HomeMy WebLinkAbout2021-065 Winter Weather After Action Progress Report Aug. 2021August 27, 2021 Report No. 2021-065
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Winter Weather After Action Progress Report – August 2021
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.
DISCUSSION:
Based on the Winter Weather After Action Report and Plan, there were seven after action items
with an anticipated completion date before the end of July 2021. Each of these items and their
completion status are outlined below.
Review list of critical infrastructure and hospitals for rolling power outages.
25%
Denton Municipal Electric has begun the process of identifying critical
infrastructure on the Utility’s service and discussing what kind of capabilities
and needs these facilities have (e.g. do they have backup power).
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 on to the same
feeders.
Additional facilities are still being identified.
Update Human Resource’s Inclement Weather Policy for City Employees.
100% 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.
Develop staffing plan/training to stand up short-term and long-term community
response needs.
25% Parks and Recreation is scheduled to have a training for staff in October 2021
and is in the process of updating standard operating procedures and schedules
for emergency events.
Update communication protocols for outages, boil water notices.
100%
According to the Public Affairs Department, the communication protocols for
outages and boil water notices have been updated.
Based on 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.
August 27, 2021 Report No. 2021-065
Incorporate into communication protocols: additional communication channels
and staff, townhall/live updates, structure rumor response actions, and Spanish-
language procedures and guidelines.
100%
According to the Public Affairs Department, communication protocols have
been updated to include these improvements.
Based on 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 to response pages as needed.
100% Public Affairs has created new Emergency & Disaster Preparedness webpages
on the City’s website that can be seen here.
Consider reverse notification tools in 311/CRM procurement.
100% Finalists in the 311/CRM solicitation were asked to show if their system had
the ability to general user broadcasts to registered users.
Complete back-up Customer Service operation center.
100%
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.
In addition, the attached Winter Weather After Action Progress Report shows each after action
item, its anticipated completion timeline, and the completion status as reported by each
department. The next Winter Weather After Action Plan Progress Report is expected to be issued
in November 2021.
ATTACHMENTS:
1. Winter Weather After Action Report and Plan
2. Winter Weather After Action Progress Report (Aug. 2021)
STAFF CONTACT:
Madison Rorschach
City Auditor
Madison.rorschach@cityofdenton.com
(940) 349 – 7228
REQUESTOR:
Staff Initiated
August 27, 2021 Report No. 2021-065
PARTICIPATING DEPARTMENTS:
Internal Audit, City Manager’s Office, Denton Municipal Electric, Human Resources, Parks &
Recreation, and Public Affairs & Customer Service
STAFF TIME TO COMPLETE REPORT:
Three (3) hours to summarize and verify information provided in the Winter Weather After
Action Dashboard.
Facilities
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Determine back-up generator needs for City buildings,
create a priority list, and develop a plan and budget Facilities Water, Wastewater,
DME (DEC), Airport, Fire
Staff evaluation
concluded as part of
FY 21-22 Budget
Preparations.
Cost will be
determined following
the priority list
Staff has identified four generators that need to
be upgraded immediately for Fire Stations 1, 5, 6,
and 7. We have also identified 11 additional
locations we are recommending either new
generator installation or the installation of
transfer switches to allow for easy use of
portable generators.
Develop a plan and a budget to winterize fire suppression
systems for all City buildings Facilities
Estimated
Conclusion
September 2021.
<$50,000
Staff is evaluating locations and coordinating with
the Fire Marshall. Costs would be associated with
installing heaters near fire suppression lines at
occupied buildings.
Update electronic building access to improve building
security and access during power outages Facilities
Requesting funds as
supplemental in FY
21-22 Budget.
$200,000
Depending on location, door mechanics, as well
as the door, and frame need to be replaced to
ensure doors "fail secure." This means the door
will safely allow an exit in an emergency, but will
not allow entry during a power failure with a
manual key to enter.
Review list of critical infrastructure and hospitals for rolling
power outages DME EMO July 2021 Minimal DME are reviewing critical lists and updating as
necessary
Vehicles
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Develop a plan/procedures to properly winterize City
vehicles, including plan to prevent fuel gelling Fleet Services All Fall 2021 None Develop PM Winterization task list and assign PM-
W schedules to all vehicles and equipment
Create plan to utilize fleet vehicles for plowing, road
maintenance, etc.Fleet Services Streets, Parks Fall/Winter 2021 None Develop list of currently compatible snow
clearing vehicles matched with equipment.
