Emergencies can happen at any time. The possibility of a natural disaster, technological accident, port security threat or other major disrupting incident is always present. Emergencies can result in injury to port personnel, damage to port property and needless interference to the efficient conduct of port operations. To reduce or eliminate these risks posed by emergencies, emergency planning and preparedness must be an integral part of the port’s management activities. Possible risks must be assessed and mitigating measures to prevent a disaster be implemented.
AAPA convened a Emergency Planning & Disaster Recovery Working Group shortly after the devastating hurricanes of 2005. The group sponsored five workshops over six months in order to collect member experiences with regards to emergency planning and disaster recovery. As ports told their stories, many best practices and cautionary tales emerged to form the main areas of consideration to be addressed in this document. Workgroup Chair Phyllis Saathoff of Port Freeport, Texas then combined these areas of consideration with hours of research and writing to produce this comprehensive best practices manual.
AAPA would like to thank Phyllis Saathoff for her tireless efforts in leading the group, researching the material, and compiling the manual.
Full Manual
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Foreward (PDF)
Section A – Basic Plan (PDF)
1. Introduction
2. Four Phases of Emergency Planning
3. Organization
4. Initial Phase of Plan Development
5. Organization and Responsibilities
6. Command System
6.1. National Emergency Management System
6.2. Incident Command System
7. Plan Maintenance
8. Plan Exercises
Section B – Emergency Operations Center Plans (PDF)
1. Emergency Operations Center (EOC) Plan
2. EOC Preparedness
2.1. EOC Team Leadership
2.2. EOC Team Personnel
2.3. EOC Location
2.4. Alternate EOC Location
2.5. Assessment of Communication Assets
2.6. Establishment of Communications
2.7. EOC Team Member Emergency Kits
2.8. EOC Supplies
3. EOC: Organization
3.1. National Incident Management System (NIMS)
3.2. Chain of Command
3.3. EOC: Roles and Responsibilities
3.3.1 Command Section
3.3.2 Operational Section
3.3.3 Planning Section
3.3.4 Logistics Section
3.3.5 Finance and Administration Section
3.4. EOC Support Staff
3.4.1 EOC Coordinator
3.4.2 EOC Facility Manager
4. EOC: Activation
4.1. Activation Decision
4.2. Activation During Non-working hours
4.3. Non-EOC Team Personnel
5. EOC: Operations
5.1. Concept of Operations
5.2. Receipt of Engineering Division Damage Assessments
5.3. EOC Action Plans
5.4. Priority Functions
5.5. Guidance to Other Personnel
5.6. Hours of Operation
5.7. Augmentation of Staff
5.8. Security and Access Controls
6. EOC Plan: Administration
6.1. Plan reviews
6.2. Plan Distribution
7. EOC Staff Duties
7.1 Executive Director
7.2 EOC Director
7.3 Public Information Officer
7.4 Liaison Officer
7.5 Safety/Security Officer
7.6 Operations Section Chief
7.7 Planning Section Chief
7.8 Logistics Section Chief
7.9 Finance and Administration Chief
Section C – Communications (PDF)
1. Introduction
2. Central Point of Contact
2.1. CPC Responsibilities
2.2. CPC Response Actions
3. Communications Resource Requirements
3.1. Telecommunications
3.1.1 Telecommunications Service Priority
3.1.2 Wireless Priority Service
3.1.3 Text Messaging
3.1.4 Manual Cell Phone Chargers
3.1.5 Satellite Systems
3.1.6 1-800 Service
3.2. Internet Service
3.2.1 Websites
3.2.2 E-Mail
3.2.3 Web Based Notification Systems
3.3. Television and Radio Stations
3.4. Amateur Radio
3.5. Emergency Communications Kits
4. Warning and Notifications
4.1. Warning and Notifications
4.2. Resource Requirements
4.2.1 Initial Response Assets
4.2.2 Assessment of Warning and Notification Assets
4.3. Response Actions
5. Public Information and Media Relations
5.1 Requirements
5.2 Response Actions
6. Resource Requirements
6.1 Initial Response Assets
Section D – Evacuation (PDF)
1. Introduction
2. Evacuation Preparedness
2.1. Central Point of Contact (CPC)
2.2. CPC Responsibilities
2.3. Establishment of Communications
2.4. Evacuation Routes
2.4.1 Evacuation of Port Facilities and Premises
2.4.2 Evacuation of the Area
3. Response Actions
4. Resource Requirements
4.1 Initial Response Assets
Section E – Fire & Rescue (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Law Enforcement/Security Assets
2.2. Mutual Aid Agreements
2.3. Establishment of Communications
2.4. Assessment of Fire Hazards
3. Response Actions
Section F – Law Enforcement and Security (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Law Enforcement and Security Assets
2.2. Mutual Aid Agreements
2.3. Establishment of Communications
3. Response Actions
4. Mandatory Evacuations
Section G – Operations (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Maintenance/Operations Assets
2.2. Establishment of Communications
2.3. Good Housekeeping Practices
2.4. Securing Terminal Equipment
2.4.1 Container Cranes
2.4.2 Other Terminal Equipment
2.5. Securing Terminal Facilities
