HomeMy WebLinkAboutHURRICANE IRMA AFTER ACTION REPORT/IMPROVEMENT PLAN 2017
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Hurricane Irma After Action
Report/Improvement PlPlan
SEPTEMBER 19, 2017
Hurricane Irma After Action Review
September 19, 2017
Executive Summary
On September 8, 2017, Chatham County, GA activated the evacuation agreement and started bussed
evacuations to Augusta, GA.The first buses arrived at approximately 2:30AM on September 9th to
Westside High School.The remainder of evacuees started arriving at the Richmond County School
System Transportation Depot on September 9th at 1:00PM.
Richmond County Sheriffs Office deputies escorted bus serials from the Richmond County line to the
transportation depot. Richmond County School System (RCSS),Augusta-Richmond County EMA
(ARCEMA), Richmond County Sheriffs Office (RCSO),the Augusta Fire Department (AFD), Public Health
(PH), and SouthStar EMS were at the transportation site to receive buses and direct the buses to the
shelter locations.AFD and PH boarded each bus to check evacuees for health issues that presented
during the evacuation trip. RCSS Safety Officers escorted the buses to designated shelter sites.Shelters
were opened at Butler High School, Glenn Hills High School,Glenn Hills Middle School,Academy of
Richmond County High School, Cross Creek High School, Pine Hill Middle School,and Westside High
School. Evacuee shelters were managed and operated by American Red Cross with support from
Department of Family and Children Services (DFCS) and Public Health. Meals were provided by the RCSS
at the school shelters.
Augusta sheltered almost 2,300 people.Shelter operations continued through September 11, 2017.
Mandatory evacuations were lifted and Chatham County started planning for re-entry to start on
September 12,2017. Evacuees at Butler High School, Glenn Hills High School, Glenn Hills Middle School,
Academy of Richmond County High School, Cross Creek High School, and Pine Hill Middle School were
loaded and transported back to Chatham County on a combination of Chatham County school buses,
RCSS school buses, charter buses, and Augusta Transit public transit buses.
In addition to sheltering bussed evacuees,Augusta, GA opened three (3) self-evacuee shelters for
residents from Georgia and Florida. Shelters were opened at Trinity on the Hill church, Henry Brigham
Community Center,and Warren Road Community Center.These shelters were managed and operated
by American Red Cross with support from DFCS and Public Health. Meals were provided by the Salvation
Army of Augusta. Richmond County Career Technical Magnet School was opened as a staff shelter for
Public Health volunteers and American Red Cross volunteers.
Donations were collected by Augusta, GA and RCSS to provide necessary items to shelter residents.
Donations were collected at Old 7 Fire Station and all shelter sites.At the end of operations, donated
items were donated to the Augusta Area Salvation Army.
In response to high winds and heavy rain from Hurricane Irma, in Augusta, wind haven centers were
opened for Richmond County residents to seek safety. Sites included Hephzibah Middle School,
Hephzibah High School, Morgan Road Middle School, and Spirit Creek Middle School. Centers were
opened September 10th and remained open through the evening of September 11th
Many trees and power lines came down during Hurricane Irma. Georgia Power reported over 50,000
customers without power as a result of the storm. 311 recorded over 150 calls for service,which
included trees down and power lines down. Debris removal operations started September 14th
A full timeline is provided as an attachment to this After Action Review(AAR).
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Hurricane Irma After Action Review
September 19, 2017
Major Strengths
Strengths identified during this event are as follows:
• Planning meetings leading up to activation.
• Response to the Emergency Operations Center by City departments and partners.
• Response from the Augusta-Richmond County community in donations for shelter residents.
• Shelters opened for Richmond County residents. Confirmed the successful planning to
coordinate two separate shelter operations.
• Shelter residents safely housed and safely returned to Chatham County.
• Reported more than 400 volunteers assisted shelter operations.
• Shelters set-up and ready to receive evacuees before buses arrived in Augusta.
• Communication between local partners.
• Transportation Depot team for receiving evacuees.
