emergency response planning for small community water systems

Emergency Response Planning

for Small Community Water Systems

West Virginia Division of Homeland Security and Emergency Management

October 2015

Emergency Response Planning for Small Community Water Systems, WV DHSEM, May 2015

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This document is provided as a guide in development of a Community Water

System (CWS) Emergency Response Plan (ERP). The following emergency

response planning template is for small water and wastewater systems. The tool

will help small utilities meet the provisions for a plan under EPA and WV SB 373

guidelines. The document will assist you in creating, updating, and improving

your CWS ERP, allowing for a more resilient infrastructure, and enhancing the

ability of first responders to support the utility during an emergency. The tool is

divided into 5 sections with an accompanying fill-in-the-blank template. This ERP

tool will help develop the 8 core elements of an ERP, and will contain only the

basic information needed. Your ERP must be tailored to fit your CWS. This guide

is simply a tool to help you write your own plan.


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Table of Contents

Section 1. Overview and Purpose .................................................................. 3

Section 2. Specific Guidance ......................................................................... 6

2-1. System Specific Information ............................................................ 7

2-2. CWS Roles and Responsibilities ..................................................... 10

2-3. Communication Procedures: Who, What, and When .................... 12

2-4. Personnel Safety ........................................................................... 22

2-5. Identification of Alternate Water Sources ..................................... 28

2-6. Repair, Resupply, and Equipment on Hand ................................... 35

2-7. Property Protection, Action Plans ................................................. 39

2-8. Water Sampling and Monitoring ................................................... 48

Section 3. Certificate of Completion ........................................................... 50

Section 4. References .................................................................................. 52

Section 1


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Overview and Purpose

The drinking water protection act (PL 107-188, referred to as the Bioterrorism Act) requires a

Community Water System (CWS) to monitor and protect the infrastructure and water that provides safe

and reliable drinking water and wastewater service to a community. The Emergency Response Plan

(ERP) is a plan that describes the actions that a CWS would take in response to various major events.

This template is for a CWS serving a population of 3,300 or less in developing an ERP.

“A major event refers to:

Credible threats, indications of terrorism, or acts of terrorism

Major disasters or emergencies such as hurricanes, tornadoes, storms, earthquakes, fires, flood,

or explosion regardless of cause

Catastrophic incidents that leave extraordinary levels of mass casualties, damage, and disruption

severely affecting the population, infrastructure, environment, economy, and government

functions” (EPA 816-R-04-002 April 2004)

“Protecting public health is the primary goal of community drinking water systems, and having an up-to

date and workable ERP helps achieve this goal in any crisis situation. A “small and medium-sized” CWS

serves a population from 3,301 to 99,999. The Bioterrorism Act amends the Safe Drinking Water Act

(SDWA) by adding, among other requirements, section 1433. Section 1433(b) requires community water

systems serving populations greater than 3,300 to either prepare or revise an ERP that incorporates the

results of a Vulnerability Assessment (VA). A small CWS providing service to 3,300 or less is not required

to perform a VA. However, it is recommended that an assessment be performed.

The ERP must include “plans, procedures, and identification of equipment that can be implemented or

utilized in the event of a terrorist or other intentional attack” on the CWS. The ERP also must include

“actions, procedures, and identification of equipment which can obviate or significantly lessen the

impact of terrorist attacks or other intentional actions on the public health and the safety and supply of

drinking water provided to communities and individuals.” (EPA 816-R-04-002 April 2004)

Whether you are beginning to develop your ERP, or if you have an existing ERP, it must consist of these 8

core elements:


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1. System Specific Information

2. CWS Roles and Responsibilities

3. Communication Procedures: Who, What, and When

4. Personnel Safety

5. Identification of Alternate Water Sources

6. Replacement Equipment and Chemical Supplies

7. Property Protection

8. Water Sampling and Monitoring

This template will assist you in developing an ERP or checking if your existing ERP is comprehensive and

complete. This ERP tool will help develop the 8 core elements of an ERP, and will contain only the basic

information needed; your ERP must be tailored to fit your Community water system.

Beginning Development or Revising an ERP:

Developing or revising the water system ERP will require a review of the system and the community it

serves, as well as developing a list of partners and resources that will be involved in mitigating the

effects of an emergency:

a. Review of the Water System. Small system ERP’s will be based on the complexity of the infrastructure

and the area it serves. For small rural systems, technical data and system specific information of the

infrastructure and facility may be based on historical knowledge and known only by a few individuals

operating the system. In such cases, an ERP must be used to document this historical data as much as

possible.

b. List of Partners and Resources. The water system must develop a detailed list of who will respond to

an incident with a by name contact list. Also, the water system must document all equipment on hand

to respond to an incident, as well as emergency contacts for contractors that will perform repairs during

the recovery process.

c. Community Notification and Communication. Recovery and return to normal operations must be

communicated in a manner that clearly identifies the affected area, what the emergency is, and

consequences of the emergency, as well as what steps the community should take to speed the

recovery and minimize public health risks from unsafe drinking water during the event.

Example of a small system ERP

Water Utility

Emergency Response Plan

ERP


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Section 2

Specific Guidance

1. System Specific

Information

2. CWS Roles and Responsibilities

3. Communication

Procedures

4. Personnel Safety 5. Identified

Alternate Water

Sources

6. Replacement

Equipment & Chemical

supplies

7. Property

Protection

8. Water Sampling

and Monitoring System Specific

Action Plans

Electrical

Failure

Facility

Fire

Water

/Sewer Main

Break

Drought Earth

Quake

Extreme

Cold/Winter

Storm

Extreme

Heat

Flooding

Hurricane Tornado Wild Fire Contamination


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Developing your ERP will take a lot of time and effort. The purpose of this ERP template is to make the

task easier and create a plan that works for your CWS. The ERP template is just a guide. Your ERP plan is

a living document that you will modify and update as the system and the community changes. The

format is intended to be modified in a way that works for your CWS – add, remove, or rearrange

sections to develop the best plan for your CWS. You may also use a completely different format for your

plan.

This template, when completed, will create the “basic ERP Plan”. The completed plan will be in a logical

sequence for ease of use if there is an emergency. It is recommended that the plan follow the format in

the EPA referenced documents.

This document will contain sensitive information about your CWS. Make sure to keep it stored in a safe

and secure location. It is recommended you have one copy stored on-site and one off-site. The

documents should be readily available to those responsible for managing an event for your CWS.

This template will help meet the requirement for developing an emergency response program for your

CWS serving a population of 3,300 or fewer. Other methods or formats are available to meet the ERP

requirement. A vulnerability assessment for your CWS is not required. However, it is recommended

that you log onto the VSAT 6.0 (Vulnerability Self-Assessment Tool) and determine your CWS’s

vulnerabilities. This will enhance your ERP and make the CWS more resilient.

http://water.epa.gov/infrastructure/watersecurity/techtools/vsat.cfm

It is your responsibility to ensure that the CWS ERP meets the requirements for an emergency plan and

that the plan will adequately minimize the effects of an event while protecting the users of your system

and the employees of the CWS.

Name, Title, of person

responsible for updating the

CWS ERP

Address

_______________ Phone

_______________ Cell

_______________ Pager

------------------------- email

2-1. System Specific Information



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This section of the ERP template will provide critical information that will be immediately needed in case

of an emergency. It defines general information about the system. In any emergency involving the CWS,

communication with the community is a priority. Also, the news media will be involved at some point.

It is important to designate one individual familiar with the CWS and the ERP as the spokesperson for

the CWS.

A. System Identification, Name

and Number by WV DHHR

records

B. System Name and Address:

The physical addressed used by

the 911 system to locate the

facility, GIS location data is

recommended

C. Directions to the System:

From a known point (easily

recognizable by day or night)

D. Description of System, System Facilities. Facility: If no “as-built” drawings exist of water/wastewater plant, then sketch the facility with locations of key buildings, critical equipment, materials, chemicals, and any “need to know” information that will assist first responders at the treatment facility. System Description should include the following: To be completed over time as the ERP is updated and improved.

Provide description of process used for water/wastewater treatment as reported to WV DHHR for record

Pumping/lifting stations locations with GPM, Pressure, Voltage

Booster pump stations with GPM, Pressure, Voltage

Storage tank locations with normal storage in gallons

Check/control valves and locations

Special Equipment specifications – pumps, valves, controls systems, operating instructions

Emergency generator – Locations, size needed and type connection

Supervisory Control and Data Acquisition – type and what systems it controls

Communication system used by CWS with frequencies of radios if used

On site chemicals

All interconnections with other systems – Key part of the CWS WARN plan

Key system information for requesting assistance:


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What are the total production/processing capacities of

the system?

