2022-052 Winter Weather After Action Final ReportAugust 19, 2022 Report No. 2022-052
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Winter Weather After-Action Progress Report – Final Report
PURPOSE:
In response to the Winter Strom Uri disaster, the City of Denton developed the 2021 Winter
Weather After Action Report and Plan to address identified areas of improvement in its inclement
weather response process. The Internal Audit Department and City Manager’s Office have
partnered to provide quarterly reports on the progress made towards this plan. This is the last
planned report on this action plan.
DISCUSSION:
Based on the Winter Weather After Action Report and Plan, there were originally 42 after-action
items identified after Winter Storm Uri. Seventeen of these items were reported to be complete
as part of a previous Winter Weather After Action Progress report. As of this report, 36 of the 42
items have been verified as complete. The details of all items Winter Weather After Action items
are summarized below.
Facilities
Determine backup generator needs for City buildings, create a priority list, and
develop a plan and budget
70%
• Staff identified four generators that need to be upgraded immediately at
Fire Stations. The Department is recommending that generators be
upgraded at 11 additional locations and identified some existing generators
that could cover peak load capacity if reconfigured.
• Funding for these generators was requested as part of the annual fiscal year
2021-22 Facilities Capital Improvement Plan.
• The Department placed an order for the materials to upgrade the identified
generators at Fire Stations. Materials are delayed due to supply chain
constraints but are expected to arrive prior to the calendar year-end.
• Additional generator needs will be covered by a combination of DME and
rental generators as needed.
Develop a plan and a budget to winterize fire suppression systems for all city
buildings.
Complete • Staff have identified the sections of the City’s fire suppression systems that
are most vulnerable to winter weather and are developing a written
standard operating procedure.
• All non-functioning vestibule heaters have been repaired.
Update electronic building access to improve building security and access during
power outages. 85% • In the Spring of 2021, staff engaged a security consultant to assess the
City’s key and access control system.
August 19, 2022 Report No. 2022-052
• Funding for facility security improvements was included in the fiscal year
2021-22 Facilities Capital Improvement plan budget.
• The City issued a solicitation for the purchase of a new building security
access control system in October 2021.
• The City’s current access control system is systematically being converted
to the new system. Several key buildings to the City’s operation have been
completed successfully, with all replacements estimated to be complete by
December 2022.
Review list of critical infrastructure and hospitals for rolling power outages.
Complete
• Denton Municipal Electric has met with all major critical customers and all
critical infrastructure facilities. Meetings with smaller or less critical
facilities and customers are in the process of being scheduled.
• Since Winter Storm Uri, about 25 additional facilities have been added to
the list and the emergency load shed plan has been updated to account for
these new facilities.
• In addition, the Utility is working to consolidate critical loads onto the
same feeders.
Vehicles
Develop a plan and procedures to properly winterize City vehicles, including a plan
to prevent fuel gelling.
Complete • Fleet Services has developed standard operating procedures covering
procedures for winterizing fuel in advance of significant winter events as
well as more general procedures for winterizing city vehicles and
equipment in advance of significant weather events.
Create a plan to utilize fleet vehicles for plowing, road maintenance, etc.
Complete
• Fleet has created a plan to provide the Streets division with a list of
currently available winter equipment.
• The Streets Division will then focus on major City thoroughfares based on
a developed map and staff these routes with three rotating eight-hour shifts
when needed.
• Staff will also respond to immediate needs from emergency dispatch and
deploy drivers around the City based on needs.
Determine best practices for winterizing Fire emergency vehicles.
Complete • The Fire Department created and updated a standard operating procedure to
provide a guideline for Winter Weather Apparatus Operations.
Procure plow attachments, sand spreaders, and other road maintenance needs for
major arterials.
Complete • Fleet staff prepped spreaders and sand was ready for deployment if winter
precipitation occurred as of January 2022.
• In addition, a fuel trailer was budgeted as part of the Fiscal Year 2021-22
budget and is in the process of being procured.
Develop SOPs and train staff for sanding/plowing activities for major arterials in the
City. Complete
August 19, 2022 Report No. 2022-052
• A snow and ice roadway sanding standard operating procedure has been
developed and implemented by the Streets Division.
Determine proper fuel stock and delivery methods for emergency generators.
Complete
• Fleet Division staff determined that the City’s fuel should not have a
biodiesel content greater than five percent.
• Fleet will dose all City vehicle fuel tanks with additive for cold weather
operation in December. The location and fuel quantity for all units has not
yet been determined.
• Additional fuel transport trailer was purchased and received in January
2022.
Improve communication with departments as the weather is impending regarding
shared resources/vehicles. Complete • The Fleet Division prepared a standard memorandum that is communicated
to Departments prior to each freezing or inclement weather event.
Emergency Services/Business Services
Review Departmental Emergency Action Plans.
