting your response and actions.

h. Create a system for backing up files. Keep your backup in a different off-site location from the originals.

i. Create a Continuity of Operations Plan (COOP) which outlines how you will stay in operation or resume normal operations after a disaster.

j. Review insurance coverage annually.

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k. NCH sites need to have plans in place on what is being evacuated, where it is going, and how. Specialized transportation and associated contracts should be considered and finalized in advance of any events.

l. Evacuation locations for staff need to be determined in advance. Hotels in neighboring counties fill up quickly.

3. NCH sites have the responsibility to develop pre-disaster contracts with disaster recovery firms. A disaster to an NCH site does not necessarily mean a disaster to the community. However, when a disaster does affect the entire community, it is imperative which an NCH site has a contract in place to help support recovery and receive priority status. Review and update this contract yearly.

4. SHER will work with CEMA to identify Historic, Cultural, and Archaeological Resources within Chatham County and its incorporated municipalities before a disaster.

a. Knowing and documenting whether properties are eligible for or are listed on the National Register prior to a disaster can help speed the process of obtaining assistance for historic buildings after a disaster occurs and will help prioritize technical assistance efforts.

b. Locate National Register (NR) listed and eligible properties and locally designated properties on street maps with addresses for use by disaster assistance teams during and after a disaster. A list of NR eligible properties can be created via the web.

5. SHER will work with CEMA to identify significant natural resources within Chatham County and its incorporated municipalities before a disaster. SHER will assist where possible in documenting significant natural resources, geographic boundaries and titles on street maps with addresses for use by disaster assistance teams during and after a disaster.

6. NCH sites which will shelter-in-place should map out a location plan indicating rooms for sheltering and label those on the appropriate doors for ease of locating during an event.

7. NCH sites should prepare a disaster supply kit and indicate its location on the map and the door of the room where the kit is located.

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C. Hurricane Evacuation Planning

1. It is important for organizations to be aware of the notification process for pending emergencies and disasters. Chatham County is in a hurricane prone area, which means an agency or organization could be forced to evacuate their facility for weeks to months at a time depending on impacts.

a. When hurricane watches are initiated, NCH staff should begin preparing their back-up materials and preparing any collections which need extra time or preparation for possible evacuations. CEMA and the local governments will issue notifications on Recommended and Mandatory Evacuations.

b. Upon notification, NCH sites need to begin working with staff members on evacuation and ensuring the staff’s families as well as resources are well cared for. Local government will issue notifications on Partial, Early, and Mandatory evacuations.

2. Sheltering In Place

a. There are hazards such as tornadoes or storm events in which it is safer to shelter-in-place in a facility than it is to evacuate. When possible, CEMA will make announcements when an event is/has occurred via media outlets, radio, and sirens.

b. When recommended to shelter-in-place, you should incorporate these measures into your response:

1) Close the business.

2) Bring everyone into a designated room(s). Shut the door. Ideally these rooms should be located in the inner-most area of the building with no windows.

3) If there are customers, clients, or visitors in the building, provide for their safety by asking them to stay – not leave. When authorities provide directions to shelter-in-place, they want everyone to take those steps now, where they are, and not drive or walk outdoors.

4) Unless there is an imminent threat, ask employees, customers, clients, and visitors to call or text their

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emergency contact to let them know where they are and their condition.

5) Turn on call-forwarding or alternative telephone answering systems or services. If the business has voice mail or an automated attendant, change the recording to indicate the business is closed, and staff and visitors are remaining in the building until authorities advise it is safe to leave.

6) Close windows, exterior doors, and any other openings to the outside.

7) If you are told there is danger of explosion, close the window shades, blinds, or curtains.

8) Have employees familiar with your building’s mechanical systems turn off fans, heating and air conditioning systems. Some systems automatically provide for exchange of inside air with outside air – these systems, in particular, need to be turned off, sealed, or disabled.

9) Gather essential disaster supplies, to include nonperishable food, bottled water, battery-powered radios, first aid supplies, flashlights, batteries, duct tape, plastic sheeting, and plastic garbage bags.

10) Select interior room(s) above the ground floor, with the fewest windows or vents. The room(s) should have adequate space for everyone to be able to sit inside. Avoid overcrowding by selecting several rooms if necessary. Large storage closets, utility rooms, pantries, copy and conference rooms without exterior windows will work well. Avoid selecting a room with mechanical equipment like ventilation blowers or pipes, because this equipment may not be able to be sealed from the outdoors and may receive outside air.

11) Therefore, it is ideal to have a hard-wired telephone in the room(s) you select. Call emergency contacts and have the phone available if you need to report a life-threatening condition. (Cellular telephone equipment may be overwhelmed or damaged during an emergency).

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12) Write down the names of everyone in the room, and call your business’ designated emergency contact to report who is in the room with you, and their affiliation with your business (employee, visitor, client, customer).

D. Damage Assessment (DA) Operations

1. Initial (Immediate) Damage Assessment

a. Initial Damage Assessment Teams are activated to provide a more specific overview of what happened. An initial survey is accomplished by utilizing information provided by the Rapid Needs Assessment (RNA) documentation.

b. Members of SHER, including individuals from historic, cultural, archaeological, and natural resource sectors should serve on Initial Damage Assessment Teams where appropriate as determined by the SHER Coordinator serving at the EOC. Initial reports are evaluated and sites needing special treatment are flagged. SHER members are assigned to assist Teams which will be responding to specific areas. These Teams will be assessing damage to sites on the exterior and report existing conditions and damage. Access to the inside of facilities will be part of the more detailed Preliminary Damage Assessment in Phase 3.

c. The DA Teams will document their observations and damage on the RNA Damage Assessment Forms and/or the Preliminary Damage Assessment Field Summary Sheets.

d. Copies of forms identifying damage to NCH Sites should be provided to the SHER Coordinator. This information will be used during the Preliminary Damage Assessment Phase 3 to coordinate more in-depth damage assessment using professional expertise.

2. Preliminary Damage Assessment

a. Damage Assessment Teams during this Phase have specific responsibilities and must have clear lines of authority. The Countywide Damage Assessment Strategy provides for the basic Team members with the addition of specialized and professional members. The Countywide Damage Assessment Strategy can be found in Appendix…..

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b. For NCH, SHER Damage Assessment and Response Team(s) may include:

1) Institutional Services Manager:

a) Responsible for seeing the building and site is safe, damage to the building is evaluated and measures formulated and implemented to remedy or correct problems.

b) Upon notification of a problem establishes no threat exists to personnel safety, and secures the affected area and/or building.

2) Assessment Director:

a) Establishes priorities for facility repairs, and follows the progress of repairs once begun.

b) Organizes and manages the process by which damage is evaluated.

c) Responsible for notifying and instructing Assessment Team Leaders and enlisting the assistance of in-house or outside experts/resource people as required.

d) Evaluates findings and recommendations and contacts the Recovery Director with recovery recommendations.

3) Assessment Team Leader:

a) Selects and assembles the team members and directs their operations.

b) Instructs the team on what to do and how to do it, including methods of inspection and sampling, assessing damaged material, and documenting the process.

c) Monitors the damage investigation, reports recommendations to the Assessment Director.

4) Assessment Team: Consists of individuals most knowledgeable about the collection or resource involved. Responsibilities include:

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a) Recording observations and decisions made by the team, photographing damage.

b) Investigating where damage exists, the type of damage, and the importance and significance of the affected material.

c) Estimating the extent of damage to the collection and establishing initial priorities for recovery of damaged items.