2.5.1 Warehouse/Transit Sheds
2.5.2 Buildings
2.5.3 High Mast Lighting
2.5.4 Non-Essential Utilities
2.5.5 Perimeter Protection
2.6. Coordination with Customers/Tenants
2.6.1 Coordinating Vessel Activity
2.6.2 Barges
2.6.3 Securing Cargo
2.7. Foreign-Trade Zone
2.8. Recovery Equipment and Supplies
2.9. Port Closure
2.9.1 Coordination with Customers/Tenants
2.9.2 Labor Issues
2.10. Accommodations for Essential Personnel
2.11. Pre-bid Recovery Service Contracts
3. Response Actions
3.1. Initial Damage Assessment
3.2. Secondary Damage Assessment/Temporary Repairs
3.3. Emergency Mitigation Measures
3.4. Channel Damage Assessments
3.5. Repair/Restoration Phase
3.6. Re-opening Berths to Vessels
3.7. Rail Car Deliveries
3.8. Insurance and FEMA Claims
Section H – Damage Assessment and Facility Repair (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Engineering Assets
2.2. Establishment of Communications
2.3. Assessment of Current Condition of Facilities
2.4. Assessment of Utility Infrastructure
2.5. Vulnerability Analysis
2.6. Documentation of Current Replacement Costs
2.7. As-Built Building Plans, Specifications and Other Facility Records
2.8. Critical Recovery Resources
2.9. Pre-Event Contracting
2.10. Damage Assessment Team
3. Response Actions
3.1. Initial Damage Assessments and Environmental Impacts
3.2. Secondary Assessment of Damage
3.3. Emergency Mitigation Measures
3.4. Final Assessment of Damage
3.4.1 Damage Due to Water
3.4.2 Damage Due to Fire
3.4.3 Hazardous Material Contamination
3.4.4 Channel Damage Assessment
3.5. Repair/Restoration Phase
3.6. Insurance and FEMA Claims
Section I – Accounting, Finance and Administration (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Finance/Accounting Assets
2.2. Establishment of Communications
2.3. Emergency Spending Authority
2.4. Vital Records
2.5. Bank and Investment Accounts
2.6. Payroll
2.7. Bond Payments and Disclosure Requirements
2.8. Emergency Purchases
2.9. Pre-bid Contracts for Disaster Recovery Services
2.10. Work Order Processes
2.11. Bridge Financing Plans for Recovery
2.12. Alternate Site for Critical Accounting and Finance Functions
3. Response Actions
3.1. Assessment of Damage
3.2. Restoring Critical Functions
3.3. Activating Alternate Site for Accounting and MIS Functions
3.4. Emergency Mitigation Measures for Damaged Records
3.5. Assessing Business Capability of Financial Institutions
3.6. Insurance and FEMA Claims
Section J – Risk Management and Insurance Claims (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Loss Exposure
2.2. Property Insurance Strategy
2.2.1 Real Property
2.2.2 Personal Property
2.2.3 Flood Coverage
2.2.4 Windstorm Coverage
2.2.5 Costs Incurred to Prevent Loss
2.2.6 Business Interruption Coverage
2.2.7 Terrorism Coverage
2.3. FEMA Disaster Assistance Programs
2.4. Care, Custody and Control of Cargo
3. Response Actions
3.1. Insurance Claims
3.1.1 Scope of Coverage
3.1.2 Making a Claim
3.1.3 Duty to Provide Notice
3.1.4 Proof of Loss
3.1.5 Proving the Amount of Loss
3.1.6 Examination Under Oath
3.1.7 Duty to Cooperate
3.1.8 Disagreement Over the Amount of Loss/Recovery
3.1.9 Lost or Destroyed Insurance Policies
Section K – FEMA Claims (PDF)
1. Introduction
2. Preparedness
2.1. FEMA Disaster Assistance Programs
2.2. Regulations
2.3. Declarations
2.4. Funding Eligibility
2.5. Funding Process
2.6. Recordkeeping and Document Preparation
2.6.1. Small vs. Large Project
2.6.2. Categories of Work
2.6.3. Project Worksheets
2.7. Contracting Procedures
2.8. Insurance Coverage
2.9. Immediate Needs Financing
2.10. Alternate Projects
2.11. Mitigation Projects
Section L – Legal Issues (PDF)
1. Introduction
2. Preparedness
2.1. Tariff Language
2.2. Contracts
2.3. Leases
2.4. Inter-jurisdictional Mutual Aid Agreements
Section M – Human Resource Issues (PDF)
1. Introduction
2. Preparedness
2.1. Assessment of Human Resource Assets
2.2. Establishment of Communications
2.3. Essential Personnel
2.4. Education and Training in EOP
2.5. Employee Recall
2.6. Temporary Housing
2.7. Medical Care
2.8. Child and Elderly Care
2.9. Basic Necessities
2.10. Personal Emergency Planning Assistance
2.11. Public Adjuster
2.12. Professional Counseling
3. Response Actions
3.1. Essential Personnel
3.2. Employee Recall
3.3. Work Schedules/Personal Time Off
3.4. Public Adjuster
3.5. Temporary Housing
3.6. Medical Care
3.7. Professional Counseling
Section N – General Public Assistance (PDF)
1. Introduction
2. Preparedness
2.1 MARAD Hospital Ships
2.2 FEMA Temporary Housing
2.3 Relief Goods
2.4 Recovery Outside the Port
Section O – Examples and Forms (PDF)
1. Emergency Contact Information Forms
2. Prepared Messages
3. Example Resolutions and Policies
3.1. Emergency Spending Authority Resolution
4.1. Request for Proposal for Storm Recovery Services
4.2. Inter-jurisdictional Mutual Aid Agreement
4.3. Employee Responsibilities for Reporting to Work
4.4. Basic Supplies Checklist
4.5. Damage Assessment Form
Section P – Glossary (PDF)
1. Glossary of Terms
2. Glossary of Acronyms
References (PDF)