Primary Areas for Improvement
Throughout the event, several opportunities for improvement were identified.The primary areas for
improvement, including recommendations, are as follows:
• Functional needs/Chatham registry evacuees need to arrive during the day.
• Communication with bus law enforcement escorts during receiving.
• Triage of evacuees upon arrival at the shelters in Augusta.
• WebEOC utilization by departments and agencies active in the response.
• Bus manifests are needed to prepare shelter locations.
• Volunteer staffing process.
• Bus loading process during shelter closing.
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September 19, 2017
Participants
Name Agency
Christopher E.James Augusta Fire Department/EMA Director
Mie Lucas Augusta Fire/EMA
Susan Everitt American Red Cross
Mike Kimball American Red Cross
Ginny Hogan American Red Cross
Betty Palmer American Red Cross
Stephen Palmer American Red Cross
Tim Thomson American Red Cross
Susan Jernigan American Red Cross
Patrick Stephens Augusta Transit
Glenn Parker Augusta Recreation
Gary Hegner Augusta Recreation
Joanie Adams Augusta Recreation
Jamey Crosby Gold Cross EMS
Ali Scavullo The Salvation Army
Captain Philip Canning The Salvation Army
Chief Shaw Williams Augusta Fire Department
Deputy Chief Wayne Taylor Augusta Fire Department
Daniel Dunlap 911
Joe Webber Augusta University
Dr. Ken Bradshaw Richmond County School System
Dewayne Porter Richmond County School System,Transportation
Kaden Jacobs Richmond County School System
Benton Starks Richmond County School System, Facilities
Ansel Bivens Richmond County School System,Transportation
Paul Abbott Richmond County School System,Transportation
Jeff Tilley Richmond County School System
Ted Brown Richmond County School System
Susan Beckham East Central Health District
Jonathan Adriano Richmond County Health Department
Dr.Stephen Goggans Richmond County Health Department
Denise Sellars Richmond County Health Department
Jennifer Bowen Augusta Convention &Visitor's Bureau
Tonia Gibbons Mayor's Office
Marcus Campbell Mayor's Office
Angela Bing DFCS
Steven Strickland Richmond County Sheriff's Office
Bill Probus Richmond County Marshal's Office
Kelli Walker 311
Takiyah Douse Augusta Central Services
Chester Brazzell Administrator's Office
Janice Allen Jackson City Administrator
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Hurricane Irma After Action Review
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Jim Beasley Administrator's Office
Lori Videtto Environmental Services
Tom Wiedmeier Water Utilities
Lonnie Wimberly Augusta Central Services
Analysis
1. Set-Up/Preparation
Planning meetings were held on 9/13 and 9/14 in preparation for sheltering Chatham County
evacuees and planning for potential impacts in Augusta from Hurricane Irma.
1.1 Strength. More notice between the activation of the Chatham County agreement and arrival
of the first evacuees in Augusta.
1.2 Strength. Requests for cots, blankets,and hygiene kits were submitted prior to the arrival of
evacuees. Supplies arrived before evacuees arrived and throughout the duration of the
response.
1.3 Area for improvement.Agencies and departments providing needs assessment for EMA to
request additional staff and supplies.
2. Entry
Arrival of the Functional Medical Needs Registry occurred too late. Receiving general population
bussed evacuees at the RCSS Transportation Depot went well. Changes were made from the
Hurricane Matthew response to make the transition smoother.Augusta Fire Department/EMA,
Richmond County School System, American Red Cross, Public Health, and SouthStar EMS were
on-site to receive evacuees.
2.1 Area for improvement.The Functional Medical Needs(FMN) registry evacuation should
occur during the day. If evacuations start during a school day, arrivals will be delayed until
5pm. For Hurricane Irma, evacuees arrived at 2:30AM on 9/15. It is dangerous for first
responders and the evacuees to unload these buses after dark.
2.2 Area for improvement. FMN evacuees should arrive 1 day before general population
evacuees.The time needed to unload and assess the FMN evacuees will interfere with the
general population receiving
2.3 Strength. Buses were not fueled upon arrival.The time the buses spent at the depot during
Hurricane Matthew to fuel made evacuees restless.There are not facilities available to
handle the number of evacuees.The buses were fueled on a separate day before departure
back to Chatham County.