3. Coordinate with Emergency Responders for professional expertise on the Damage Assessment Teams. Prior to any disaster, training should be provided to the SHER Damage Assessment and Response Team(s).

a. Building assessment teams may include Federal Emergency Management Agency (FEMA) inspectors as well as State regulators and local building officials. These teams should also include professionals with historic building expertise when historic properties are involved. Additionally, teams should include natural resources staff which can provide guidance related to the response, recovery, and restoration of natural area preserves, State parks, waterways, wetlands and local conservation areas which are affected.

b. Recruit and train qualified preservation and archives/museum collection professionals to serve on local Damage Assessment Teams for historically significant properties, which could be impacted by disaster. These properties are pre-identified in the Chatham County Critical Facilities List maintained and updated annually by CEMA. Architects, engineers, and inspectors with training and expertise in historic structures and sites should be included on assessment teams whenever possible. Preservation expertise lays the groundwork for more effective stabilization, repair, and rehabilitation in historic areas. It also minimizes the need for extensive resurvey and reassessment, which may be necessary for properties eligible for Federal assistance and thus subject to compliance with National Historic Preservation Act (NHPA) Section 106.

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c. Include natural resource professionals on the Damage Assessment Teams for environmentally sensitive areas impacted by disaster. These sites and facilities are identified and mapped in the Chatham County Critical Facilities List.

4. Accessing Facilities

a. After a large scale disaster, the situations you may encounter upon entering your facility include water damage, extreme environmental conditions, mud, mold, pests, soot and ash, hazardous materials, corrosion, and displaced and broken objects. Use extreme caution when entering your facility.

b. Do not enter your facility if you smell gas, the facility is flooded, you see sparks or broken/frayed wires, there are cracks or damage to your roof/foundation/chimney, or if water or sewage pipes are damaged.

c. Ensure response personnel have keys to the facility, alarm codes, and any other information required to access the facility.

d. Do not enter buildings which have been identified, or "Red Tagged", as unsafe for occupancy.

5. Damage Assessment Forms

a. The forms used by local authorities to assess damage to historic resources should be designed to address architectural characteristics and qualities, which may require special treatment as well as traditional structural considerations. Ideally, these forms would be compatible with and linked to a comprehensive survey database maintained by the State Historic Preservation Office, known as the Georgia’s Natural, Archaeological and Historic Resources Geographic Information System (GNHARGIS), so determinations made during the assessment would automatically become part of the database. They must be linked to the Savannah Area Geographic Information System (SAGIS) databases and those databases maintained by each local government in Chatham County.

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b. The Damage Assessment Form should identify the resource type (i.e. building, sites structure, object, archaeological, or natural) and include categories for different damage types (wind, water, fire, and other).

c. The SHER EOC staff assisted by CEMA, will assemble pre-identified SHER Damage Assessment Teams. Detailed Damage Assessment Forms will then be completed by the SHER Damage Assessment Team(s) to identify specific impacts to the historic, archaeological, cultural, or natural resources and collections. SHER Damage Assessment Teams must have access to the sites and impacted areas to complete this assessment and provide information to the SHER coordinator.

d. Depending on the level of impact from minor to severe, the SHER Response Team will work with CEMA to initiate measures to document and stabilize historic, cultural, archaeological, and natural resource sites and significant collections.

6. Work with emergency management personnel to organize efforts to reduce damage during the disaster response period and plan for the recovery.

a. Allow time to properly evaluate damage before making decisions, which are irreversible. Too often buildings are torn down before historic preservation solutions have been explored. "Red Tags" do not mean the building must be torn down. Instead, it means the building is not currently safe for occupancy.

b. Document damage to historic buildings with photographs prior to any activity.

c. Consult the SHPO and local Preservation Officer whenever damage has occurred to a historic building.

d. Do not allow any materials to be removed from the site until professionals with historic building experience have evaluated what materials should be salvaged. For example, some decorative elements may not be salvageable for reuse but can provide patterns for reconstruction.

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e. Make certain damage to historic structures is evaluated by architects and engineers who are familiar with historic building methods and materials, and are sensitive to them.

f. Use the Secretary of the Interior's Standards for Rehabilitation as your guide in rehabilitating historic properties damaged in a disaster.

7. Wind Damage Assessment

a. High wind can cause damage to a building by suction due to uplift pulling on the building, and by pressure trying to overturn the building or slide it off the foundation.

b. Structures are generally designed to withstand wind on the exterior but not wind which penetrates the building, therefore prevention of wind penetration is most important.

c. Once the wind penetrates the building, it is subject to twice as much wind force.

d. Assessment:

1) Document the building with a photograph.

2) Do not enter buildings which have been identified, or "Red Tagged", as unsafe for occupancy.

3) Determine if wind damage has occurred to the building and indicate on Damage Assessment Form.

4) Identify areas of vulnerability within the building exterior.

e. Recovery:

1) Prevent water infiltration by covering damaged roofs with temporary tarps or roofing. Cover damaged window and door openings with temporary enclosures; keep the rain, snow and ice out.

2) Have your building inspected by a structural engineer with historic building experience to determine which elements can be repaired, and which have to be replaced or rebuilt. Provide temporary structural bracing where recommended.

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3) Document the building thoroughly with photographs.

4) Brace unstable features, such as chimneys. Brace unstable walls and ceilings until repairs can be made.

5) Salvage historic building materials in a manner to protect them without further degradation.

6) Plan repairs to correct the deficiencies, which were discovered during the storm. The building should be better able to withstand future wind storms.

7) Contact and consult with the State and Federal environmental agencies to assist in ensuring compliance with relevant State and Federal environmental laws, such as emergency permits for natural resources use or consumption (Corps of Engineers, Department of Natural Resources, etc.).

8) Establish one entrance and exit location on the site to lessen the impact to tracked vehicles may have on the area.

9) There shall be no dumping of materials into any waterways to include rivers, streams, ditches, canals, wetlands, marshes or beaches.

10) Preauthorization should be obtained before placing debris into any “squares”, parks, trails, or greenspace areas.

11) Close off storm sewers as appropriate to prevent debris, sediment and any related pollutants from entering nearby waterways.

12) Assess the need for debris removal from the site and thoroughly document including photographs.

8. Flood Damage Assessment

a. Past flood levels can be determined from the Corps of Engineer, City or County Flood Plain Managers and weather records. Maps show 100 and 500 year flood levels, which will help you determine if your structure is in a flood plain.

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b. Structures in a flood plain are governed by local government flood plain ordinances and insurance requirements. Consult local city or county building code officials to determine what building requirements will affect your building if it is in a flood plain.

c. Assessment:

1) Document the building with a photograph.

2) Determine if flood damage has occurred to the building and indicate on Damage Assessment Form.

3) Identify areas of vulnerability within the building exterior.

4) Do not enter buildings which have been identified, or "Red Tagged", as unsafe for occupancy.

d. Recovery:

1) Do not remove water from flooded basements and crawl spaces until the ground water has subsided below the foundation level. Removing the water from the interior with high groundwater will cause unequal water pressure on the foundation, which could cause failure of the foundation wall. Remove water as soon as the groundwater has subsided.

2) Determine if the sewer system backed up in the building. This would be a health hazard and will require thorough cleaning before any repairs are started. Materials may have to be removed if soaked in sewage. Contact the City or County Public Works Department for assistance in determining whether the situation has been resolved.

3) Ventilate moisture damaged building interiors by natural means and fans. Do not use heating and cooling systems (except as noted below) or methods which use super-dry air for speed drying of the building. These methods could cause additional damage to sensitive historic building fabric.

4) Heat moisture damaged building interiors to prevent freezing, but take care not to overheat the building.

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5) Brace water soaked plaster ceilings until they have dried and the stability of the ceiling has been assured.

6) Remove water soaked carpet, other contemporary flooring and wall coverings, insulation, and gypsum board. These materials generally cannot be reused once they have been water soaked.

7) Historic wall coverings which have been water soaked probably cannot be reused and will have to be removed. Consult a professional before you remove samples of wall coverings to document the pattern, color and texture of historic materials.

8) Historic plaster often can be dried and salvaged with proper ventilation. This process will take time. Open wall cavities at the top and bottom, and remove insulation to create airflow through each cavity. Carefully remove baseboards and/or crown moldings, and cut ventilation openings in the plaster.