Gallons per day =

What is the total storage capacity of this system?

Storage Capacity Gallons =

What is the average daily demand of this system?

Daily Demand Gallons per day =

What is the maximum daily demand of this system?

Max Demand Gallons per day =

Estimated Available Water – Daily Demand

(divide total storage capacity by average daily demand)

Available Water Days =

E. Population Served and

Service Connections: Provide a

system map of mains,

connections, pressures, flows,

area served

________ people

________ connections

F. System Owner.

List of all employees with

duties, responsibilities and

contact number.

Name

____________ phone

Daily duties and responsibilities



contact number.

Name

____________ phone




contact number.

Name

____________ phone




contact number.

Name

____________ phone



duties, responsibilities and Name

____________ phone



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contact number.



contact number.

Name

____________ phone




contact number.

Name

____________ phone




contact number.

Name

____________ phone




contact number.

Name

____________ phone




contact number.

Name

____________ phone


2-2. CWS Roles and Responsibilities


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This section of the ERP template will designate a primary and alternate Emergency Response (ER) Lead.

The ER Lead will be the individual responsible for implementing the ERP plan, and will be the decision-

maker during the emergency. The ER Lead will be responsible for managing staff, resources and

communications. The ER Lead will also determine priorities of work and appropriate response actions

needed to restore the system to normal operations. The ER Lead will also be responsible for

coordinating all first responder response. The primary and alternate ER Lead should be heavily involved

in development of all emergency plans.

The alternate ER Lead will have the same duties and responsibilities, and will become the ER Lead if the

primary is not available.

The primary and alternate ER Lead must be reachable 24 hrs a day, seven days a week. Each should be

familiar with the ICS (Incident Command System), and take the online training identified in the training

section of this template.

This section will also create a clear command structure for the CWS. This command structure will

identify key personnel and their roles and responsibilities during an emergency.

Primary and Alternate Emergency Response Lead

Primary ER Lead:

Name

Physical address: ----------------------- Work Phone

----------------------- Personal Phone

----------------------- email

------------------------ Radio

------------------------ Pager

Alternate ER Lead:

Name


----------------------- Personal Phone

----------------------- email

------------------------ Radio

------------------------ Pager

The command structure should be briefed to all personnel on the list. The first person named on the

following list will become the ER Lead in the event that the ER Lead primary and alternate are


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unavailable. A CWS may choose to form an ER team from the command structure that will assist the ER

Lead primary/alternate during an emergency.

CWS Personnel Command Structure with Responsibilities during an Emergency

1. Name and Title: ------------------- Phone Work

------------------- Phone Personnel

Duties and responsibilities

ER Lead if ER Primary and Alternate

are unavailable, leads CWS ER team,

community volunteers (if formed)




Example -

(coordinate contract repair support)




Example -

(coordinate priority of work)




Example -

(emergency event records custodian)




Example -

(purchasing, insurance notification,

reimbursements tracking)

6. Names and Title: ------------------- Phone Work



(CWS personnel with critical skills

needed during a emergency, when

and where to report)

*** A small CWS may consist of as few as two personnel that manage and operate the CWS. In these

cases, it is recommended that the CWS enlist the help of a local (Small to Medium) CWS or its customers

and develop a voluntary group that will assist the CWS in an emergency. ***

2-3. Communication Procedures: Who, What, and When


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The CWS ERP is used to clearly identify roles and responsibilities of those tasked with communicating

with the CWS personnel, customers, service providers (electrical power provider, EMS, Law

Enforcement, etc.), non-CWS entities such as the news media, the general public, public/private

organizations and informal communications such as text messaging, instant messaging, E-mail, social

media, digital audio or digital video.

The ERP must contain contact information on when and how all appropriate entities will be contacted.

At a minimum the contact information should include name, title, organization, mailing address, e-mail

address, phone numbers - landline and cellular, pager number, and radio number and frequency if

available.

The ERP also must outline communication procedures for a major event that disables normal channels

of communication. The communication plan must use a “fail-safe” form of communication that will

allow the ERP Response Lead and alternate to communicate with key individuals and organizations

during a major event.

a. Internal Notification List: The ER Lead and Alternate should be numbers one and two on the list to be

contacted at the onset of an event. It is critical the ER Lead is notified as soon as possible to speed the

recovery process and minimize the service interruption. The remainder of the list should include the ER

team if your CWS forms one, CWS owners and management, and CWS personnel that have

responsibilities during an emergency. Contacting CWS personnel not required to report during an

emergency is essential to ensure no one is exposed to unnecessary hazards. A recommended order of

notification is:

1. ER Lead and Alternate

2. CWS Owner, CWS Command Structure, CWS ER Team – (if formed), and CWS Personnel with

Responsibilities during an Emergency

3. CWS Personnel Contact List

Example of a small CWS ERP Internal Contact List

1. Primary ER Lead:

Name


----------------------- Personal Phone

----------------------- email

------------------------ Radio

------------------------ Pager

2. Alternate ER Lead:

Name


----------------------- Personal Phone

----------------------- email

http://en.wikipedia.org/wiki/Text_messaging

http://en.wikipedia.org/wiki/Instant_messaging

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/Digital_audio

http://en.wikipedia.org/wiki/Digital_video


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------------------------ Radio

------------------------ Pager

3. Owner: Notification of an emergency




ER Lead if ER Primary and Alternate

are unavailable, leads CWS ER team,

community volunteers (if formed)

CWS Management

Name and Title:

------------------- Phone Work



Example -

(coordinate contract repair support)

CWS Management

Name and Title:

------------------- Phone Work



Example -

(coordinate priority of work)

CWS Management

Name and Title:

------------------- Phone Work



Example -

(emergency event records custodian)

CWS Management

Name and Title:

------------------- Phone Work



Example -

(purchasing, insurance notification,

reimbursements tracking)

Vital CWS Personnel

Names and Title:

------------------- Phone Work



(CWS personnel with critical skills

needed during an emergency, when

and where to report)

List of all employees and

contact number: Name

____________ phone

Notification of when to return to

work



____________ phone


work

List of all employees and Name Notification of when to return to


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contact number: ____________ phone work



____________ phone


work

b. External Non-CWS Notification: First responders, critical CWS customers (Hospitals, Senior

Residential Housing, and Industry) and the affected community must be contacted in the event of an

emergency. The external non-CWS notification list consists of who will be contacted and at what point

during an event the CWS customer will be informed of the emergency. Also, the ERP must identify who

will be performing the notifications.

When developing the prioritized notification list for your ERP, special consideration must be given to

CWS customers whose operations are dependent on water. Below are examples of CWS customers that

should be given priority notification:

Hospitals

Clinics/Medical Facilities (dialysis, special medical needs)

Senior Living Facilities

Child Care Centers

Restaurants

Schools and Facilities that will be used as shelters

Commercial/Industrial Facilities that require water – (food processing, pharmaceutical, etc)

Elected Officials – (Mayor, County Commissioners, etc.)

Prisons

Regional Jails

Example of a Small CWS ERP Notification List

External Non-CWS Notification List for First Responders/State/Federal/Other Systems Organization or Title Name Contact Responsible for


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Department Information Contacting/Communication County EOC _________Phone

_________Cell _________Email _________Radio

CWS ER Lead

Local Law Enforcement

_________Phone _________Cell _________Email _________Radio

CWS ER Lead

Local Fire Departments


CWS ER Lead

Emergency Medical Services


CWS ER Lead

Regulatory Agency State/Federal

DHHR


CES ER Lead

Regulatory Agency State/Federal

DEP


CWS ER Lead

Agency State/Federal

DMAPS


CWS ER Lead

Agency State/Federal

State Police


CWS ER Lead

Interconnected Water System


CWS ER Lead

Neighboring Water System (Not Connected)


CWS ER Lead

Power Company _________Phone _________Cell _________Email _________Radio

CWS ER Lead

During an emergency, normal lines of communication may be disrupted. Alternate fail-safe forms of communication should be established with special procedures for communication with all parties to ensure a timely response and notification of CWS customers. The CWS must provide timely and accurate information to ensure a smooth response and return to normal operations. Complete and accurate information will reduce the apprehension of CWS customers, reducing stress on CWS staff, emergency response and repair personnel.