2.4 Area for improvement. Identification for the transportation depot; the address of the site is
not the arrival location.Some of the bus serials came into the county without escorts and
were stuck at the Hwy 56 and Lumpkin Road intersection.
2.5 Area for improvement.Communication between RCSO and the law enforcement escorts for
the buses. Due to increased traffic on Hwy 25, buses rerouted to Hwy 56 without
notification to Augusta.
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2.6 Strength. FMN buses arrived directly at the shelter.
2.7 Area for improvement.All specialty populations on the buses should be identified and
reported to Augusta before the buses arrive.
2.8 Strength. Chatham County kept the number of evacuees received in each serial under 300
individuals.The number of buses varied.
3. Triage
Triage was provided to each evacuee as they arrived at the shelters.
3.1 Strength.Quick triage provided on all buses arriving at the transportation depot.Augusta
Fire Department suppression staff, Public Health,and SouthStar EMS boarded each bus for a
quick assessment before sending the buses to the shelters.
3.2 Area for improvement. Extensive initial triage for evacuees arriving at the shelter.Triage
should determine if the evacuee can safely remain in the shelter or if the evacuee should be
transported to another shelter location.
4. Donations/Medications/Supplies/Resources/Logistics
To provide the necessary items in a timely manner,Augusta, GA put together a list of needed
items and distributed it to the public through social media and various media outlets. Requests
were made for all donations to be dropped off at Old Station 7 on Central Ave. Logistics for
medications, supplies, and resources is an area for improvement. Multiple requests from shelter
sites to multiple agencies cause confusion.
4.1 Strength. Publication of the need for donations. Information was updated as needed to
provide the most accurate information to the public.
4.2 Strength and Area for improvement. Community response to the need. Items were
donated at the shelters and at Old Station 7. Donations at the shelters cannot be managed
or tracked by the donations management team.
4.3 Area for improvement. Location for donations and equipment. Old Station 7 worked as a
great, central location for collection. However, the space is limited. A forklift is needed for
offloading large donations and bins are needed to sort smaller items.
4.4 Area for improvement. Handling clothing donations to receive only requested clothing
items and sizes.
4.5 Area for improvement. Communication between the donations collection site and shelters.
Better communication is needed between shelter sites and the donations site to deliver
needed items to the shelters timely.
4.6 Strength. Local partnerships with non-profit organizations to use donations left after the
response. Chatham County did not anticipate the need for sheltering upon return of
evacuees,therefore encouraged the donations be used for the local community in Augusta.
4.7 Area for improvement. Education to Chatham County residents to bring medications when
evacuating.
4.8 Area for improvement. Identify local pre-positioned contracts with pharmacies to assist
with expedited medication disbursement.
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4.9 Strength.American Red Cross supplies arrived in time for shelters to open.Trailers arrived
with cots, blankets, and hygiene kits.
4.10 Area for improvement. Infant and children supplies are not provided by any agency.There
is an immediate need for these items when evacuees start arriving.
4.11 Area for improvement.American Red Cross should identify local agreements for forklifts to
unload trailers.
4.12 Area for improvement. Miscommunication between Public Health and American Red Cross
at the shelter locations about donations. Supplies were locked in closets, all staff were not
aware that requests had been fulfilled.
4.13 Area for improvement. Donation coordination between all agencies to avoid duplication of
efforts. Shelter managers would request resources from the donations center on Central
Ave,the American Red Cross, and Public Health.
5. Volunteers
Volunteer management is an area for improvement.Volunteer recruitment and staffing was
arranged by multiple agencies with little communication between the groups.Volunteers were
better utilized during the Hurricane Irma response than in previous responses.
5.1 Strength.All shelter sites were opened with American Red Cross shelter managers.
5.2 Area for improvement.Volunteer reception center for unaffiliated volunteers should be
activated and coordinated with organizations active in the response.