75% • The Fire Department filled the Emergency Management Program Position
in January 2022. This position will partner with the Safety team to review
and finalize departmental emergency action plans for fall 2022.
Establish business continuity/contingency plans.
50% • The Emergency Management Program Manager began the process of
establishing business continuity and contingency plans for City
Departments with plans being finalized in fall 2022.
Develop a plan for departmental Wi-Fi hotspots for essential staff to maintain
internet connectivity.
75% • Cost analysis is ongoing and will be complete in Fall 2022 after which a
funding determination will be made.
Update Human Resource’s Inclement Weather Policy for City Employees.
Complete
• The City of Denton’s Inclement Weather policy was updated as of June
2021 to include more clear guidance regarding inclement weather and
remote work.
• The updated policy can be seen here.
Improve citywide emergency communication by setting up a live status board
accessible by EOC leadership.
Complete
• The City has switched its mass resident notification system and is
reviewing coordinating with this new vendor to implement
interdepartmental paging procedures.
• In addition, during Winter Storm Landon in 2022, the Microsoft Teams
application proved to effectively keep a live update and status report to
EOC leadership.
Amend EOC procedures to include holding daily calls with leadership to discuss
major issues within the City Complete
August 19, 2022 Report No. 2022-052
• The Direction and Control annex of the City’s Emergency Management
Plan has been updated to include wording that if EOC staff is working
remotely then they will still have at least two designated meeting times
with all active EOC members daily.
Review Police and Fire staffing levels for emergency events and increased calls.
Complete
• The Fire Department has established a minimum staffing level policy to
provide guidelines for unit staffing levels based on daily operational needs
and unique local or regional circumstances.
• The Police Department has begun up-staffing its night shifts during winter
weather events.
Secure a minimum of two traction control devices for all [Fire Department] vehicles.
Complete
• According to the Fire Department, all engines, aerials, and the Rescue have
one set of new tire cables at their station. In addition, cables are available
for medic and staff vehicles. The Department has also received new tires to
be “studded” in-house.
• Fuel treatments for each fire station generator and the diesel apparatus have
been ordered, received, and delivered.
Develop staffing plan/training to stand up short-term and long-term community
response needs.
Complete
• Staff developed a plan and procedure to winterize park infrastructure,
irrigation systems and mobile equipment. The start of winterization on
infrastructure and irrigation systems is November 15 and de-winterization
begins on March 15.
• Created a winter weather emergency SOP for staff training on winter
weather locations and operations and developed winter weather shift and
equipment schedule prior to sanding/plowing activities.
• Coordinated with Streets Department for large sanding/plowing needs and
with FEMA to acquire cots, bedding, and water for warming stations
Connect with local partners to form a wholistic view of Emergency Management.
Complete • The City has recently hired a new Emergency Management Program
Manager who is currently working with community partners and
stakeholders regarding emergency management.
Develop specific stages of winter weather with trigger points to keep departments
aware of pending operations changes.
Complete
• With the implementation of a new public warning platform, EOC
leadership can opt-in to receive notifications on a wide variety of winter
watches and warnings.
• In addition, Emergency Management will utilize these standards as
minimum criteria to notify other departments of potential and known
winter weather approaching Denton.
• Specific advisories, watches, and warnings related to sleet, snow, blizzard,
freezing fog, freezing rain, ice, winter storm, and winter weather available
August 19, 2022 Report No. 2022-052
from this new system will be integrated into specific trigger points for
individual departments that may not be getting automatic notifications.
Public Communications
Update communications protocols for outages and boil water notices.
Complete
• According to the Public Affairs Department, the communication protocols
for outages and boil water notices have been updated.
• Based on a review of the Public Affairs Department’s Water Outage
Communication Protocol, the protocol includes information about how to
disseminate information about boil water notices, including roles and
responsibilities and timeliness.
Incorporate into protocols: additional communication channels, town hall/live
updates, rumor response actions, and Spanish-language procedures.
Complete
• According to the Public Affairs Department, communication protocols
have been updated to include these improvements.
• Based on a review of the Public Affairs Department’s Power Outage Crisis
Communication Protocol, the protocol includes information about
communication methods including preparing for a townhall in the first 24
hours of an outage and rumor response methods in the first one to four
hours.
• Both the Power Outage Crisis Communication Protocol and Water Outage
Communication Protocol require all critical messaging to be distributed in
both English and Spanish on social media, email, and print.
Create crisis preparation webpages and convert these to response pages.
Complete • Public Affairs has created new Emergency & Disaster Preparedness
webpages on the City’s website that can be seen here.
Consider reverse notification tools in the 311/CRM procurement.
Complete • Finalists in the 311/CRM solicitation were asked to show if their system
had the ability to general user broadcasts to registered users.
Denton Municipal Electric & Denton Energy Center
Increase Natural Gas Fuel Reliability/Winterization of the Denton Energy Center.