Others State Representatives


Information/Notification Spokesperson

County Commission _________Phone Information/Notification


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_________Cell _________Email _________Radio

Spokesperson

Mayor _________Phone _________Cell _________Email _________Radio


City Council _________Phone _________Cell _________Email _________Radio


CWS Information/Notification Spokesperson is responsible for notifying and maintaining appropriate communications with local and state government.

Example of a Small CWS ERP Priority Customer Notification List

External Non-CWS Notification Priority Customer List Organization or

Department Title Name

Contact Information

Responsible for Contacting

Hospitals _________Phone _________Cell _________Email _________Radio


Clinics – Dialysis, Specialty Treatment, Public Health, etc.



Doctors Offices – Medical, Dental, Eye, etc.



Extended Care Facilities



Senior Living Facilities _________Phone _________Cell _________Email _________Radio


Customers requiring potable water for medical reasons for the care of patients or the elderly are immediate notification customers during an emergency. These customers will also be given immediate notification for boil water orders and are the first to be supplied with an alternate water source.

Day Care Centers _________Phone _________Cell _________Email _________Radio


Restaurants _________Phone _________Cell _________Email _________Radio


Public/Private Schools

_________Phone _________Cell _________Email



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_________Radio

Public/Private Colleges _________Phone _________Cell _________Email _________Radio


Industrial – Food, Agriculture, etc.



Day Care Centers / Schools / Colleges /Industrial are priority customers and should be notified after “immediate notification customers” have been contacted and advised to follow their plans and procedures for a “no water” emergency or “boil water” advisory.

Wastewater Treatment Facility



Prison/Jails _________Phone _________Cell _________Email _________Radio


Prisons/jails and industrial customers are to be notified as soon as possible and advised to follow their plans and procedures for “no water” emergency or “boil water” advisory.

Retail – Grocery, supercenter/discount retailers, etc.



Grocery, supercentre/discount retailers should be contacted to anticipate CWS customers’ increase in purchasing of packaged water and to follow their plans and procedures for “no water” emergency or “boil water” advisory.

*** Your CWS priority customer list will be unique to your system, and may have only one or no

priority customers. If your CWS has priority customers, notification priority must be established

along with fail-safe forms of communication. Your CWS fail-safe communication method may be

to drive to the CWS customers’ locations and notify them. ***

Communication with the public and the media should be a priority of the CWS. How the CWS

communicates with its customers and the media sets the mood of the response. A well communicated

and thought out message with accurate and timely information will allow the widest coverage and will

be most effective method for ensuring the safety of the CWS customers and its employees.

Example of a Small CWS ERP Identification of who will Perform External Notification


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Primary Information/Notification Spokesperson - Name, Title, and Phone/email of Person Responsible for communications with the Federal, State, Community, News Media, etc. for the CWS

Name:

Address:

_______________ Phone

_______________ Cell

_______________ Pager

_______________ Email

Alternate Information/Notification Spokesperson - Name, Title, and Phone/email of Person Responsible for communications with the Federal, State, Community, News Media, etc. for the CWS

Name:

Address:

_______________ Phone

_______________ Cell

_______________ Pager

_______________ Email

Public/Media/Social Media Notification Example

Public/Media/Social Media Notification List Organization or

Department Title Name

Contact

Information

Responsible for

Contacting

Newspaper - Local _________Phone

_________Cell

_________Email

_________Radio

Information/Notification

Spokesperson

Newspaper –

Regional/State/Tribal

_________Phone

_________Cell

_________Email

_________Radio


Spokesperson

Radio Stations _________Phone

_________Cell

_________Email

_________Radio


Spokesperson

TV Stations _________Phone

_________Cell

_________Email

_________Radio


Spokesperson

Social Media Facebook,

Twitter, etc.


Spokesperson


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*** “Effective public and media communications is a key element of your ERP. You should designate in

advance who the CWS spokesperson will be during a major event. The spokesperson should be someone

who is knowledgeable and credible, has good communication skills, and, if possible, is not a key person

needed for implementing ERP response actions during the major event. In communicating with the

media, the lead spokesperson may be someone external to the CWS if another organization has taken

over the role of lead agency or Incident Commander (e.g., a representative from the health department

or the State Drinking Water Primacy Agency). You should consider having both field and office staff

respectfully defer questions to the designated spokesperson.” ***

Office of Water (4601M) EPA 816-R-04-002 http://www.epa.gov/safewater/security April 2004

The following examples and recommendations for communication with the Media/Social Media are

from the “Emergency Response Plan Guidance for Small and Medium Community Water Systems to

Comply with the Public Health Security and Bioterrorism Preparedness and Response Act of 2002”

Office of Water (4601M) EPA 816-R-04-002 www.epa.gov/safewater/security April 2004

Developing a public communications strategy is a lot of work. Your CWS must meet the requirements of

the 1996 Safe Drinking Water Act (SDWA) amendments. Many of the suggestions on developing and

implementing a public communication strategy are excerpts from the “Public Notification Handbook”

Office of Water (4601M) EPA 816-R-00-010

http://water.epa.gov/lawsregs/rulesregs/sdwa/publicnotification/upload/PNrevisedPNHandbookMarch

2010.pdf March 2010

Developing a Public Communications Strategy:

Designate a spokesperson and any alternate spokespersons (should the main spokesperson be

unavailable)

Organize basic facts about the CWS and the situation the CWS is facing that are clear, brief, and

accurate

Messages must be carefully planned and delivered by the appropriate officials and organizations

– (The Incident Commander and the CWS must work together to ensure a unified message)

Messages must be targeted toward the CWS customers

The CWS must have multiple methods for posting messages including Social Media to reach the

maximum number of CWS customers as possible

Any decision to issue a public notification should be made in consultation with DHHR

Your CWS should make contact with DHHR and establish a clear line of communication and 24/7

contact information

Do not use technical or scientific terms during a press release or in notices

Develop a relationship with the local media before a major emergency

o Tips for working with the Media

Be up front

Answer all questions – As necessary, provide written responses

http://www.epa.gov/safewater/security


http://water.epa.gov/lawsregs/rulesregs/sdwa/publicnotification/upload/PNrevisedPNHandbookMarch2010.pdf

http://water.epa.gov/lawsregs/rulesregs/sdwa/publicnotification/upload/PNrevisedPNHandbookMarch2010.pdf


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“I will have to check” is an answer to use when you do not have the answer – report

back in a timely fashion with the information

Provide sources for additional information – Federal/State agencies

Help the media meet their deadlines by providing information in a timely manner

Be open and not defensive when answering questions

Develop relationships with local organizations to ensure that CWS customers with hearing or

vision issues are contacted

Press releases should indicate that bottled water provided by the CWS meets the Food and Drug

Administration or DHHR safety standards

Determine the best communication delivery systems and methods for your CWS and test them

on a regular basis

Develop Notices before an emergency – See the Examples from the “Emergency Response Plan

Guidance for Small and Medium Community Water Systems to Comply with the Public Health

Security and Bioterrorism Preparedness and Response Act of 2002” Office of Water (4601M)

EPA 816-R-04-002 http://www.epa.gov/safewater/security April 2004

See WVDHHR Manual of Environment Health Procedures DW-23 and DW-37 for example public

health notices to develop your CWS messages.

http://www.epa.gov/safewater/security%20April%202004


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2-4. Personnel Safety

Your CWS should follow the standard Occupational Safety and Health Administration (OSHA), Spill

Prevention Control and Countermeasures (SPCC), Risk Management Program (RMP), and State

procedures to define your CWS safety procedures. CWS personnel should understand when to evacuate

and when and how to use Personal Protective Equipment (PPE) and Safety Data Sheets (SDS) that are

rapidly available. Additional safety information should be in a centralized location for chemical-specific

hazards at your CWS. Your CWS should consult with the WVDEP on spill procedures.

Below is an example of a small CWS Emergency evacuation plan.

Office of Water (4601M) EPA 816-R-04-002 www.epa.gov/safewater/security April 2004

Evacuation Procedures:

On hearing an alarm or being told to evacuate the building or work area, IMMEDIATELY

CEASE ALL ACTIVITY:

o Shut off equipment/process that may become hazardous or suffer damage if left

unattended – only if possible

o Secure personal items – only if possible

o Secure important documents in a fire/water resistant location/container – only

if possible

o Start computer backup of important electronic documents to external site or

backup drive in a fire/water resistant location – only if possible

o Assist personnel with disabilities to the evacuation assembly area

o Assist with evacuation if directed - only if safe to do so

o Move calmly to the evacuation assembly area

o Do not use elevators or lifts during an evacuation

o Account for all personnel once assembled at the evacuation assembly area

o Follow the instructions of first responders

o Do not return to building/work areas until given the all clear by first responders

and CWS Emergency Response Lead



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Evacuation Routes and Exits: Designate primary and secondary evacuation routes and ensure they are

clearly marked, has emergency lighting, unobstructed at all times, and unlikely to expose evacuating

personnel to additional hazards.