9) Historic wood floors should be allowed to dry thoroughly before proceeding with repairs. Moisture in wood causes swelling and warping of the flooring. Ventilation of wood flooring may allow the floor to dry and settle back down. Open floor cavities to create airflow through each cavity.

10) Use gentle methods to remove dirt, mold and mildew. Do not power wash historic buildings.

11) Contact and consult with the State and Federal environmental agencies to assist in ensuring compliance with relevant State and Federal environmental laws, such as emergency permits for natural resources use or consumption (Corps of Engineers, Department of Natural Resources, etc.).

12) Establish one entrance and exit location on the natural resource site to lessen the impact to tracked vehicles may have on the area.

13) There shall be no dumping of materials into any waterways to include rivers, streams, ditches, canals, wetlands, marshes or beaches.

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14) Preauthorization should be obtained before placing debris into any “squares”, parks, trails, or greenspace areas.

15) Close off storm sewers as appropriate to prevent debris, sediment and any related pollutants from entering nearby waterways.

16) Assess the need for debris removal from any site and thoroughly document including photographs.

9. Natural Resources Assessment

a. Document the site with photographs.

b. Identify areas of vulnerability throughout the site.

c. Place appropriate signage, “red tags” or perimeter devices (cones, barricades, etc.) to ensure unsafe areas are closed off from residential and commercial traffic.

d. Ensure the following information is completed on the Damage Assessment Forms:

1) Relevant location information including longitude/latitude.

2) Digital photos and/or sketches.

3) Description of damage, practice needed to stabilize the problem, replacement cost of property protected and other impacts.

4) Environmental factors, i.e. conservation or protected land, soil erosion, air and water quality, wildlife habitat, and riparian areas.

e. When planning restoration measures special emphasis should be placed on selecting measures which will improve the environment. Regulatory agencies identified Best Management Practices which should be implemented and maintained. Some of the items to be considered are as follows:

1) Where possible, keep equipment out of the flowing stream.

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2) Specify equipment such as backhoes, pay loaders, grade-alls, etc., instead of bulldozers to work from stream banks.

3) Carry material, such as rock, across streams rather than pushing it across.

4) Winch debris from the stream, if practical.

5) Remove only those trees which are down and in the stream, restricting the flow. If the roots are securely attached to the bank, leave the stump in place so new growth can emerge. Other trees will be protected.

6) Grade spoils piles so the runoff flows away from the stream bank.

7) There will be no burning or burying of debris.

8) Required seeding will be done as soon as possible after any earth-moving operation.

9) Loose soil will not be placed where it can easily erode into the creek during minor floods.

10) Spoil will not be placed on the bank so as to load bank and cause bank to slide into channel.

10. Fire Damage Assessment

a. Fire of any origin can result in damage in a range from minor to complete destruction of the building. Documentation of the building is very important because fire often results in considerable loss of property.

b. Current building codes have many requirements, which are designed to prevent or contain fire, and to insure the safe exit of occupants.

c. Any remodeling and additions to historic structures which require building permits will be required to meet current building codes. This does not mean the existing structure will be brought up to current building code requirements.

1) Assessment

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a) Do not enter buildings which have been identified, or "Red Tagged", as unsafe for occupancy..

b) Document the building with a photograph.

c) Determine if fire damage has occurred to the building and indicate on Damage Assessment Form.

d) Identify areas of vulnerability within the building exterior.

2) Recovery

a) Prevent water infiltration by covering damaged roofs with temporary tarps or roofing. Cover damaged window and door openings with temporary enclosures; keep the rain, snow and ice out.

b) Brace or remove unstable building elements such as walls, ceilings and chimneys.

c) Design building repairs to meet current building code requirements.

E. Recovery and Salvage

1. The goal is to restore facilities, collections, equipment and supplies to a normal state of operational readiness and work to reopen public natural, historic, and cultural resources as soon as safely possible.

2. During recovery, EOC will anticipate, plan, and coordinate with the Georgia Emergency Management Agency (GEMA) Emergency Support Function (ESF) 11 & FEMA Joint Field Office (JFO). Recovery and salvage operations may be short-term or long-term and should begin as soon as possible after the location is declared safe for residents and businesses to return by officials.

3. The first forty-eight hours are critical to most collections after disasters. However, life safety always takes precedence over buildings and collections recovery.

a. Steps to Recovery

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1) Secure building and collections:

a) Establish a security perimeter.

b) Be familiar with main shut-off switches and turn off if necessary (i.e., water, gas, electricity, Heating, Ventilation and Air Conditioning (HVAC), elevator, etc.).

c) If the fire protection system is inoperable, install battery-operated detectors and extra fire extinguishers.

d) Limit building entrances and exits for building security and tracking of staff time.

e) Use sign-in sheets documenting names, sign-in/out times, and tasks. This valuable security information may also be vital for reimbursement purposes.

2) Assess needs/resources and set priorities:

a) Determine extent of damage (building and collections).

b) Determine existing response team members and staffing needs.

c) Locate and assemble available in-house supplies and assess the need for new supplies.

d) Determine need for outside vendors and services.

e) Review state and federal aid criteria and insurance requirements.

f) Establish priorities for building and collections recovery and salvage based on the type and extent of damage.

g) Assess collection condition/damage in general or item-by-item depending on scope of the disaster and staffing availability.

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h) Reassess priorities if a significant amount of time passes during recovery.

3) Stabilize environment:

a) Arrange for back-up electricity or generators, remove standing water, and cover holes in roof and damaged windows and doors.

b) Remove water soaked insulation, wallboard, carpets, and non-historic wall coverings.

c) Obtain fans, dehumidifiers, and other air-drying equipment if needed.

d) Insure HVAC system is running.

e) Liaise with utility companies.

4) Set-up communications center:

a) Utilize facility if conditions permit. Otherwise seek an alternate location.

b) Set-up a phone and computer with Internet access if possible.

c) Determine contact information for media, the board, and staff.

d) Insure key service providers have staff contact information (especially if not working from usual workstation or if completely removed from facility).

e) Facilitate communication among response team members and disseminate useful information to everyone.

f) Compile facts for the media.

g) If applicable, keep informed of the larger disaster in the community.

5) Coordinate with vendor representatives:

a) Contact insurance agent(s) as soon as possible.

23 SEPTEMBER 2013


b) Contact disaster recovery vendor, data recovery vendor, or contractor if required.

c) Order supplies and services (arrange for delivery or pick-up and storage).

d) Seek professional conservation/preservation advice if needed.

e) Inform critical financial contacts (i.e., bank, lenders, etc.) of the disaster.

f) Gain access to emergency funds if available.

6) Assemble and coordinate staff:

a) Define individual and group responsibilities and chain of command.

b) Assign and coordinate response team activities.

c) Train and supervise as needed.

d) Coordinate work schedule.

e) Ensure staff is equipped with appropriate clothing and personal protective equipment and provide a supply of drinkable water.

f) Review health and safety procedures.

b. Salvage:

1) Set salvage priorities remembering the first forty-eight hours after a disaster (especially involving water) are critical in recovering collection materials.

2) Determine if salvage can be handled in-house of if a recovery vendor or contractor is needed.

3) Determine the need for professional conservation assistance.

4) Create a list of the type and quantity of supplies needed.

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5) Identify and set-up a location to be used during salvage operations (including a nearby salvage supply area).

6) Instruct salvage staff on procedures and techniques and review safety precautions.

7) Collections which have been damaged in a disaster are fragile and easily destroyed during the recovery process. Use great care in handling damaged collections.

8) Sort objects based on priority and then by type of damage suffered.

9) If vendors are handling salvage activities, materials may be packed and removed from the disaster area and frozen to stop deterioration (depending on the format).

10) Document damage and recovery/salvage activities

a) Document damage including building, grounds, and collection items. Remember in a large-scale disaster, collection materials might be found outside the boundaries of your property.

b) Create written and visual records of damage and recovery activities using a notebook, camera, video camera, or laptop.

c) Collect and keep copies of records, which support an insurance claim.

d) Track staff time, tasks, safety measures and equipment, and injuries.

e) Document salvage efforts (including techniques).

f) Keep record of the location of collections if moved off-site.

c. Insurance:

1) Communication is vital in the claims process.