Complete
• Denton Municipal Energy has hired a consultant to complete a feasibility
study of natural gas fuel reliability options.
• This report has been completed and presented to the Public Utilities Board.
• DME has made operational and limited physical infrastructure changes at
the DEC to ensure, should natural gas supply be interrupted, damage to
equipment from extreme cold weather will be minimized or eliminated.
• In addition, DME expects long-term fuel reliability improvements to be in
place for the 2023/2024 winter.
Swap intermittent renewables for fixed shape and price. Complete • DME has executed transactions for firm shaped renewable energy.
Evaluate cost of outage insurance for winter and summer; revise hedge targets for
winter and summer. Complete
August 19, 2022 Report No. 2022-052
• Solicitation was issued for power plant forced outage insurance on
November 5, 2021. An ordinance approving spending authority for forced
outage insurance of the Denton Energy Center was approved on December
14, 2021. In addition, insurance for the summer has been procured.
• Based on the Energy Management Office’s review, the City’s current
hedge targets appear to be appropriate based on long-range weather tools
(i.e., upcoming winter looks average or mild). In addition, current hedging
prices are very high, and the City is currently in a long position for the
upcoming winter months.
Develop a plan to communicate and work with major industrial and commercial
users to reduce power load.
Complete • DME has identified and communicated with industrial and commercial
customers with critical loads to determine if they are willing to volunteer to
shed load in emergency situations. Those that were interested in
volunteering, are currently working with DME on implementation.
Department Specific
Complete backup Customer Service operation center.
Complete
• The Customer Service Division has worked with Facilities Services to set
up multiple workstations at City Hall East for employees who are unable to
work remotely. Most Customer Service representatives work from home in
order to provide better continuity during typical storm events.
Develop a plan and procure temporary street signage in case of traffic signal failure.
Complete
• The Traffic Operations Division has purchased and received 13 temporary
stop signs and stands, which is enough to cover three intersections in the
event of an outage. If there is a system failure, Traffic intends to focus on
major thorough fares.
Test and replace battery backup systems for all traffic signals
Complete • As of November 2021, the Traffic Operations Division has tested all
signals with battery backup units and replaced ten units along with 40
batteries.
Purchase generators for long-term signal power outages.
Complete • The Traffic Operations Division has purchased two generators to power
signal during an outage. According to staff, this is enough to run three
intersections through a long-term power failure.
Review policies related to emergency expenses to make recommendations for future
emergencies.
Complete
• The Procurement Department has developed and Local Emergency and
Inclement weather Lodging Policy, which defines the allowable
circumstances and procedures to be used if a City employee must procure
lodging within City limits. Implementation of this new policy is awaiting
adoption by the City Council.
• This new policy was approved by the City Council on December 7, 2021
and communicated to employees on December 21, 2021.
August 19, 2022 Report No. 2022-052
Establish remote processes for most functions within Finance.
50% • Two software implementations are underway with expected completion in
early 2023.
Establish minimum and maximum levels for emergency supplies available to
departments in the Warehouse.
Complete
• The Procurement Department has developed a minimum supply inventory
for emergency shelter supplies in collaboration with Community
Development and Parks and Recreation, including cots, water, meals,
bedding, and hand and toe warmers. A contract for these items has been
executed and additional products can be delivered within two business
days.
Establish a list of readily available supplies and contracts to be utilized during future
emergencies.
Complete
• The Procurement Department has compiled a list of almost 90 existing
contracts that can be used for services and commodities needed during
emergencies including heavy equipment rentals, electrical, HVAC,
generator, and irrigation services, temporary labor, large retail stores, and
more.
Review existing policies related to food and lodging to make recommendations for
future emergencies. Complete • A policy regarding local emergency and inclement weather lodging was
adopted by the City Council in October 2021.
Geocode water/wastewater infrastructure, update GIS database. Complete • All water meters are fully integrated with the GIS system.
Set new winter inventory levels for water/wastewater treatment plants.
Complete • Water Utilities has set a policy to keep at least a 15-day supply of needed
inventory prior to any inclement weather event.
Determine and secure proper levels of sand storage for weather events.
Complete • The Streets Division has determined that 1,000 tons of sand should be
sufficient to allow them to treat major thoroughfares as well as any needed
additional roadways and intersections.
STAFF CONTACT:
Madison Rorschach
City Auditor
Madison.rorschach@cityofdenton.com
(940) 349 – 7228
REQUESTOR:
Staff Initiated
August 19, 2022 Report No. 2022-052
PARTICIPATING DEPARTMENTS:
Internal Audit, City Manager’s Office, Denton Municipal Electric, Airport & Facilities
Management, Parks & Recreation, Procurement & Compliance, Technology Services, Fire,
Police, Public Works, Human Resources, Public Affairs, Finance, and Water Utilities.
STAFF TIME TO COMPLETE REPORT:
Six hours to summarize and verify the information.