5.3 Area for improvement.Volunteer coordination should be managed by one office to allow
partner agencies to provide training and orientation for volunteers.
5.4 Area for improvement. Background checks are required before volunteers can work in a
shelter. Due to the short duration of the response, many volunteers were not utilized
because the background check takes 7 days with American Red Cross.
5.5 Strength. Over 500 people signed up to volunteer to assist with shelter operations.
5.6 Area for improvement. RCSS employees that volunteered at schools were not coordinated
with other volunteer efforts.
5.7 Area for improvement.Virtual scheduling of volunteers so all agencies can see the schedule
and where gaps exist.
5.8 Area of improvement.American Red Cross was limited on volunteers due to the response
to Hurricane Harvey just weeks earlier.
6. 311/911
Employees from the 311 Department set up in the Emergency Operations Center(EOC)to take
calls pertaining to donations,volunteering, and general information requests. 311 was
inundated with calls,taking around 1,200 calls on 9/11, during and following the storm effects
from Hurricane Irma. 311 handled all downed tree calls, entered requests for service into City
Works and monitored and reported power lines down.911 reported answering more than 2,600
calls in 24 hours, starting on 9/11 at 5:30AM.
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6.1 Strength.Activation of 311 at the beginning of the response. Shelter evacuees were
provided 311 for general questions, including self-evacuees shelter locations.All information
updates/press releases were shared with 311 to keep them informed on operations to
provide information to the public.
6.2 Strength. Co-locating 311 with the EOC.Throughout the response, 311 operated from the
EOC.This proved very beneficial for information sharing.They answered the EOC main line
taking donation requests from shelters and registered individuals to volunteer.
6.3 Area for improvement.Additional call takers were needed on Monday to manage the call
load.This can possible by augmented by trained volunteers.
6.4 Strength. 311 operators monitored volunteer sign up. Each day, they would work on sorting
the list of sign-ups by availability and providing it to EOC staff.Additionally, operators were
co-located with Public Health to coordinate volunteer assignments and call interested
volunteers.
6.5 Area for improvement.The Georgia Power first responder number went down. Due to this,
dispatchers had to report power lines down through the general user portal. Requested
Georgia Power at the EOC for immediate reporting.
6.6 Area for improvement. 911 dispatcher was not provided for the EOC. Situational awareness
was limited to checking reports from email or calls coming into 311.
7. Animal Services
Augusta Animal Services(AAS) provided shelter for pets from Chatham County. Due to flooding
concerns,a warehouse on Camp Josey Road was surveyed and approved by the Department of
Agriculture to serve as an alternate pet shelter location. AAS prefers to keep staff on location at
the pet shelter and communicate by phone to the EOC.
7.1 Strength. Staff and volunteers ready.The Camp Josey Road warehouse and Mack Lane
shelters were ready in a matter of hours for pets to be sheltered.
7.2 Area for improvement. Manifest did not identify if animals were on the buses.Therefore,
staff and volunteers remained at the shelter for hours anticipating animals that did not
arrive.
7.3 Area for improvement. Owner information and medical records were not brought with
animals.
7.4 Strength.A schedule was set up with Augusta Transit to allow pet owners to visit the pet
shelter twice a day. When pet owners missed the shuttle,the bus would go back and pick
them up.
7.5 Area for improvement.Self-evacuee animals were turned away to accommodate for bussed
evacuee's pets. Accommodations should be made to include self-evacuee pets.
7.6 Area for improvement. 911 should utilize facility contacts, Director,Assistant Director, and
Kennel Operations Managers for issues at shelters.The AAS on-call officer should not be
contacted in these cases.
7.7 Area for improvement.Sheltering pet owners in one location, instead of in various
locations.
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7.8 Area for improvement. If bus manifests identify pets,AAS staff can be ready at the shelter
to receive the animals before evacuees check into the shelter. Once they enter the shelter,
they refuse to relinquish their animals.
7.9 Area for improvement. Including all self-evacuee shelters in planning,to include Trinity on
the Hill so they can be informed on how to handle pets arriving at the shelter.