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2) Contact the insurance company representative to report loss and submit claims as soon as possible (be sure to keep the insurance companies’ contact information and policy number in an accessible off-site location if you are unable to enter your facility).

3) Once a claims adjuster is appointed, you will begin receiving assistance (be sure to maintain close communication with your insurance broker and your claims adjuster throughout the process).

4) Review coverage as there may be multiple policies related to your claim (i.e., in addition to automobile insurance and flood insurance, commercial policies protect buildings and contents, and fine arts policies protect artwork and artifacts).

5) Confirm the information required to process your claim and procedures (i.e., will they require you to submit quotes prior to the work being accomplished?).

6) Do not discard damaged collection items and if possible, do not discard anything until your claims adjuster has viewed the damage.

7) If there are items you must discard immediately ask your adjuster if you may measure, photograph, and document the damaged items in lieu of keeping the property.

8) Survey and make a list of damaged contents. The claim adjustor will require an inventory of everything destroyed in the disaster and procure estimates for items which can be repaired.

9) If you have a catalog or inventory management system or appraisals for high value collection material, provide this to the adjuster as it may reduce the length of time of the claim process.

10) Notify the adjuster of damage and be prepared to discuss how you wish to resolve the claim to your damaged collection.

11) Determine a plan of action with the adjuster and if it requires modification, be sure to communicate concerns.

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12) Notify the adjuster of the name of your preferred conservation vendor and if you require an advance to pay the claim-related expenses.

13) Notify the adjuster of what you believe to be a total loss and why. This is considered in the adjustment process by insurers and your opinion is important.

14) The adjuster, based on the initial visit will present to the insurance company a potential estimate of damages and based on the initial visit, solicit bids for conservation work, etc. which will later be submitted as part of the claim.

15) The claims adjuster is responsible for collecting and relaying information to the insurance company. They will negotiate a settlement of the claim between you and the insurer.

16) Keep your insurance broker apprised of your situation. They represent you, not the insurance company and can be a valuable ally and advocate.

17) The insurance company, acting on the advice of their adjuster, will make the final determination of the extent of loss. They will write the check, so be sure to communicate with them and receive approval for any expenses, which you would like to be included in the claim.

18) Your claim for damages is a "Proof of Loss" which should be filed with your insurance company within a reasonable time after the loss occurs. The accuracy, completeness, and filing of this document is your responsibility. A typical Proof of Loss filing is 60 days.

F. Funding

1. Funding Sources for Preparation and Risk Mitigation:

a. FEMA’s Pre-Disaster Mitigation Grant Program provides funds to states, territories, Indian tribal governments, communities, and universities for hazard mitigation planning and implementing mitigation projects prior to a disaster. (http://www.fema.gov/pre-disaster-mitigation-grant-program)

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http://www.fema.gov/pre-disaster-mitigation-grant-program


b. Before and After Disasters: Federal Funding for Cultural Institutions: This comprehensive guide was first developed in 1992 by Heritage Preservation and then revised in 2000. Before and After Disasters includes summary descriptions and contact information for 15 Federal grant and loan programs for disaster prevention and recovery. (http://www.heritagepreservation.org/PDFS/Disaster.pdf)

2. Funding Sources for Recovery:

a. A Guide to the Disaster Declaration Process: pdf from FEMA available (http://www.fema.gov/pdf/rrr/dec_proc.pdf) which explains FEMA disaster assistance. There are three general types of FEMA assistance: Individual Assistance or aid to individuals and households; Public Assistance, aid to public and certain private non-profit organizations; and Hazard Mitigation Assistance. ESF-11NCH organizations will most likely be applying for Public Assistance to fund the repair, restoration, reconstruction, or replacement of their facilities or infrastructure damaged or destroyed in a disaster. A Request for Public Assistance must be filed with the State within 30 days after the area is designated eligible for assistance.

b. Private non-profits which provide “critical services” (such as utilities, communications, and emergency medical care) may apply directly to FEMA for a disaster grant. Therefore, most SHER organizations must first apply to the Small Business Administration (SBA) for a disaster loan.

c. The SBA makes post-disaster loans for damages not covered by insurance. There are three types of loans: (1) home disaster loans to repair or replace disaster-related damages to home or personal property, (2) business physical disaster loans to business owners to repair or replace disaster-damaged property, including inventory, and supplies; and (3) economic injury disaster loans, which provide capital to small businesses to assist them through the disaster recovery period. http://www.sba.gov

d. In addition, the National Endowment for the Humanities and the National Endowment for the Arts will occasionally give emergency grants after disasters.

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http://www.heritagepreservation.org/PDFS/Disaster.pdf

http://www.sba.gov/


e. The State of Georgia has negotiated contracts with disaster recovery companies. Government and non-profits, which meet FEMA Disaster Assistance regulations, can invoke the contracts after a disaster. Benefits of the contract include two hour initial response to any call, on-site stabilization within 24-48 hours, available anytime. Find the contracts at http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_list_alpha.jsp. Search for contract #SWC-90822, titled “Emergency Records Recovery and Facility Mitigation Service.”

VIII. RESPONSIBILITIES

A. Chatham Emergency Management Agency

1. Designated to serve as lead agency for direction, control and coordination of emergencies and disasters occurring within Chatham County.

2. Ensures development of and maintains the Chatham County EOP.

3. Provides coordination among local, state, federal, private, and volunteer organizations.

4. Maintains liaison with neighboring jurisdictions.

5. Ensures a functional EOC.

6. Monitors the situation for EOC activation.

7. Activates EOC when necessary.

8. Advises elected officials, departments and agencies of government and other non-government relief agencies regarding the nature, the magnitude and effects of the emergency.

9. Prepares Emergency Proclamations with the Command Policy Group.

B. Natural, Cultural, and Historical Properties

1. Natural, Cultural, and Historical (NCH) sites are encouraged to develop their own procedures using this Appendix to guide their response to emergency events which impact their properties. NCH sites are encouraged to consider having emergency plans.

29 SEPTEMBER 2013


2. Inventory and prioritize historical and cultural collections.

3. Identify vulnerabilities through risk assessments.

4. Develop a COOP Plan for facility and long-range recovery.

5. Protect and preserve the cultural site and collections.

6. Attend quarterly meetings and training.

7. Coordinate site damage assessment and stabilization post-event.

8. Develop appropriate Plans, Procedures, Mutual Aid Agreements, Checklists, Go-Kits, and other supporting documentation as needed.

9. Participate in drills, exercises, and other preparedness events to measure the organizations readiness.

10. Identify your organization representatives supporting the NCH Plan and other operational practices during emergency and disaster operations.

11. Prepare to support the Emergency Operations Center as necessary.

12. Ensure Agency Staff maintains compliance with the National Incident Management System (NIMS) and report compliance measurements annually when requested.

IX. APPENDIX MANAGEMENT AND MAINTENANCE

A. Executive Agent: CEMA is responsible for Appendix management and maintenance. The Appendices and supporting documents will be updated periodically as required to incorporate new directives and changes based on lessons learned from exercises and actual events. This section establishes procedures for interim changes and full updates of the Appendices.

B. Types and Changes: Changes include additions of new or supplementary material and deletions. No proposed change should contradict or override authorities or other plans contained in statute, order, or regulation.

C. Coordination and Approval: Any department or agency with assigned responsibilities within the Appendices may propose a change to the plan. CEMA is responsible for coordinating proposed modifications to the Appendices with primary agencies, support agencies and other

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stakeholders. CEMA will coordinate review and approval for proposed modifications as required.

