Conducting a hurricane response exercise

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Abstract

The objective of the Hurricane Zack Exercise was to test the ability of the Capital Area Chapter of the American Red Cross and its partner organizations to initiate disaster response and recovery activities once a storm had passed through North Florida. From conducting needs and damage assessment to managing long term shelters, from setting up the Chapter's mobile kitchen to establishing emergency aid stations, the exercise put disaster services volunteers and the Chapter's partners to the test in an effort to prepare for the 2005 Hurricane Season. This effective practice was shared on the Disaster Discussions e-mail discussion list in June 2005.

Issue

Preparing for hurricane response across agencies and counties takes planning, collaboration, and time, but is well worth the effort when viewed in the larger context of suffering relieved and lives saved.

Action

Background:

On May 21, 2005, 153 disaster services volunteers from the Capital Area Chapter of the American Red Cross, along with several partner organizations, conducted a four-hour full-scale hurricane response exercise. The exercise had disaster services volunteers throughout the Chapter's eight counties dealing with issues such as long-term sheltering, conducting needs assessment, undertaking damage assessment, and deploying the Chapter's mobile kitchen.

Participants:

Participants included 2-1-1 Big Bend Inc. (telephone counseling and referral services), America's Second Harvest Food Bank, Big Bend Disaster Animal Response Team, Capital Area Citizen Corps, Capital Area Chapter of the American Red Cross, Capital Area District of the American Radio Emergency Services, Council of Neighborhood Associations, Florida Baptist Association, and the Leon County Volunteer Center.

Preparation:

Situation manuals were provided for all participants including a manual for Emergency Aid Stations, Emergency Operations Center, Food Bank, Mobile Kitchen and Shelter. These manuals provided instructions for participants to role-play possible scenarios in their respective topics. For example, the Food Bank Master Sequence of Events list consisted of the following directives:

Every 10 to 15 minutes contact the chapter's Emergency Operations Center with the following injects:

Inject 1: Fax current inventory to the chapter's Emergency Operations Center.

Inject 2: The warehouse has lost electrical utilities. A generator is needed to power the reefer and freezer units. What Can Be Done?

Inject 3: A non-refrigerated truckload of fresh produce has arrived at the food bank. Does the American Red Cross want it?

Inject 4: FRM Feeds has called and offered 400 50 pound bags of dog food to be used by disaster victims. Does the American Red Cross want it?

Inject 5: The American Red Cross is using our fleet of trucks to deliver food to Emergency Aid Stations. Most gas stations are closed due to wide spread utility outage and the trucks are almost empty. What Can Be Done?

Inject 6: The food bank has an extra pallet jack that can be sent over to the mobile kitchen location. Does the American Red Cross want it?

Inject 7: There is a need for additional volunteers to help sort supplies arriving at the warehouse. What Can Be Done?

Inject 8: A vendor has called and offered 4,000 heater meals at a reduced cost. What Can Be Done?

Inject 9: There is a need to feed approximately 30 to 50 volunteers twice a day at the warehouse. What Can Be Done?

Inject 10: There has been an offer to donate five (5) pallet loads of bug spray. Does the American Red Cross want it?

Inject 11: Ten trailer loads of institutional food supplies will be delivered in 24 hours. The warehouse is full. What Can Be Done?

In an effort to give the Damage Assessment teams that were dispatched into the field as part of the exercise a realistic learning opportunity, neighborhood maps were prepared with various levels of damage identified.

During the week leading up to Hurricane "Zack" striking, North Florida advisories from the National Hurricane Center were posted to the Hurricane Zack Exercise website. Each of the postings contained important information on the location, wind speed, and movement of the hurricane.

During the day of the disaster scenario, The Disaster Services Volunteer Reception Center was set up to receive the 153 disaster services volunteers who participated in the four-hour exercise.

The Chapter's Emergency Operations Center was made ready for the chapter's Disaster Services Management Team. Mass Care (Sheltering), Mass Care (Feeding) and Logistics workstations in the Chapter's Emergency Operations Center were set up, as was The Damage Assessment workstation located down the hall from the chapter's Emergency Operations Center. This workstation was stocked with damage assessment supplies. The Communication Room located in the Chapter's Emergency Operations Center had all the radios needed to stay in contact with shelters, emergency response personnel, and County Emergency Operations Centers.

The Exercise:

The Hurricane Zack Exercise scenario was based on the premise that a category two hurricane had just passed through Tallahassee.

An important part of the exercise was to examine the Chapter's ability to receive and process spontaneous volunteers through the Disaster Services Volunteer Reception Center. To test this ability, Boy Scouts and their leaders from the Suwannee River Area Council of the Boy Scouts of America fulfilled the role of spontaneous volunteers.
To help set the stage for the exercise, shelters were posted "Open" on the shelter tracking boards in the Chapter's Emergency Operations Center. Updated shelter information was posted throughout the day to the shelter tracking boards.
Emergency Services Director Chris Floyd conducted a conference call with Disaster Services volunteers deployed throughout the Chapter's eight counties. This tested the Chapter's ability to conduct response activities throughout all eight of the Chapter's counties.
Members of the Disaster Mental Health Services and Disaster Health Services Management Team worked out of the Chapter's Emergency Operations Center, counseling "victims" both on the phone and in person.
The location of Hurricane Zack was monitored throughout the day on computers at the Emergency Operations Center.
The Tallahassee Amateur Radio Society deployed their communications van to the chapter's Emergency Operations Center to assist in controlling the radio activity.
Volunteers acting as exercise controllers radioed simulated shelter messages into the Chapter's Communications Room. This not only tested the Mass Care (Sheltering) team but the radio operators as well.
Communications coordinating animal issues came from the Big Bend Disaster Animal Response Team, working out of the Chapter's Emergency Operations Center.
The Public Affairs officer had the role of making contact with the local media during the exercise.
Supplies from the Chapter's logistics support trailer were used during the exercise.

Context

The role of the American Red Cross in disaster mitigation goes back to its foundation. The 1905 Congressional Charter states as it's aim to, "continue and carry on a system of national and international relief in time of peace and apply the same in mitigating the suffering caused by pestilence, famine, fire, floods, and other great national calamities, and devise and carry on measures for preventing the same."

The American Red Cross has been serving Tallahassee and the surrounding area since 1917. The Capital Area Chapter of the American Red Cross includes Franklin, Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla counties.

Outcome

Disaster mitigation efforts help to break the disaster/recovery/disaster cycle. By identifying vulnerable areas before a disaster strikes and taking appropriate steps, these populations are better able to protect against the disaster and minimize the damage.

Posted On

October 25, 2005

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Keywords:

Community-Based Organizations

Volunteer

Project TADS

Training

Public safety