Elements to Show on Your Evacuation Map:

The basic layout of the property including walls and doors. Show the outside of the property

as well because you need to indicate a marshal or congregation area for people to go to in the

event of an emergency.

The starting point. This is the location of the map (and therefore the person reading it). Make a

large red dot and label it “You Are Here”.

The compass. Show a basic compass in the corner of the map indicating the direction of North

with the letter “N”.

Exit points. Highlight the exterior doors and label them as “Exit” on your map. These exit points

need to be clear and accessible at all times. They also should not be locked in a way that

requires a key to open them when exiting.

The assembly area. This is the place where evacuees should meet. It should be a safe distance

away from the building to provide adequate protection from fire and any onsite hazards such as


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chemicals or explosive materials. Draw the assembly area on your map using a red circle and

label it “Assembly Area/Meeting Place”.

Fire extinguishers. Use a small fire extinguisher icon and the label “Fire Extinguisher” to show

the location of all the extinguishers on your map. If there’s a firefighting station on the

property, show that as well and label it “Fire Station”.

First aid kits and stations. Use a blue cross and the appropriate labels to show the location of

first aid kits and first aid rooms.

Other important elements. You can also show certain things such as eyewash stations,

stairways that lead out of the building, and other safety stations that might be specific to your

industry or business.

Assembly Areas and Accountability: Obtaining an accurate account of personnel at the assembly area is

necessary to ensure everyone is safe. Failure to account for all personnel will result in first responders

performing unnecessary searches, taking away from their ability to perform necessary response

activities. Designate office/floor/building/work area/job site gathering locations within the assembly

areas where personnel should gather after an evacuation. Specify who will take a head count and

report to first responders and CWS Emergency Response Lead that all personnel are accounted for. If all

personnel you are responsible for are not accounted for, inform the first responders and the CWS

Emergency Response Lead and the location of the office/building/work area/job site you are responsible

for.

Accountability Procedures for Responsible Person at the Assembly Area:

Designate your office/floor/building/work area/job site gathering location in the assembly area

Account for personnel you are responsible for by name and visually identify them

Identify anyone needing medical attention and alert first responders

Appoint an assistant to take accountability if you are not present and to assist while you report

the status of personnel to first responders and CWS Emergency Response Lead

If a person is not present, ask if anyone knows their location – i.e. “left early for a doctor’s

appointment”

Report all accounted for by name or who is not accounted for by name and last known location

– i.e. “last seen in the lunch room” to first responders and CWS Emergency Response Lead

Assembly Area Accountability Office/Floor/ Office/Floor/Building Name of Person Contact Information - By name list for head


25

Building/Work

Area/Job Site

/ Work Area/Job Site

Volunteer Aides for

Person with

Disabilities and who

they will assist

Responsible for

Accountability at

Assembly Area

Person Responsible

for Accountability at

Assembly Area

count

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

Training and Information: Train staff and personnel in evacuation, shelter, and other safety procedures.


26

Emergency Procedure Training Date of

Emergency

Procedure

Training – CWS

performs

training

Quarterly

Name of

person/organization

performing the

training

Contact

Information

By name list of who

was trained and

certification awarded –

i.e. CPR card

Topic covered:

Assembly Area

Procedures, First Aid,

Evacuation

Procedures, AED

operation, Use of PPE,

ETC.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

_________Phone

_________Cell

_________Email

_________Radio

1.

2.

3.

4.

5.

6.

Emergency Equipment: Consider developing written procedures for using and maintaining your

emergency response equipment. This should apply to any emergency equipment relevant to a response

involving a toxic chemical, including all detection and monitoring equipment, alarms and


27

communications systems, and Personal Protective Equipment (PPE) not used as part of normal

operations.

Office Emergency Equipment

Equipment Model

Chemical

Monitored/Provides

Protection From

Date last

inspected/calibrated

Operation/Quick Start

Instructions

Alarm Chlorine – CL2 Flow Chart on Face of

Detector

Respirator Chlorine – CL2 Operation instructions

on case

Escape Hood Fire/Smoke Operation instructions

on case

Office Shelter in

Place Kit

NA Operation instructions

in case

Office Disaster

Kit


in case

Office

Emergency

Radio


on case

**** FEMA provides guides for business preparedness ****

http://www.fema.gov/media-library/resources-documents/collections/357

First Aid: Discuss proper first aid and emergency medical treatment for employees and others who are

onsite at the CWS. This should include standard safety precautions. Also, indicate who is likely to be

responsible for providing the appropriate treatment (i.e. an employee with specialized training).

http://www.fema.gov/media-library/resources-documents/collections/357


28

Medical Emergency Procedures:

1. In case of a medical emergency call 9-1-1 and request assistance. Provide the following

information:

Number and Location - office/floor/building/work area/job site

Nature of injury or illness and number affected

Hazards involved - electric shock hazard, inhalation hazard, etc.

Safest entrance into location for expedient access to the affected

2. List of Personnel Trained to Administer First Aid, CPR, or use Automated External Defibrillator

(AED)

Emergency Procedure Training Name First Aid CPR AED Contact Information

_________Phone

_________Cell

_________Email

_________Radio

_________Phone

_________Cell

_________Email

_________Radio

2-5. Identification of Alternate Water Sources

Your CWS must quickly determine what type of outage is taking place and the appropriate actions needed to return to normal operations. Your CWS must consider the amount of water needed to supply the customer for outages of short-term (hours to days) or long-term (weeks to months).


29

Short-term outages can be caused by power outage, equipment failure, contamination and main

breakage. Long-term outages can be caused by natural disasters that destroy parts of the system or the

complete system. Each will require the CWS to issue a public health notice such as “boil water”, “do not

drink”, or “do not use”. These orders must identify the affected area, the problems, and the expected

duration of the public health notice. Your CWS must work closely with WV DHHR in determining what

public health notice will be issued. See WVDHHR DW-23 for example public health notices for

development of your CWS messages. For planning purposes, the following information can be used to

determine alternate water sources:

a. Boil Water Notice – An alternate water source is optional. A limited number of water

distribution points may be established until the public health notice is lifted.

b. Do Not Drink Notice – An alternate water source must be established. The alternate water

source must provide your CWS customers in the affected area with a sufficient supply of water

for daily use. This includes any activity that will involve consumption of water, food preparation,

emergency medical needs, etc. The suspect water can be used for other activities such as fire

fighting that do not involve ingestion, food preparation or medical needs.

c. Do Not Use Notice – Prohibits use of water for all activities to include fire fighting, industrial

processes, etc. This type of notice will require your CWS to identify alternate water sources to

support water consumption, hygiene, medical, industrial and emergency activities. This type of

notice will require your CWS to provide the total daily need to the affected customers.

Guidelines for Estimating Water Consumption:

Your CWS should establish Mutual Aid Agreements/Understandings with volunteer agencies, other

CWS’s and private companies that can provide bulk water during an outage. Also, your CWS should

identify water sources for firefighting and other activities such as rivers, lakes, and ponds that are easily

accessible during the outage. Your alternate water source lists must contain contact information,

location, time to deliver, and amount of water that can be supplied:

Alternate Water Source - Bottled Water

Supplier Location Water to

be Picked up

Time to

Delivery Amount Name of Person to

activate

Contact

Information


30

MOU/MOA/Request

Support

Local

Volunteer

Organization

4 hrs after

request

10,000

bottles

_________Phone

_________Cell

_________Email

_________Radio

Outside

Volunteer

Organization

12 hrs

after

request

10,000

bottles per

week

_________Phone

_________Cell

_________Email

_________Radio

Local

Retailer

24 hrs

after

notification

10,000

bottles per

24 hours

_________Phone

_________Cell

_________Email

_________Radio

Local

Retailer

24 hrs

after

notification

50,000

bottles per

24 hours

_________Phone

_________Cell

_________Email

_________Radio

State – WV

DMAPS,

other

72 hrs

after

notification

Determined

by size of

affected

area

_________Phone

_________Cell

_________Email

_________Radio

Federal -

FEMA, other

72 hrs

after state

notification

Determined

by size of

affected

area

_________Phone

_________Cell

_________Email

_________Radio

**** All bottled water will be proven bacteriological safe and will comply with WV DHHR drinking water

standards and the National Primary Drinking Water Regulations from US EPA at

http://water.epa.gov/drink/contaminants/index.cfm ****

Alternate Water Source – Bulk Water Transport

Supplier Bulk Water –

Hauled Water/via Time to Amount Name of Person to

activate Contact


31

Pipeline Delivery MOU/MOA/Request

Support

Information

Transport

Service

Certified Potable

water hauler –

8000 gallon tankers

24 hrs

after

request

2 Tankers

per 5 days

_________Phone

_________Cell

_________Email

_________Radio

Neighboring

CWS

Certified Potable

water hauler –

8000 gallon tanker

24 hrs

after

request

1 Tanker per

2 days

_________Phone

_________Cell

_________Email

_________Radio

Local

Transport

Service

Certified Potable

water hauler –

1000 gallon

containers

12 hrs

after

request

5 containers

per day

_________Phone

_________Cell

_________Email

_________Radio

State – WV

DMAPS,

WVNG, other

Certified Potable water hauler – 8000, 4000, 400 gallon tankers

72 hrs

after

notification

Determined

by size of

affected

area

_________Phone

_________Cell

_________Email

_________Radio

Federal -

FEMA, other

Certified Potable water hauler – 8000, 4000, 1000, 400 gallon tankers

72 hrs

after state

notification

Determined

by size of

affected

area

_________Phone

_________Cell

_________Email

_________Radio

***** The following recommendations are for your CWS in planning bulk water usage. The

recommendations do not supersede federal/tribal/state/county/city requirements for transporting bulk

water for consumption. Your CWS must work closely with WV DHHR and WV DOT in monitoring bulk

water transportation for use by the CWS customer. See WVDHHR Manual of Environment Health

Procedures DW-27 for established requirements for portable water haulers*****

Recommendations for CWS Policies Pertaining to Hauling Bulk Water:

Source

1) Water will be obtained from a regulated public water system, or a purification system approved by

WV DHHR. Equipment used to transport bulk drinking water will meet all WV DOT requirements.

2) All transported water will be proven bacteriological safe and will comply with WV DHHR drinking

water standards and the National Primary Drinking Water Regulations from US EPA at

http://water.epa.gov/drink/contaminants/index.cfm


32

3) Water will be obtained from predetermined points of access from a regulated public water system, or

a purification system approved by WV DHHR. Information about the point of access (e.g., location,

frequency of use) will be submitted to the CWS and WV DHHR prior to its use. The water should be

withdrawn from a regulated public water system treatment plants bulk water fill point and not from fire

hydrants or dead-end lines.

4) All water tanker supply valves must be in good condition, lockable, and must not leak.

Handling of Equipment

1) A bulk water container used for hauling other than potable water will not be used, and will not be

approved for use, unless its prior use and reconditioning is documented. This documentation must

indicate that the container does not pose a public health risk, and the use of the reconditioned

container is approved by WV DHHR and WV DOT.

2) All tankers shall be clearly marked with a sign “Drinking Water Only”

3) A protected vent must be provided for each tanker to assure negative pressures do not occur during

delivery which might create a potential for backflow.

4) A covered opening of sufficient size to enable the inside of the tank to be cleaned and inspected.

5) All the water contact surfaces shall be smooth, impervious and free of corrosion. Coatings must be

non-toxic and of a type that will not flake off in the water. Only non-toxic coatings approved by WV

DHHR and WV DOT may be used on the water contact surfaces.

6) The water hose must be for drinking water only, must be clearly marked “Drinking Water Only” and

stored in a way that contamination during transport cannot take place. Any other equipment used

besides hoses such as extension pipes must be cleaned with proper disinfection methods and stored in a

way that contamination during transport cannot take place.

7) The hoses must be made from materials suitable for drinking water use, such as those materials used

for RVs and boats.

8) Bulk water haulers must clean, disinfect, and maintain the water hauling container/hoses/extension

pipes after each delivery. A log book to document each delivery, cleaning, disinfection, and sampling

event is recommended. The log book must be made available to the CWS, local health department, and

WV DHHR personnel that inspect the equipment.

9) No unsecured bulk water hauler will have water stored in the water hauling container overnight for

delivery the following day.


33

Alternate Water Source – Bulk Water Interconnection

Supplier Bulk Water – Hauled

Water/via Pipeline

Time to

Delivery Amount

Name of Person to

activate

MOU/MOA/Request

Support

Contact

Information

Neighboring

CWS

8 in main 4 hrs after

request

2000 gpm _________Phone

_________Cell

_________Email

_________Radio

***** Interconnection of water systems requires an “Interconnection Plan” between the participating

CWS parties. ****

Additional Planning for Short-Term/Long-Term Outage:

1. Alternate Power Source

Is Your Water or Wastewater System Prepared? What You Need to Know About Generators.


34

http://www.epa.gov/region1/eco/drinkwater/pdfs/WaterWastewaterSystemGeneratorPreparedness.pdf

Example of an Alternate Power Source

Alternate Power Source – Generators

Location

Size of Generator

Needed/special

connection

requirements

Time to

Delivery

Hrs of

Operation

before

refueling

Name of Person to

Request Generator

Contact

Information

Main

Treatment

Plant

1000 KW –

Disconnect box on

side of building

O hrs – on

site

10 hours _________Phone

_________Cell

_________Email

_________Radio

Pump/Lifting

Station #1

300 KW – PF 600

Amp plug

8 hrs –

after

request


_________Cell

_________Email

_________Radio

Pump/Lifting

Station #2 ~

remote site,

will need

rough terrain

transport

500 KW - – PF 600

Amp plug

12 hrs –

after

request


_________Cell

_________Email

_________Radio

2. Water Conservation

With your public health notice due to an outage, a water conservation message with measures to be

taken by the CWS customers during the event must be issued. For example, if a major event causes a

reduction in service, you could reduce water usage by advising customers not to do laundry, run the

dishwasher, or water the garden, and to limit the duration of showers for the expected time of the

outage. As part of the CWS long-term outage planning for a “do not use” notice, the CWS should advise

consumers to maintain an emergency supply of water, such as bottled water, in their homes at all times.

3. MOU/MOA – Record of MOU/MOA for an Alternate Water Supply

MOU/MOA – Bulk Water

Organization/Name MOU/MOA Contract Date of Agreement Contact Information



35

of person to

contact

Name

_________Phone

_________Cell

_________Email

4. Alternate Water Supply for Hospitals

If your CWS provides water to a hospital or other type of medical facility, the CDC provides guidance on

developing an alternate water supply.

Emergency Water Supply Planning Guide for Hospitals and Health Care Facilities

http://www.cdc.gov/healthywater/pdf/emergency/emergency-water-supply-planning-guide.pdf

5. Long-term Outage

A long-term outage will require the small CWS to rely on local/state/federal support to provide water to

its customers. Your small CWS should review its long-term business plan and develop a strategy to build

agreements with other local CWS to interconnect systems to ensure customers are provided with a

sufficient, clean, and safe water supply in the event of a catastrophic failure of the system.

6. System Flushing

Your CWS needs to develop a “flushing of the system” message with times, locations, procedures, and

durations of time until water is again usable. This will keep the CWS customers informed and reduce

confusion.

2-6. Repair, Resupply, and Equipment on Hand



36

Your CWS must keep record of all equipment on site for emergency repairs, normal operations, and any

agreements or contracts for returning the CWS to normal operation. Your CWS should consider pre-

existing agreements and contracts that will specify what equipment, personnel, support, and supplies

will be automatically delivered once you call and inform the other party of an outage. The following

templates will assist you in developing your list of equipment, material and service providers.

MOU/MOA – Repair Agreements

Organization

MOU/MOA

(What support

and equipment

will be supplied)

Contract

(What support

and equipment

will be supplied)

Date of Agreement

Name of person to

contact to activate

agreement

Name

_________Phone

_________Cell

_________Email

Name

_________Phone

_________Cell

_________Email

Name

_________Phone

_________Cell

_________Email

Equipment on Site Equipment Location Operators Contact Information


37

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

Material on Site Pipe/Valve/Electrical/Pump/

Pump motor/gravel/sand/

etc.

Location Quantity on

site Supplier Contact Information

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

Process Chemicals on Site


38

Chemical Location Quantity on site Supplier Contact Information

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

_________Name

_________Phone

_________Cell

_________Email

Equipment, Services and Repair Parts Supplier List

Supplier/Service Provider Notification List

Company/Supplier/Service

Provider Name & Position Telephone/Email Cell Phone

Emergency Contact

Number

Electric Utility Co.