D. Notice of Change: After coordination has been accomplished, including receipt of the necessary signed approval supporting the final change language, CEMA will issue an official Notice of Change. The notice will specify the date, number, subject, purpose, background, and action required, and provide the change language on one or more numbered and dated insert pages, which will replace the modified pages in the EOP, Annex, or supporting documents. Once published, the modifications will be considered part of the EOP for operational purposes pending a formal revision and re-issuance of the entire document. Interim changes can be further modified or updated using the above process.

E. Distribution: CEMA will distribute the Notice of Change to participating agencies. Notice of Change to other organizations will be provided upon request. Re-issuance of the individual annexes or the entire EOP will take place as required. Working toward continuous improvement, CEMA is responsible for an annual review and update of the EOP to include related annexes, and a complete revision every four years (or more frequently if the County Commission or Georgia Emergency Management Agency deem necessary). The review and update will consider lessons learned and best practices identified during exercises and responses to actual events, and incorporate new information technologies. CEMA will distribute revised EOC Annex documents for the purpose of interagency review and concurrence.

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32 SEPTEMBER 2013

EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB A SUGGESTED DISASTER RECOVERY VENDORS

TAB A SUGGESTED DISASTER RECOVERY VENDORS

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TAB A Georgia Pre-Disaster Contracts with Recovery Vendors Georgia Statewide Contract for Stabilization and Recovery of Damaged Records

Belfor USA Group, Inc.

3505 Newpoint Place, Suite 475 Lawrenceville, GA 30043 Office Phone: 770.939.0128; 24-hr Emergency Response Phone: 800.472.0030

Polygon

2000 Newpoint Parkway, Suite 950 Lawrenceville, GA 30043 Phone: 800.422.6379

Blackmon Mooring Services/ BMS CAT

450 Satellite Blvd NW Suwanee, GA 30024 Office Phone: 678.237.5008; 24-hr Emergency Response Phone: 800.433.2940

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EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB B NCH FIELD GUIDE ASSESSMENT FORM

TAB B

NCH FIELD GUIDE ASSESSMENT FORM

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EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB C NCH CHECKLIST

TAB C NCH CHECKLIST

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TAB C - NCH CHECKLIST

PRE-EVENT PLANNING Facility Managers should:

o Prepare floor plans, and exterior and interior elevations.

o Take exterior and interior photographs of the property - key them to a floor plan of the building.

o Inventory collections including furniture, objects and equipment and maintain accurate records. Photographs and pre-documentation is a requirement, especially when applying for any aid or compensation after a disaster.

o Inventory and document Natural resource sites and any contributing features.

o Maintain a database of the inventory of museum collections and historic, cultural, archaeological, and natural resources. Provide the database to CEMA for use in the EOC.

o Conduct a risk assessment using the Heritage Preservation’s Risk Evaluation and Planning Program.

o Consider installing a KNOX box entry system at each site or provide give keys and security codes to local fire departments.

o Develop recovery/collection priorities and operating procedures to include what is critical to the facility’s mission. What has local, state, or national importance?

o Consider placing signage and marking shelves containing collection priorities with reflective tape so they are easy to evacuate during a disaster.

o Develop site-specific emergency response plans. Copies of these plans should be provided to SHER for effective assessment and recovery in the event of a disaster.

o Invite local police and nearby fire to conduct a site survey of pertinent facilities

o Store documentation off-site for safekeeping.

o Consider creating of a logbook documenting your response and actions.

o Create a system for backing up files. Keep your backup in a different location than the originals.

o Create a Continuity of Operations Plan (COOP) which outlines how you will stay in operation or resume normal operations after a disaster.

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o Review insurance coverage annually.

o Plan for what is being evacuated, where it is going, and how. Specialized transportation and associated contracts should be considered and finalized in advance of any events.

o Evacuation locations for staff need to be determined in advance.

o Develop pre-disaster contracts with disaster recovery firms.

o Prepare a disaster supply kit and indicate the location on the map and door.

HURRICANE EVACUATION PLANNING

o When hurricane watches are initiated, prepare your back-up materials and any collections which need extra time or preparation for possible evacuations.

o Upon notification, begin working with staff members on evacuation and ensuring families as well as caring for resources.

Sheltering-In-Place

o Close the business.

o Bring everyone into the designated room(s). Shut the door.

o If there are customers, clients, or visitors in the building, provide for their safety by asking them to stay – not leave.

o Unless there is an imminent threat, ask employees, customers, clients, and visitors to call or text their emergency contact to let them know where they are and if they are safe.

o Turn on call-forwarding or alternative telephone answering systems or services. If the business has voice mail or an automated attendant, change the recording to indicate the business is closed.

o Staff and visitors are remaining in the building until authorities advise it is safe to leave.

o Close windows, exterior doors, and any other openings to the outside.

o If you are told there is danger of explosion, close the window shades, blinds, or curtains.

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o Turn off fans, heating and air conditioning systems. Some systems automatically provide for exchange of inside air with outside air – these systems, in particular, need to be turned off, sealed, or disabled.

o Gather essential disaster supplies, to include nonperishable food, bottled water, battery-powered radios, first aid supplies, flashlights, batteries, duct tape, plastic sheeting, and plastic garbage bags.

o Select interior room(s) above the ground floor, with the fewest windows or vents.

o Avoid selecting a room with mechanical equipment like ventilation blowers or pipes; they may not be able to be sealed from the outdoors.

o Have a hard-wired telephone in the room(s) you select.

o Call emergency contacts and have the phone available if you need to report a life-threatening condition. (Cellular telephone equipment may be overwhelmed or damaged during an emergency).

o Write down the names of everyone in the room, and call your business’ designated emergency contact to report who is in the room with you, and their affiliation with your business (employee, visitor, client, customer.)

DAMAGE ASSESSMENT (DA) OPERATIONS Accessing Facilities

o Do not enter buildings which have been identified, or "Red Tagged", as unsafe for occupancy.

o Use extreme caution when entering your facility. Possible hazards include water damage, extreme environmental conditions, mud, mold, pests, soot and ash, hazardous materials, corrosion, and displaced and broken objects.

o Do not enter your facility if you smell gas, the facility is flooded, you see sparks or broken/frayed wires, there are cracks or damage to your roof/foundation/chimney, or if water or sewage pipes are damaged.

o Ensure response personnel have keys to the facility, alarm codes, and any other information required to access the facility.

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SHER Damage Assessment Team

o Detailed Damage Assessment Forms will be completed by the SHER Damage Assessment Team(s) to identify specific impacts to the historic, archaeological, cultural, or natural resources and collections.

o Access sites and impacted areas to complete this assessment and provide information to the SHER coordinator.

o Work with emergency management personnel to organize efforts to reduce damage during the disaster response period and plan for the recovery.

o Allow time to properly evaluate damage before making decisions, which are irreversible.

o Document damage to historic buildings with photographs prior to any activity.

o Consult the SHPO and local Preservation Officer whenever damage has occurred to a historic building

o Do not allow any materials to be removed from the site until professionals with historic building experience have evaluated what materials should be salvaged.

o Make certain damage to historic structures is evaluated by architects and engineers who are familiar with historic building methods and materials, and are sensitive to them.

o Use the Secretary of the Interior's Standards for Rehabilitation as your guide in rehabilitating historic properties damaged in a disaster.

Wind Damage Assessment

o Document the building with a photograph.

o Determine if wind damage has occurred to the building and indicate on Damage Assessment Form.

o Identify areas of vulnerability within the building exterior.

o Prevent water infiltration by covering damaged roofs with temporary tarps or roofing. Cover damaged window and door openings with temporary enclosures.

o Have your building inspected by a structural engineer with historic building experience to determine which elements can be repaired, and which have to be replaced or rebuilt. Provide temporary structural bracing where recommended.

o Salvage historic building materials.