8. Transportation
Augusta Public Transit stepped up in a major way to support this evacuation.Augusta Public
Transit provided transport for pet owners to pet shelters, provided return transport from the
hospitals, provided transport to move evacuees to new shelters, provided transportation for
dialysis, and maintained 24-hr operations. RCSS buses visited shelters every day to take
evacuees to Wal-Mart and Target.Augusta Transit and RCSS buses provided return transport to
Chatham County for evacuees.
8.1 Strength. Provided non-emergency transport for shelter evacuees.Augusta Transit and RCSS
buses visited shelters daily to take evacuees to the pet shelter,dialysis appointments, and
nearby grocery stores.
8.2 Area for improvement. Pick-ups for dialysis appointments should start earlier to
accommodate for the extra time for transport.
8.3 Strength.Augusta Transit representative stayed at the EOC. It was helpful for information
sharing and communication support to drivers.
8.4 Area for improvement A supervisor from Chatham County school system transportation
should make contact with the EOC upon arrival in Augusta. Chatham County bus drivers
staged and sheltered in Augusta, however when re-entry operations started, it was difficult
to get all the bus drivers together to discuss a loading plan at the shelters.
8.5 Area for improvement.Coordination and notification to Augusta EMA/EOC that Chatham
County bus drivers will be sheltering in Augusta.Augusta was not notified that drivers were
expecting shelter;they were sheltered with Red Cross and Public Health volunteers.This is
not an ideal situation.
9. Shelter Operations
In addition to the school shelters,Augusta Recreation and Parks Department opened 2
community centers to serve as shelters for self-evacuees; Henry Brigham Community Center and
Warren Road Community Center.Trinity on the Hill Church operated as a self-evacuee shelter.
American Red Cross provided shelter supervisors and recreation staff were on hand to provide
support. RCSO provided security at all school sites and the Marshal's Office provided security at
all self-evacuee sites. Recreation staffed wind haven centers at the identified schools overnight
on 9/10 for Richmond county residents.
9.1 Strength.Shelters were opened with American Red Cross shelter managers and DFCS staff
completing registration.
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9.2 Area for improvement.American Red Cross would only commit to opening a limited
number of shelters.This number was not sufficient to handle the number of evacuees sent
to Augusta.
9.3 Strength. Shelters were set-up and ready to receive evacuees.Augusta Fire Department
staff and RCSS staff set up all the cots in the shelters.
9.4 Strength.Shelters had backup generators or generator hook up. Generators were hooked
up at Brigham Center and Warren Road Center when power failed.
9.5 Area for improvement. Public Health staffing was limited initially. Due to limited staff and
volunteers, Public Health notified EMA to cease evacuations to Augusta.
9.6 Area for improvement.Warren Road Community Center emergency lights died within 1
hour of power outage. Emergency lights were expected to last 4 hours.
9.7 Area for improvement. More trained shelter managers are needed locally. It is likely that
more shelters may be opened and local shelter managers are needed to do so quickly.
9.8 Strength and area for improvement. Security was covered by RCSO at the schools and
supplemented by the Office of Community Supervision. RCSO originally requested 25-30,
they need to request more initially to help with later shifts.
9.9 Area for improvement. Better registration and triage needed in Chatham County.
Identification of special populations, pets, and medical equipment isn't currently provided
to Augusta.
9.10 Area for improvement. Opening shelters for Richmond County residents based on need.
Open 1 location at a time to conserve staff and resources.
9.11 Strength. Preparation and readiness to serve Richmond County residents while maintaining
evacuees from other areas.
9.12 Area for improvement. Housing all dialysis patients and oxygen users at the FMN shelter to
make coordinating transportation and accommodations at the shelter easier for staff and
evacuees.
9.13 Strength. Civil defense support at the shelters.They assisted with lifting evacuees at the
FMN shelter, providing additional support at shelters that temporarily lost power, and
helping load buses.
9.14 Area for improvement. Pre-established plans for shelter-in-place for severe weather in all
shelter locations.