Electrical Supply

Electrical Contractor

Gas/Propane Supplier

Water Testing Lab.

Primary

Water Testing Lab.

Secondary

Sewer Utility Co.

Telephone Co.

Internet Provider

Pipe Fitter


39

Pump Supplier

“Call Before You Dig”

Rental Equipment Supplier

Primary

Rental Equipment Supplier

Secondary

Chemical Supplier

Well Drilling Co.

Pipe Supplier

Valve Supplier

General Contractor

Concrete/Gravel Supplier

2-7. Property Protection, Action Plans


40

Your small CWS will need to develop plans and procedures for securing and protecting the facility,

equipment, infrastructure, water sources and vital records following a major event. Your CWS should

perform the Vulnerability Self Assessment Tool to help determine your CWS vulnerabilities and develop

plans and procedures. The CWS plans and procedures should, at a minimum, include lock down

procedures, shelter in place procedures, access control procedures, securing the facility, securing the

area if a crime has taken place, and outlying infrastructure – (i.e. pump/lifting stations, intakes, critical

valves, storage tanks, etc.).

Your CWS will also need to develop Action Plans for responding to manmade and natural disasters.

1. Property Protection

Web based tools that will help develop your CWS plans and procedures are:

Vulnerability Self Assessment Tool (VSAT) 6.0


Water Security Home

http://water.epa.gov/infrastructure/watersecurity/

**** Examples of Policies and Procedures:

A. Lock Down/Shelter in Place Procedures

Prior to an emergency:

1. Review lockdown and evacuation procedures with staff, visitors and

contractors. Clearly communicate how they should respond to the emergency.

2. Identify communication strategies for notifying police, fire, health officials,

staff, visitors, and contractors. These may include radio, landlines, cell phones,

text messages, email and other means. Secondary means for communications

should be identified in the event the primary communication method is not

available.

3. Identify meeting room - select an internal room, preferably one without

windows for those in the facility to assemble.

During an emergency:


http://water.epa.gov/infrastructure/watersecurity/


41

1. Activate Lockdown (if necessary)

2. Notify all concerned

3. Account for all occupants

4. Secure facility, post signage

5. Forward calls to meeting room phone

6. Move to meeting place/room

7. Wait for further instructions and/or until Lockdown is cleared

When to activate a Lockdown?

• When notified to do so by local police, government or designated CWS

representative – (CWS Primary Emergency Response Lead)

• When an armed person (gun/weapon) is identified in the facility or sighted

outside the facility

• When the sound of a discharged firearm is heard

Who activates a Lockdown?

• The CWS Primary Emergency Response Lead or their designee may activate a

Lockdown when an appropriate emergency (see above) is evident

• Anyone observing or suspecting a dangerous situation must immediately

notify CWS Primary Emergency Response Lead or their designee

• The CWS Primary Emergency Response Lead or their designee will

immediately notify the Police upon activation of a Lockdown

When to Shelter in Place?

Prior to an emergency:

1. Review shelter in place procedures with staff, visitors and contractors.

Clearly communicate how they should respond to the emergency.

2. Identify communication strategies for notifying police, fire, health

officials, staff, visitors, and contractors. These may include radio, landlines,

cell phones, text messages, email and other means. Secondary means for

communications should be identified in the event the primary

communication method is not available.

3. Identify meeting room - select an internal room, preferably one without

windows for those in the facility to assemble.

4. Prepare supplies necessary to seal the meeting place/room

During an emergency:


42

1. Activate Shelter in Place procedures (if necessary)

2. Notify all concerned

3. Account for all personnel

4. Secure facility, post signage

5. Deactivate air handling system(s)

6. Forward calls to meeting room phone

7. Move to meeting place/room

8. Seal room

9. Wait for further instructions

10. Local officials are the best source of information; following their

instructions during and after emergencies is the safest choice. Shelter

in Place instructions are usually provided for durations of a few hours.

Plans for reaction to the atmospheric or environmental release of chemical, biological or

other hazardous materials should include a Shelter in Place procedure. In these

situations it may be necessary to seek shelter at a designated location and seal the

premises when notified by authorities or the CWS Primary Emergency Response Lead.

When to activate Shelter in Place procedures?

• When notified to do so by local police, government, CWS Primary Emergency

Response Lead

• When notified through radio, television or other emergency communication

system

• When a hazardous chemical has been released

Who activates a Shelter in Place?

• CWS Primary Emergency Response Lead or their designee may activate these

procedures when an appropriate (see above) emergency is evident

B. Access Control Procedures


43

Employees:

1. An employee identification system must be in place, such as badges or photo

ID tags, to identify employees of the CWS.

2. Employees must wear their ID tag at all times while on the facility.

3. Access to CWS facilities/remote locations/infrastructure should be restricted

to CWS employees, and should be controlled through use of locks and issuing

keys to CWS personnel only.

4. Employees will not loan their keys or ID card to other employees or visitors.

Visitors:

1. The CWS facility should subject employees and visitors (and their vehicles) to

search. The prominent posting of such a policy can help deter employees and

visitors from attempting to bring concealed items into or out of the site.

2. Visitors must present photo ID, sign a visitor log, be issued temporary ID that

must be displayed while on premises, and be escorted while on the facility

grounds. This includes contract workers, service providers and day laborers.

Visitor logs must be kept for one year.

4. The identity and company affiliations of visitors, vendors, and contractors can

be verified by calling their respective companies.

5. To remind visitors that signing the visitor’s log is mandatory, a poster should

be displayed at the entrance/gatehouse/reception area, stating, “All visitors

must sign the visitor’s logbook.”

6. Visitors must receive a visitor’s badge to display at all times while on the CWS

premises. The badge has to be visually different (e.g. different color) from the

employee badges.

7. An authorized CWS employee must monitor the visitor throughout the visit.

The type of visitor determines the degree of monitoring.

Deliveries:

1. Delivery persons must present ID upon arrival.

2. All vehicles entering the CWS facility should be logged into the visitors log

book by license plate with the driver’s name.

3. All deliveries will be made at a designated location. This will be

communicated to the delivery company by a sign posted at the CWS facility, and

through written communication.

Unauthorized or Unidentified Persons:


44

In the event that an unauthorized person is discovered on the premises, procedures are:

Security or Management must be notified immediately

Security or Management will determine if 911 will be called

Security or Management will approach an unauthorized person(s) only if

no immediate or perceived danger is detected

Employees will not confront the unauthorized person

Employees will evacuate the area if directed by security or CWS

management

A report will be written for each incident and corrective action taken to

prevent a similar incident

C. Securing the Facility/Infrastructure

1. Windows

Metal bars or grates placed on the outside to improve the physical

barrier

Window-foil alarms, vibrator or glass-breakage alarms installed and

operational

2. Ventilation intakes

Air intake grills should be located at least one-third of the way up a one-

story building and secured against easy access

3. Doors

Ensure that exterior doors and their frames cannot easily be removed

by an intruder

Doors meet industry and NFPA standards

4. Keys and Locks

Locks and key control – All gates, buildings, equipment, and control

panels must be locked during and after normal business hours

Key issue must be controlled by CWS management

5. Lighting

Good lighting is a security necessity, especially after business hours

Area, motion-detection, and heat-detection lighting for all buildings and

outlying infrastructure is installed and operational

6. Holidays/After hours

Security will be maintained during holidays

24 hour notice must be given for holiday/after hour business by visitors,

contractors, contract labor, scheduled inspections

2. Action Plans


45

The EPA has developed a checklist for your CWS to use in preparation for and response to identified

incidents. Your CWS may use the checklist as-is, or modify to fit your CWS’s unique needs. The EPA has

also developed an “On The Go” mobile tool kit to assist the CWS Emergency Response Lead in managing

an incident. This toolkit is a mobile website that allows you to communicate with emergency

responders, and state and federal agencies. http://watersgeo.epa.gov/responseotg/index.html

An immediate assessment of the situation must be taken after an incident using a “RIP AND GO” page.

An example of the “RIP AND GO” page that will be used to evaluate and respond to an incident is

provided. This page serves as a quick reference of actions to take in an emergency.

Procedures to follow:

In the aftermath of any disaster such as a flood, hurricane, earthquake or other emergency, the

following actions should be taken as soon as possible.