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Natural Resources Assessment

o Document the site with photographs.

o Identify areas of vulnerability throughout the site.

o Place appropriate signage, “red tags” or perimeter devices (cones, barricades, etc.) to ensure unsafe areas are closed off from residential and commercial traffic.

o Ensure the information is completed on the Damage Assessment Forms.

o Where possible, keep equipment out of the flowing stream.

o Specify equipment such as backhoes, pay loaders, grade-alls, etc., instead of bulldozers to work from stream banks.

o Carry material, such as rock, across streams rather than pushing it across.

o Winch debris from the stream, if practical.

o Remove only those trees which are down and in the stream, restricting the flow. If the roots are securely attached to the bank, leave the stump in place so new growth can emerge. Other trees will be protected.

o Grade spoil piles so the runoff flows away from the stream bank.

o There will be no burning or burying of debris.

o Required seeding will be done as soon as possible after any earth-moving operation.

o Loose soil will not be placed where it can easily erode into the creek during minor floods.

o Spoil will not be placed on the bank so as to load bank and cause bank to slide into channel. Flood Damage Assessment


o Determine if flood damage has occurred to the building and indicate on Damage Assessment Form.


o Do not remove water from flooded basements and crawl spaces until the ground water has subsided below the foundation level. Removing the water from the interior with high groundwater will cause unequal water pressure on the foundation, which could cause failure of the foundation wall. Remove water as soon as the groundwater has subsided.

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o Determine if the sewer system backed up in the building. This would be a health hazard and will require thorough cleaning before any repairs are started. Materials may have to be removed if soaked in sewage.

o Ventilate moisture damaged building interiors by natural means and fans. Do not use heating and cooling systems or methods which use super-dry air for speed drying of the building.

o Heat moisture damaged building interiors to prevent freezing, but take care not to overheat the building.

o Brace water soaked plaster ceilings until they have dried and the stability of the ceiling has been assured.

o Remove water soaked carpet, other contemporary flooring and wall coverings, insulation, and gypsum board.

o Historic wall coverings which have been water soaked probably cannot be reused and will have to be removed. Consult a professional before you remove samples of wall coverings to document the pattern, color and texture of historic materials.

o Historic plaster often can be dried and salvaged with proper ventilation. Open wall cavities at the top and bottom, and remove insulation to create airflow through each cavity. Carefully remove baseboards and/or crown moldings, and cut ventilation openings in the plaster.

o Historic wood floors should be allowed to dry thoroughly before proceeding with repairs. Moisture in wood causes swelling and warping of the flooring. Ventilation of wood flooring may allow the floor to dry and settle back down. Open floor cavities to create airflow through each cavity.

o Use gentle methods to remove dirt, mold and mildew. Do not power wash historic buildings.

Fire Damage Assessment

o Do not enter if “Red Tagged”.


o Determine if fire damage has occurred to the building and indicate on Damage Assessment Form.


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o Prevent water infiltration by covering damaged roofs with temporary tarps or roofing. Cover damaged window and door openings with temporary enclosures; keep the rain, snow and ice out.

o Brace or remove unstable building elements such as walls, ceilings and chimneys.

RECOVERY AND SALVAGE

Secure building and collections:

o Establish a security perimeter.

o Be familiar with main shut-off switches and turn off if necessary (i.e., water, gas, electricity, HVAC, elevator, etc.).

o If the fire protection system is inoperable, install battery-operated detectors and extra fire extinguishers.

o Limit building entrances and exits for building security and tracking of staff time.

o Use sign-in sheets documenting names, sign-in/out times, and tasks. This valuable security information may also be vital for reimbursement purposes.

Assess needs/resources and set priorities:

o Determine extent of damage (building and collections).

o Determine existing response team members and staffing needs.

o Locate and assemble available in-house supplies and assess the need for new supplies.

o Determine need for outside vendors and services.

o Review state and federal aid criteria and insurance requirements.

o Establish priorities for building and collections recovery and salvage based on the type and extent of damage.

o Assess collection condition/damage in general or item-by-item depending on scope of the disaster and staffing availability.

o Reassess priorities if a significant amount of time passes during recovery.

Stabilize environment:

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o Arrange for back-up electricity or generators, remove standing water, and cover holes in roof and damaged windows and doors.

o Remove water soaked insulation, wallboard, carpets, and non-historic wall coverings.

o Obtain fans, dehumidifiers, and other air-drying equipment if needed.

o Insure HVAC system is running.

o Liaise with utility companies.

Set-up communications center:

o Utilize facility if conditions permit. Otherwise seek an alternate location.

o Set-up a phone and computer with Internet access if possible.

o Determine contact information for media, the board, and staff.

o Insure key service providers have staff contact information (especially if not working from usual workstation or if completely removed from facility).

o Facilitate communication among response team members and disseminate useful information to everyone.

o Compile facts for the media.

Coordinate with vendor representatives:

o Contact insurance agent(s) as soon as possible.

o Contact disaster recovery vendor, data recovery vendor, or contractor if required.

o Order supplies and services (arrange for delivery or pick-up and storage).

o Seek professional conservation/preservation advice if needed.

o Inform critical financial contacts (i.e., bank, lenders, etc.) of the disaster.

o Gain access to emergency funds if available.

Assemble and coordinate staff:

o Define individual and group responsibilities and chain of command.

o Assign and coordinate response team activities.

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o Train and supervise as needed.

o Coordinate work schedule.

o Ensure staff is equipped with appropriate clothing and personal protective equipment and provide a supply of drinkable water.

o Review health and safety procedures.

Salvage:

o Set salvage priorities remembering the first forty-eight hours after a disaster (especially involving water) are critical in recovering collection materials.

o Determine if salvage can be handled in-house of if a recovery vendor or contractor is needed.

o Determine the need for professional conservation assistance.

o Create a list of the type and quantity of supplies needed.

o Identify and set-up a location to be used for salvage operations (including a nearby salvage supply area).

o Instruct salvage staff on procedures and techniques and review safety precautions.

o Collections which have been damaged in a disaster are fragile and easily destroyed during the recovery process. Use great care in handling damaged collections.

o Sort objects based on priority and then by type of damage suffered.

o If vendors are handling salvage activities, materials may be packed and removed from the disaster area and frozen to stop deterioration (depending on the format).

Document damage and recovery/salvage activities:

o Document damage including building, grounds, and collection items. Remember in a large-scale disaster, collection materials might be found outside the boundaries of your property.

o Create written and visual records of damage and recovery activities using a notebook, camera, video camera, or laptop.

o Collect and keep copies of records, which support an insurance claim.

o Track staff time, tasks, safety measures and equipment, and injuries.

o Document salvage efforts (including techniques).

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o Keep record of the location of collections if moved off-site.

INSURANCE

o Contact the insurance company representative to report loss and submit claims as soon as possible (be sure to keep insurance company contact information and policy number in an accessible location if you are unable to enter your facility).

o Once a claims adjuster is appointed, you will begin receiving.

o Review coverage as there may be multiple policies related to your claim (i.e., in addition to automobile insurance and flood insurance, commercial policies protect buildings and contents, and fine arts policies protect artwork and artifacts).

o Confirm the information required to process your claim and procedures (i.e., will they require you to submit quotes prior to the work being accomplished?).

o Do not discard damaged collection items and if possible, do not discard anything until your claims adjuster has viewed the damage.

o If there are items you must discard immediately ask your adjuster if you may measure, photograph, and document the damaged items in lieu of keeping the property.

o Survey and make a list of damaged contents. The claim adjustor will require an inventory of everything destroyed in the disaster and procure estimates for items which can be repaired.

o If you have a catalog or inventory management system or appraisals for high value collection material, provide this to the adjuster as it may reduce the length of time of the claim process.

o Notify the adjuster of damage and be prepared to discuss how you wish to resolve the claim to your damaged collection.

o Determine a plan of action with the adjuster and if it requires modification, be sure to communicate concerns.

o Notify the adjuster of the name of your preferred conservation vendor and if you require an advance to pay the claim-related expenses.

o Notify the adjuster of what you believe to be a total loss and why. This is considered in the adjustment process by insurers and your opinion is important.