10. Scale Down/Shelter Closing
Planning for the return trip to Chatham County started on 9/11 at 6:00PM.Augusta received
notice from Chatham County that evacuation orders would be lifted at 5:30PM on 9/11. Shelter
closing happens quickly with short notice to evacuees and shelter workers.All shelters,except
the FMN shelter,were closed on Tuesday 9/12.The FMN shelter was closed on 9/13. RCSS
officers led bus serials to Savannah.
10.1 Area for improvement. Bus loading should be coordinated with all partners.Simultaneous
bus loading created issues and meant at some locations evacuees were sitting on the buses
for an extended period of time.
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Hurricane Irma After Action Review
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10.2 Area for improvement.At least a 30 minute gap between serials leaving/shelters closing is
needed for Chatham County to receive buses. Some shelters take longer to load/unload
and can create an issue for partners in Augusta and Savannah.
10.3 Strength. RCSS and Augusta Transit buses and drivers on standby. 32 RCSS buses and 2
Augusta Transit buses were on utilized to assist with transportation back to Savannah.
10.4 Strength. FMN shelter evacuees were transported on a separate day from the general
population evacuees.
10.5 Area for improvement.American Red Cross needs assistance cleaning cots and closing
down shelters. RCSS needs 24 hours to clean a school for students to return. Red Cross
needs additional logistics support at the end of the response to clean up cots.
10.6 Strength. Salvation Army was able to go to all shelters on Tuesday to collect donations.This
supported the quick turnaround of the facility for RCSS to have students back in school on
Thursday 9/14.
10.7 Area for improvement. Point of contact for Savannah bus drivers. Incorporating Chatham
County bus drivers into Augusta planning occurred on Tuesday morning as the buses
started loading.
11. Emergency Operations Center(EOC)
The Emergency Operations Center acts as the communication and coordination point for those
active in the response.Augusta Emergency Management coordinated communication with
Chatham County and GEMA.The EOC was activated on Friday morning to full activation.
Emergency Management staged at the transportation depot to receive buses. Emergency
Management coordinated public communication to the local media and worked with IT to
update the Augusta, GA website with current information on the response. Emergency
Management recruited Community Emergency Response Team (CERT)volunteers to assist with
staffing shelters.
11.1 Strength. Response to the EOC.The agencies/departments active in the response were
present for coordination.
11.2 Area for improvement. EOC space.The current space for the EOC is not large enough to
host all the necessary functions when an incident arises. While the key players stay at the
EOC, some of the support partners work off site and can be left out of necessary
conversations.
11.3 Area for improvement. Mass Care committee.A mass care committee will be established
to meet on a regular basis to address mass care concerns, such as sheltering,feeding, and
medical support.
11.4 Area for improvement.Communication with the shelters. One point of contact at the
shelters needs to be established.
11.5 Area for improvement. Coordination of communication from health care facilities. Clinics,
nursing home facilities were directed to notify EMA through email about activation.
11.6 Area for improvement. Daily briefings needed with partners.
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Hurricane Irma After Action Review
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11.7 Area for improvement.Training for departments and partner agencies to access WebEOC
to assist with communication and resource requests.WebEOC can provide local situational
awareness.
11.8 Area for improvement.State defense force.They do not check in at the EOC and therefore
we are not aware of their activation or response to support Augusta.
11.9 Area for improvement.Activation of Damage Assessment Teams. Damage assessment
numbers are immediately needed to provide a better picture of the effects countywide.
Additional staff need training to support this initiative.
Conclusion
Augusta, GA hosted almost 2,300 evacuees in shelters for Hurricane Irma.
The response allowed Augusta, GA to evaluate its capabilities in response to the request from Chatham
County to activate the Receiving and Sheltering agreement. Overall the response was successful;
however, areas for improvement have been identified to strengthen the response capabilities.The
recommendations for updates to the agreement and plan will be reviewed with the group and discussed
with Chatham County. Recommendations identified in this report will be reviewed for implementation
and tested in future exercises.
The following Improvement Plan further outlines those corrective actions identified.
11IPage
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