Conduct an on-site inspection of all treatment facilities and infrastructure in the affected area

Check and examine the condition and operation of all process, pumping, treatment equipment

Check for structural and other damage to facilities and chemical storage tanks and water storage

tanks

Conduct an inspection of the plant for leaks in the piping system

Inspect all intakes at surface water sources, well heads, and underground water source intakes

for damage or blockage

Prepare a preliminary damage report

Document all actions taken

Report conditions to appropriate officials

Returning to normal operations is vital to ensure clean, safe water and sanitary facilities are provided to

the community.

“RIP AND GO”

http://watersgeo.epa.gov/responseotg/index.html


46

A. Act to Protect Life and Property

B. Notify Employees of Emergency Response Plan (ERP) Activation:

Notify staff/management/ employees who are essential in response to the

incident.

Attempt to coordinate efforts with other CWS’s.

Notify WV DHHR and WV DMAPS that your CWS has activated its ERP.

C. Preserve Processed Water and Prevent Contamination:

In coordination with WV DHHR, shut down intakes as necessary.

If structural damage is apparent, lower water in storage tanks to prevent

structural failure.

Isolate known leaks and identify potential leaks in water mains.

Assess all intakes and well heads for damage.

Assess damage to sewer systems which could contaminate water supplies.

D. Security

Secure all on-site and off-site infrastructure (i.e. water, wastewater processing

facilities, pumping/lifting stations, water storage tanks, intakes, equipment)

against unauthorized entry, vandalism, theft and possible contamination.

E. Isolate Areas That Will Take Longest to Restore Service, and Arrange for Emergency Water

Distribution in these Areas - Activate your CWS Alternate Water Source Plan.

Communicate water rationing/reduction in sewage use message to CWS

customers.

Establish water distribution points.

Coordinate sources of water containers (plastic bottles, etc.) with appropriate

organizations.

Locate water tankers at locations to serve affected priority customers and

immediate needs.

Start backup pumping facilities and prepare to increase processing capability if

possible.

If needed, provide information to the public on emergency disinfection of

drinking water.

When demand for water exceeds capabilities, notify WV DHHR and WV DHSEM

that state or federal assistance in managing the recovery is needed.


47

F. Set Priorities of Work:

Plan to restore service by area.

Follow your CWS restoration plan (each will be specific to the incident) to

restore service while consulting with WV DHHR and WV DHSEM.

Develop a flushing plan in coordination with WV DHHR.

Follow your CWS testing procedures.

Coordinate debris removal from facilities.

Ensure incident which caused damage to facilities/infrastructure is documented.

Implement your communications plan in order to account for the public’s need

for information.

When work exceeds capabilities, notify WV DHHR and WV DHSEM that

Federal/State assistance in managing the recovery is needed.

G. Emergency Action/Communication Logs – A log of actions taken must be kept to prevent

duplication of assessment, act as the baseline for continued response, and serve as a historical

document for review to improve your CWS ERP.

Maintain records and logs of actions taken, and ask all supervisors and

employees involved in the response to do the same.

Immediate Actions and Procedures taken to Lessen Impact of the Incident:

Name:_________________________

Hazard:________________________

Immediate Action and/or procedures taken to lessen impact of incident

1._______________________________________________________________

2._______________________________________________________________

3._______________________________________________________________

Communication Log

Name Date/Time Request Action Taken

1.

2.

3.

4.

3. Tools and Checklist: Water Response “On The Go” mobile tool kit


48

http://watersgeo.epa.gov/responseotg/index.html 1. CYBER Security http://water.epa.gov/infrastructure/watersecurity/upload/EO_13696_10-b-_EPA_response.pdf 2. Incident Action Checklist – Drought

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817f15001.pdf

3. Incident Action Checklist – Earthquake


4. Incident Action Checklist – Extreme Cold and Winter Storms http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817f15003.pdf

5. Incident Action Checklist – Extreme Heat


6. Incident Action Checklist – Flooding


7. Incident Action Checklist – Hurricane http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817f15006.pdf

8. Incident Action Checklist – Tornado


9. Incident Action Checklist – Wildfire


2-8. Water Sampling and Monitoring

http://watersgeo.epa.gov/responseotg/index.html

http://water.epa.gov/infrastructure/watersecurity/upload/EO_13696_10-b-_EPA_response.pdf










49

Your CWS sampling and monitoring plan is the primary way to ensure that the drinking water and

discharge water meets state and federal guidelines. When developing your CWS sampling plan,

coordination with WV DHHR will eliminate any issues with the sampling procedures for different types

of contaminants, sample size, sample container size, approved methods and approved laboratories to

perform the tests. Your ERP must identify and address water sampling and monitoring procedures for

chemicals with unclear health effects during an incident.

The EPA provides detailed sampling and monitoring procedures in USEPA’s Response Protocol Tool Box:

Module 3, “Site Characterization and Sampling Guide” (EPA-817-D-03-003) at

http://www.epa.gov/safewater/security/pdfs/guide_response_module3.pdf

Module 4, “Analytical Guide” (EPA-817-D-03-004) at


Sampling Guidance for Unknown Contaminants in Drinking Water

http://www.epa.gov/watersecurity/pubs/guide_watersecurity_samplingforunknown.pdf

Example Policies:

A network of water quality laboratories certified by WV DHHR will be contracted to perform

bacteriological/monitoring/contamination tests for the CWS

CWS will follow all requirements set forth by state and federal agencies for sampling and monitoring

water for consumption, the CWS owners/management are aware that there are significant penalties

for submitting false information (Safe Drinking Water Act (42 U.S.C.))

All water outages lasting more than eight hours (regardless of size of area affected) or

disinfection/treatment failures will be reported to WV DHHR by telephone or equally rapid means.

CWS ERP will be activated and appropriate action will be taken (i.e. issue public health notice, etc.).

All emergencies will be documented along with actions taken, and will be kept in the files of the

CWS office.

If adequate water pressure has been maintained throughout the system during the incident, and

the disinfection/treatment system has not been affected, and has remained in operation, then the

CWS will contact WV DHHR, inform them of the incident, and ask for recommended

testing/flushing and public health notice requirements.

If contamination is reported by CWS customers or detected during normal monitoring, activate your

CWS ERP and take appropriate action (i.e. issue public health notice, etc.), identify location and

source of contamination, and contact WV DHHR immediately.


http://www.epa.gov/watersecurity/pubs/guide_watersecurity_samplingforunknown.pdf


50

If contamination is from a system source, activate your CWS ERP and take appropriate action (i.e.

issue public health notice, etc.), isolate or treat the source, and contact WV DHHR immediately.

If contamination is a result of a natural disaster, activate your CWS ERP and take appropriate action

(i.e. issue public health notice, etc.) based on nature of contamination, and contact WV DHHR

immediately.

If contamination is an act of vandalism/sabotage/terrorism, activate your CWS ERP and take

appropriate action (i.e. issue public health notice, etc.), immediately contact local law enforcement

and WV DHHR. Actions should be taken in consultation with federal/state/local law enforcement

agencies and could include shutting off water until all contaminants are identified.

Section 3

Certificate of Completion


51

I certify that this community water system has completed an Emergency Response Plan (ERP) that does/does not incorporate the results of the Security Vulnerability Assessment (SVA) completed for the system.

I certify that this document was prepared under my direction or supervision. I am aware that there are significant penalties for submitting false information (Safe Drinking Water Act (42U.S.C. 300f et seq.)).

Email/FAX the completed certificate only (do not send your SVA or ERP) to WV DHHR

Public Water System ID Number:

System Name:

Address:

Print Name of Person Authorized to Sign this Certification on behalf of the System:

Title:

Signature:

Phone: Cell: Email:

Fax _____________

Received Technical Assistance from the following:

1. _________________________________________

2._________________________________________

3._________________________________________

Completing the following:

□ Security Vulnerability Assessment

□ Emergency Response Plan


52

Section 4

References

The primary reference for development of your ERP will be the EPA - Water: Emergency/Incident

Planning web page. The link below will take you to the web page. This ERP development template is

created from the reference documents listed on the web page.

http://water.epa.gov/infrastructure/watersecurity/emerplan/

Key web pages for development of your CWS ERP response library are:

EPA

Emergency Response Plan Guidance for Small and Medium Community Water Systems to Comply with

the Public Health Security and Bioterrorism Preparedness and Response Act of 2002

http://water.epa.gov/infrastructure/watersecurity/upload/2004_04_27_watersecurity_pubs_small_me

dium_ERP_guidance040704.pdf

FLOOD RESILIENCE A Basic Guide for Water and Wastewater Utilities

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817b14006.pdf

State Drinking Water Program All-Hazards Preparedness, Mitigation, Response and Recovery Checklist


Coordination of the Water and Emergency Services Sectors: An Important Step to Better Response