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o The adjuster, based on the initial visit will present to the insurance company a potential estimate of damages and based on the initial visit, solicit bids for conservation work, etc. which will later be submitted as part of the claim.

o The claims adjuster is responsible for collecting and relaying information to the insurance company. They will negotiate a settlement of the claim between you and the insurer.

o Keep your insurance broker apprised of your situation. They represent you, not the insurance company and can be a valuable ally and advocate.

o The insurance company, acting on the advice of their adjuster, will make the final determination of the extent of loss. They will write the check, so be sure to communicate with them and receive approval for any expenses, which you would like to be included in the claim.

o Your claim for damages is a "Proof of Loss" which should be filed with your insurance company within a reasonable time after the loss occurs. The accuracy, completeness, and filing of this document is your responsibility. A typical Proof of Loss filing is 60 days.

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EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB D NCH GO-KIT

TAB D NCH GO-KIT

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TAB D - NCH GO KIT

Minimum personal equipment for short-term operations.

• Water, one gallon of water per person per day, for drinking and sanitation.

• Food, at least a three-day supply of non-perishable food.

• Battery-powered radio and a NOAA Weather Radio with tone alert, and extra batteries for both.

• Flashlight and extra batteries.

• First Aid kit.

• Whistle to signal for help.

• Moist towelettes, garbage bags and plastic ties for personal sanitation.

• Dust mask or cotton t-shirt, to help filter the air.

• Plastic sheeting and duct tape to shelter-in-place.

• Wrench or pliers to turn off utilities.

• Can opener for food (if kit contains canned food).

• Eye Protection and gloves.

• Inject repellant and suntan lotion.

• Wet Weather gear.

• Facility maps, inventory lists.

• Emergency procedures and Continuity of Operations Plan.

• Flashlight with spare batteries.

• Reflective Spray paint to mark buildings if necessary.

• Clipboard with paper, pencils, pens, and permanent marking pen.

• Name and phone numbers of emergency personnel.

• Camera.

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EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB E HISTORIC SITES

TAB E HISTORIC SITES

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TBD

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TAB F SHER BY-LAWS

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SAVANNAH HERITAGE EMERGENCY RESPONSE

(SHER) GROUP

BY-LAWS

APRIL 2010

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THIS PAGE INTENTIONALLY BLAN

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TABLE OF CONTENTS

Article I: Name ......................................................................................................... 5

Article II: Purpose and Function ................................................................................ 5

Article III: Membership ............................................................................................... 6

Section 1: Number................................................................................. 6

Section 2: Representation ..................................................................... 6

Section 3: Term ..................................................................................... 6

Section 4: Assignment ........................................................................... 6

Section 5: Removal ............................................................................... 6

Article IV. Committees ............................................................................................. 7

Section 1: Executive Committee ........................................................... 7

Section 2: Planning Committee ............................................................. 8

Section 3: Training and Education Committee ...................................... 8

Article V: Duties of the Executive Committee Officers ............................................... 8

Section 1: Chairperson .......................................................................... 8

Section 2: Vice-Chairperson .................................................................. 9

Section 3: Secretary .............................................................................. 9

Article VI: Meetings .................................................................................................... 9

Section 1: Frequency ............................................................................ 9

Section 2: Special Meetings .................................................................. 9

Section 3: Committee Meetings ............................................................ 9

Section 4: Quorum ................................................................................ 9

Section 5: Location .............................................................................. 10

Section 6: Agenda ............................................................................... 10

Section 7: Rules of Order .................................................................... 10

Section 8: Notice of Meetings, Dates and Times ................................. 10

Article VII: Voting....................................................................................................... 10

Section 1: One Vote ............................................................................ 10

Section 2: Proxies ............................................................................... 10

Section 3: Abstentions ......................................................................... 10

Section 4: Determination of Actions .................................................... 10

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Article VIII: Amendments ............................................................................................ 11

Article IX: Ratification Provision ............................................................................... 11

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EOP / ESF-11 ANNEX / APPENDIX 11-3 / TAB F SHER BY-LAWS

BY-LAWS OF THE SAVANNAH HERITAGE EMERGENCY RESPONSE (SHER) GROUP

ARTICLE I – NAME The Savannah Heritage Emergency Response, hereinafter referred to as “SHER,” is a local Chatham County, Georgia cultural heritage group of representatives consisting of natural, cultural and historical (NCH) institutions and agencies, as well as first responder and emergency management staff from county and municipal governments. ARTICLE II – PURPOSE AND FUNCTIONS SHER shall exist to promote and facilitate the emergency preparedness and emergency response of the natural, cultural and historical community throughout Chatham County with respect to the potential exposure and or threat of major emergencies and disasters both natural and/or manmade. The functions and duties of SHER are to engage in at least the following activities:

1. Conduct regular meetings to address pertinent issues; 2. Provide needed information to CEMA for maintaining a county-wide

master database of community based natural, cultural and historical institutions including non-SHER members. This information will also be included in the county-wide GIS database;

3. Provide needed information to CEMA for development and update of a Natural, Cultural and Historical Coordination Plan in support of the County’s Emergency Operations Plan and Emergency Support Function system;

4. Identify private/public sector resources available to assist with emergency mitigation and or response;

5. Provide, promote and facilitate information, training, exercises and educational opportunities related to natural, cultural and historical preparedness, mitigation, emergency response, recovery and continuity of operations;

6. Provide input and feedback to CEMA on emerging legislation and/or regulations related to natural, cultural, and historical heritage and emergency preparedness and response. Collaborate with CEMA on dissemination of information about and implementation of requirements and opportunities from emerging legislation and/or regulations. Assist CEMA in information gathering, research, and survey on the impact of legislation and/or regulations on the local NCH constituency.

Provide collegial assistance to other natural, cultural and historic communities developing or refining their disaster planning capabilities.

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ARTICLE III – MEMBERSHIP

SECTION 1 Application for membership into SHER shall be made with submission of an application form to the Executive Committee. Membership shall consist of as many Agencies as deemed necessary by the Executive Committee to be natural, cultural, historical and/or first responder or emergency management in nature; the Executive Committee’s recommendation of such to the membership; and, an approval vote by the membership at a regular or special called meeting. Non-member representatives of NCH, first responder, and emergency management entities may attend SHER meetings and education and training functions as non-voting colleagues.

SECTION 2 Each Member Agency as defined at application shall appoint a Full Voting

Representative and at least one Associate Representative(s) to act on the behalf of the Agency while serving on the SHER.

Full Voting Representative: The Member Agency shall appoint one Full

Voting Representative to speak and vote for the Agency. This appointment shall be made in writing to the SHER Chairperson at the time the Agency requests membership or anytime the assigned Full Voting Representative is no longer able to serve in that capacity.

Associate Representative: The Member Agency shall appoint no more

than two Associate Representatives to serve in SHER. One Associate Representative at a time serves in the absence of the Full Voting Representative. This appointment shall be made in writing to the SHER Chairperson at the time the Agency requests membership or anytime the assigned Associate Representative(s) are no longer able to serve in that capacity.

SECTION 3 The term of membership in SHER shall be continuous from year to year or

as defined by other provisions of these by-laws. SECTION 4 Full Voting Representatives of each Member Agency are encouraged to

serve on one SHER Committee. Associate Representatives shall serve on the same Committee and act in the absence of the Full Voting Representative.

SECTION 5 Each SHER Member Agency serves at the discretion of the SHER body.

Member Agencies, Full Voting Representatives and Associate Representatives may be removed from membership by a vote of the SHER during a regularly scheduled or a special called meeting of the SHER body.

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Member Agencies who are not represented at three regular SHER membership meetings during a calendar year may be removed from membership by recommendation of the Executive Committee to the membership and confirming vote of the membership at a regular or special called meeting.