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817k12001.pdf

Wastewater Response Protocol Toolbox


MODULE 1: Wastewater Utility Planning

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/wwrptbmod1.pdf

MODULE 2: Contamination Threat Management


MODULE 3: Site Characterization and Sampling


MODULE 4: Analytical



http://water.epa.gov/infrastructure/watersecurity/upload/2004_04_27_watersecurity_pubs_small_medium_ERP_guidance040704.pdf

http://water.epa.gov/infrastructure/watersecurity/upload/2004_04_27_watersecurity_pubs_small_medium_ERP_guidance040704.pdf



http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817k12001.pdf







53

MODULE 5: Public Health Response


MODULE 6: Remediation and Recovery Guide


Response Protocol Toolbox: Planning for and Responding to Drinking Water Contamination Threats and

Incidents Response Guidelines Interim Final - August 2004

http://water.epa.gov/infrastructure/watersecurity/upload/2004_11_24_rptb_response_guidelines.pdf

Incident Command System (ICS) Wallet Cards for the Water Sector


Containment and Disposal of Large Amounts of Contaminated Water:

A Support Guide for Water Utilities September 2012


How Can Water Utilities Obtain Critical Assets to Support Decontamination Activities?

http://water.epa.gov/infrastructure/watersecurity/emerplan/decon/upload/epa817f15012.pdf

Is Your Water or Wastewater System Prepared? What You Need to Know About Generators.


Public Assistance for Water and Wastewater Utilities in Emergencies and Disasters

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/Public-Assistance-for-Water-and-

Wastewater-Utilities-in-Emergencies-and-Disasters.pdf

Water Contaminant Information Tool

http://water.epa.gov/scitech/datait/databases/wcit/index.cfm

Water/Wastewater Agency Response Network (WARN)

http://water.epa.gov/infrastructure/watersecurity/mutualaid/index.cfm

Community-Based Water Resiliency

http://water.epa.gov/infrastructure/watersecurity/communities/index.cfm

Vulnerability Self Assessment Tool (VSAT) 6.0




http://water.epa.gov/infrastructure/watersecurity/upload/2004_11_24_rptb_response_guidelines.pdf



http://water.epa.gov/infrastructure/watersecurity/emerplan/decon/upload/epa817f15012.pdf


http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/Public-Assistance-for-Water-and-Wastewater-Utilities-in-Emergencies-and-Disasters.pdf

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/Public-Assistance-for-Water-and-Wastewater-Utilities-in-Emergencies-and-Disasters.pdf

http://water.epa.gov/scitech/datait/databases/wcit/index.cfm

http://water.epa.gov/infrastructure/watersecurity/mutualaid/index.cfm

http://water.epa.gov/infrastructure/watersecurity/communities/index.cfm



54

CYBER Security


Tools and Technical Assistance

http://water.epa.gov/infrastructure/watersecurity/techtools/index.cfm

Action Plans

Incident Action Checklist – Drought


Incident Action Checklist – Earthquake


Incident Action Checklist – Extreme Cold and Winter Storms


Incident Action Checklist – Extreme Heat


Incident Action Checklist – Flooding


Incident Action Checklist – Hurricane


Incident Action Checklist – Tornado


Incident Action Checklist – Wildfire



http://water.epa.gov/infrastructure/watersecurity/techtools/index.cfm










55

Contamination

Response Protocol Toolbox: Planning for and Responding to Drinking Water Contamination Threats and

Incidents. Overview and Application Environmental Protection Agency United States Interim Final -

December 2003

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817d03007.pdf

Response Protocol Toolbox: Planning for and Responding to Drinking Water Contamination

Threats and Incidents Module 1: Water Utilities Planning Guide Interim Final - December 2003

http://water.epa.gov/infrastructure/watersecurity/upload/epa817d03001.pdf


Threats and Incidents Module 2: Contamination Threat Management Guide Interim Final -

December 2003



Threats and Incidents Module 3: Site Characterization and Sampling Guide Interim Final -

December 2003



Threats and Incidents Module 4: Analytical Guide Interim Final - December 2003

http://water.epa.gov/infrastructure/watersecurity/upload/2004_05_19_watersecurity_guide_r

esponse_module4.pdf


Threats and Incidents Module 5: Public Health Response Guide Interim Final – April 2004


esponse_module5.pdf


Threats and Incidents Module 6: Remediation and Recovery Guide Interim Final – April 2004


esponse_module6.pdf

http://water.epa.gov/infrastructure/watersecurity/emerplan/upload/epa817d03007.pdf




http://water.epa.gov/infrastructure/watersecurity/upload/2004_05_19_watersecurity_guide_response_module4.pdf







56

Communications

Drinking Water Advisory Communication Toolbox

http://www.cdc.gov/healthywater/emergency/dwa-comm-toolbox/index.html

Effective Risk and Crisis Communication during Water Security Emergencies


AWWA

All-Hazard Consequence Management Planning for the Water Sector

Preparedness, Emergency Response, and Recovery CIPAC Workgroup

November 2009

http://www.awwa.org/portals/0/files/legreg/security/allhazard.pdf

CDC

Drinking Water Advisory, Planning, & Emergency Response Resources

http://www.cdc.gov/healthywater/emergency/drinkingwateradvisory.html

Emergency Water Supply Planning Guide for Hospitals and Health Care Facilities


Planning for an Emergency Drinking Water Supply

http://cfpub.epa.gov/si/si_public_record_report.cfm?address=nhsrc/&dirEntryId=235197

Multi-agency Response to a Major Water Pipe Break: A Massachusetts Case Study and Evaluation

http://www.amwa.net/galleries/default-file/MWRA%20Case%20Study%207-7-11.pdf

Workplace Safety & Health Topics - Life Safety and Business Continuity

http://www.cdc.gov/niosh/topics/emres/business.html

OSHA

Evacuation Plans and Procedures

https://www.osha.gov/SLTC/etools/evacuation/implementation.html

http://www.cdc.gov/healthywater/emergency/dwa-comm-toolbox/index.html


http://www.awwa.org/portals/0/files/legreg/security/allhazard.pdf

http://www.cdc.gov/healthywater/emergency/drinkingwateradvisory.html


http://cfpub.epa.gov/si/si_public_record_report.cfm?address=nhsrc/&dirEntryId=235197

http://www.amwa.net/galleries/default-file/MWRA%20Case%20Study%207-7-11.pdf

http://www.cdc.gov/niosh/topics/

http://www.cdc.gov/niosh/topics/emres/business.html

https://www.osha.gov/SLTC/etools/evacuation/implementation.html


57

NFPA

EMPLOYEE FIRE AND LIFE SAFETY:

Developing a Preparedness Plan and Conducting Emergency Evacuation Drills

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=1&cad=rja&uact=8&ved=

0CCgQFjAA&url=http%3A%2F%2Fwww.nfpa.org%2F~%2Fmedia%2FFiles%2FSafety%2520information%2

FFor%2520consumers%2FOccupancies%2FEvacuation.pdf&ei=GaP9VJHdLMvhgwS5lYCoCg&usg=AFQjCN

FIX-KLe8oSch10G2wKEdMjrdm9pQ

WV

WV WARN

http://wvwarn.org/index.php

DHHR - The Environmental Engineering Division

Is the primary agency designated to carry out the provisions of the federal "Safe Drinking Water Act"

http://www.wvdhhr.org/oehs/eed/

Safety Equipment

Escape Hood

http://www.aeromedix.com/safe-escape-ase30-and-ase60-smoke-hood/

https://www.scottsafety.com/en/us/pages/ProductDetail.aspx?productdetail=Speed+Evac+Escape+Res

pirator

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=1&cad=rja&uact=8&ved=0CCgQFjAA&url=http%3A%2F%2Fwww.nfpa.org%2F~%2Fmedia%2FFiles%2FSafety%2520information%2FFor%2520consumers%2FOccupancies%2FEvacuation.pdf&ei=GaP9VJHdLMvhgwS5lYCoCg&usg=AFQjCNFIX-KLe8oSch10G2wKEdMjrdm9pQ




http://wvwarn.org/index.php

http://www.wvdhhr.org/oehs/eed/

http://www.aeromedix.com/safe-escape-ase30-and-ase60-smoke-hood/

https://www.scottsafety.com/en/us/pages/ProductDetail.aspx?productdetail=Speed+Evac+Escape+Respirator

https://www.scottsafety.com/en/us/pages/ProductDetail.aspx?productdetail=Speed+Evac+Escape+Respirator

emergency response planning for small community water systems

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