ARTICLE IV – COMMITTEES The three standing Committees of SHER shall be the Executive Committee, the Planning Committee, and the Training and Education Committee. Each Agency’s Representative and Associate Representative(s) shall agree on, and shall request upon becoming members, participation in either the Planning Committee or the Training and Education Committee, or some other subsequently adopted standing committee. Additional standing committees shall be created, upon recommendation of the Executive Committee, by simple majority vote of a quorum of the SHER membership, as needed. For each term cycle, or the creation of a new standing committee, the Executive Committee shall appoint each Committee Chairperson, and the SHER Chairperson shall provide objectives for the Committee to the Committee Chairperson within thirty (30) days. Ad hoc sub-committees may be formed from within Standing Committees at any time for special purposes or assignments. Such ad hoc sub-committees shall cease to function when their specific task is completed. Committee Chairpersons shall appoint ad hoc sub-committees and shall specify their sunset date or condition. SECTION 1 EXECUTIVE COMMITTEE: The Executive Committee shall be composed

of the Chairperson, Vice-Chairperson and Secretary. Each member of the Executive Committee must be a Full Voting Representative of a Member Agency in good standing. The Executive Committee will determine goals and duties of the other subcommittees.

1.1 Term: The term of office for each Executive Committee officer shall be two calendar years. Each term begins on the first month of each even numbered calendar year and continues through the last month of each odd numbered calendar year.

1.2 Election: Two meetings prior to the end of a current term cycle, SHER

shall appoint three persons to the Nominating Committee with a charge to select persons interested in serving as an officer on the Executive Committee for the upcoming term. One meeting prior to the end of the current term cycle, the Nominating Committee will present proposed nominations to the SHER body for consideration.

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Election of the Executive Committee officers shall take place by voting during the last meeting of each term cycle. Nominations from the floor shall be offered as required by Robert’s Rules of Order.

If a quorum does not exist, the previous term Chairperson shall schedule a

special election to select the SHER Executive Committee. 1.3 Removal: An Executive Committee officer may be removed from office at any time by a vote of the Member Agencies.

1.4 Vacancies: An officer vacancy shall be filled as soon as possible through a special election or the next regularly scheduled meeting. The selected candidate shall serve the remainder of the term cycle in which they were elected.

1.5 Eligibility: Executive Committee Officers must be Full Voting Representatives of a Member Agency. The Agency and the Representative must be in good standing with SHER at the time of nomination.

SECTION 2 PLANNING COMMITTEE: The Planning Committee is responsible for

leading the effort to ensure community wide planning for the group. This committee shall serve at the discretion of the Executive Committee and focus planning efforts on those activities deemed topical and prudent by the Executive Committee.

SECTION 3 TRAINING AND EDUCATION COMMITTEE: The Training and Education

Committee is responsible for development and implementation of appropriate information, training, exercises, and/or educational opportunities for the natural, cultural, and historical SHER membership, and other entities with whom SHER interacts and collaborates, when appropriate. This committee also promotes SHER knowledge of and participation in statewide, regional, and/or national training and education endeavors related to NCH emergency and disaster activity.

ARTICLE V – DUTIES OF THE EXECUTIVE COMMITTEE OFFICERS SECTION 1 CHAIRPERSON: The Chairperson shall preside over meetings of SHER,

preserve order during the meetings, appoint committee chairpersons, have signature authority for minutes, records, vouchers, or other documents connected with the work of SHER and include the following duties:

• Will determine the frequency, dates, times, locations and agendas

of Committee meetings not specified elsewhere in these By-Laws.

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• Will appoint the chair and members of each Committee. • Will conduct meetings according to Robert's Rules of Order. • May delegate powers and duties to the Vice-Chair, consistent with

other provisions of the By-Laws. SECTION 2 VICE-CHAIRPERSON: In the absence of the Chairperson, or in the event

the Chairperson is unable to serve, the Vice-Chairperson shall perform the duties of the Chairperson, and assume all powers of the Chairperson when acting in that capacity. The Vice-Chairperson shall also perform such other duties as assigned by the Chairperson.

• Will perform or exercise any duty or power delegated by the Chair. • Will perform the duties of the Chair at meetings in the absence of

the Chair. • Will succeed as Chair upon removal or resignation of the Chair for

the remainder of the Chair's term. SECTION 3 SECRETARY: The Secretary shall maintain the membership list and the

attendance and minutes of SHER meetings; prepare SHER correspondence; and, assist NCH liaison staff at CEMA in compiling NCH information, statistics, and other input from the SHER membership as needed. The Secretary will also receive and distribute attendance and minutes of SHER Committee (and, when in existence, sub-committee) meetings to the entire SHER membership in a timely manner. The Secretary shall also perform such other duties as may be assigned by the SHER Chairperson.

ARTICLE VI – MEETINGS SECTION 1 FREQUENCY: SHER shall meet quarterly for regular meetings unless

otherwise specified by the Chairperson. SECTION 2 SPECIAL MEETINGS: The Chairperson may schedule a Special Meeting

when necessary to carry out the duties of SHER. Additionally, upon formal request of at least four (4) members, the Chairperson shall schedule a special meeting within ten (10) business days and ensure meeting notices are distributed to the SHER body in accordance with the provisions listed in the By-Laws.

SECTION 3 COMMITTEE MEETINGS: Committees shall meet by any method at least

once quarterly. Additional meetings may be scheduled by the Committee Chairperson as necessary to complete projects.

SECTION 4 QUORUM: A quorum for all regularly scheduled and special called meetings shall consist of one-third of all Member Agencies Full Voting Representative

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or Associate Representative. Business of SHER will not be conducted without satisfying the quorum requirement. SECTION 5 LOCATION: The Committee meetings will be held at the location

specified by the Committee Chair. SECTION 6 AGENDA: Any member may request an item to be placed on the Agenda

during the next regularly scheduled meeting of SHER. If the Chairperson should decline to do so, a member may have the item placed on the Agenda by submitting it in writing to the Chairperson with supporting signatures of three (3) members.

During a scheduled SHER meeting, matters not appearing on the printed

Agenda may be added with a favorable vote. SECTION 7 RULES OF ORDER: The deliberations of all SHER meetings shall be

governed by Robert’s Rules of Order, newly revised. SECTION 8 NOTICE OF MEETING DATES AND TIMES: Meeting dates and times

will be distributed to the membership body for the entire year during the first month of the calendar year, along with tentative meeting locations, if possible. Notices regarding regularly scheduled meetings, special meeting and committee meetings shall be distributed to the body at least seven (7) business days prior to the scheduled meeting. The meeting notice will identify the date, time, location and agenda of the meeting for which the announcement is intended. In the event of a meeting cancellation, the body must be notified of the cancellation.

ARTICLE VII – VOTING SECTION 1 ONE VOTE: Each Member Agency, including the Chairperson, shall be

entitled to one vote. Associate Members shall not vote except when the Full Voting Representative is not present.

SECTION 2 PROXIES: One Associate Representative of the Member Agency shall be

allowed to vote by proxy only in the absence of the Agency’s Full Voting Representative. No other proxy votes shall be allowed.

SECTION 3 ABSTENTIONS: Member Agencies may register their abstention on any

vote and shall be reflected in the minutes. Abstentions are encouraged on matters which pose a conflict of interest.

SECTION 4 DETERMINATION OF ACTIONS: All final actions or policy recommendations shall require the simple majority approval of a quorum of the membership present at a scheduled meeting.

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ARTICLE VIII – AMENDMENTS These By-Laws may be amended or replaced upon a favorable vote of the SHER body during any scheduled meeting and provided that any proposed changes have been circulated to the body at least seven (7) business days prior to the scheduled meeting. ARTICLE IX – RATIFICATION PROVISIONS The Bylaws are duly adopted by SHER this 28th day of April, 2010 in Chatham County, Georgia. The signatures of those subscribing to these bylaws are set forth below. ______________________________________________________________________Chairperson, SHER Date Beth Reiter, Green-Meldrim House ______________________________________________________________________Vice Chairperson, SHER Date Dennis Jones, Chatham Emergency Management Agency ______________________________________________________________________Secretary, SHER Date Sherryl Lang, Julliette Gordon Lowe Birthplace

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