Determine best practices for winterizing Fire emergency
vehicles Fleet Services Fire Fall/Winter 2021 None Research apparatus freeze protection options
and best practices with peers in affected areas.
Procure plow attachments, sand spreaders, and other road
maintenance needs for major arterials in the City Fleet Services Streets, Parks,
Procurement Summer 2022 $50,000
Determine minimum equipment levels by class
and perform inventory of viable equipment.
Estimate procurement costs to fill any equipment
gaps.
Develop SOPs and train staff for sanding/plowing activities
for major arterials in the City Streets Fleet, Parks Fall/Winter 2021 None
Will create SOP's for sanding equipment and
plowing equipment. All Staff will be trained and
have yearly refreshers to prepare for the season.
Winter Weather After Action Items
By Category
Determine proper fuel stock and delivery methods for
emergency generators Facilities/Fleet Buildings with
Generators
Estimated
Conclusion
September 2021.
$11,200
Staff are coordinating with Fleet on the purchase
of a 600 gal Fuel Trailer using funds from FY 20-
21 operating budget.
Improve communication with departments as weather is
impending regarding shared resources/vehicles Fleet, Warehouse Summer 2021 None Develop interdepartmental communication
standard for pre-event notices.
Emergency Services/Business Services
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Review Departmental Emergency Action Plans Emergency Management
Office (EMO)All Departments June 2022 Included in current
budget
EM Note: The EMP goes through an entire
update every 4 years. Updates will begin
summer of 21 and be completed in June 22.
Establish business continuity/contingency plans Tech Services All Departments October 2021 Included in current
budget EM Note: Update the plan for EM
Develop a plan for departmental WiFi hotspots for
essential staff to maintain internet connectivity Tech Services All Departments Completed None EM Note: EM Office has a FirstNet Hot Spot
Update Human Resource's Inclement Weather Policy for
City Employees Human Resources All Departments May 1, 2021 None
Improve city-wide emergency communication by setting
up a Live Status Board that EOC leadership can access and
see the status of specific issues, any current needs, and
how items are being handled throughout the COD
EMO March 2022 $5,000
Amend EOC procedures to include holding daily calls with
leadership to discuss major issues within the City EMO June 2022 None
EM Note: This will be placed in writing as part of
the EMP update planned to be completed by
June 22. In the interim this will go into effect
immediately when the EOC is utilized.
Review Police and Fire staffing levels for emergency events
and increased calls Fire/Police August 2021 None A winter weather response policy will be created
to capture staffing modifications
Secure a minimum of two traction control devices for all
vehicles Fire Procurement August 2021 $20,000
Procure replacement devices in off season to
reduce costs and have in place prior to winter
2021
Staffing plan/training to stand up short-term and long-
term community response needs
EMO, Parks, Community
Services
Start first training
July 2021 None Improve scheduling and training for events
Connect with local partners to form a wholistic view of
Emergency Management EMO Begin Fall 2021 Included in current
budget
Develop specific stages of winter weather with specific
trigger points to keep department aware of pending
operational changes
EMO June 2022 $5,000
EM Note: This item ties into the EMP and likely
into the new software solution we are
investigating. A basic template and plan will be
in place by the fall and the formalization of the
completed plan as part of the EMP and new
software.
Public Communications
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Update communications protocols for outages, boil water
notices Public Affairs/Water DME June 30, 2021 None
Incorporate into protocols:
-additional communications channels/staff
-town hall/live updates
-structured rumor response actions
-Spanish-language procedures and guidelines
Public Affairs Various June 30, 2021 None
Create crisis preparation webpages (convert to response
pages)Public Affairs Various July 31, 2021 None
Consider reverse notification tools in 311/CRM
procurement Public Affairs Various May 30, 2021 None Solicitation in progress. Council approval in
summer
DME/Denton Energy Center
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Increase Natural Gas Fuel Reliability DME Real Estate
Engineering, October
2021;
Analysis and
Recommendations,
December 2021
To be determined
Engineering and cost estimation of options
underway. Enterprise pipeline has provide 8.3
million proposal for new compression
Swap intermittent renewables for fixed shape and price DME November 2021 Not known at this time DME will seek 3 year or less proposal from
enabled counterparties.
Evaluate cost of outage insurance for winter and summer;
revised hedge targets for winter and summer DME Risk Management,
Procurement Summer 2021 In progress
Budgeted purchase for summer 2021 and will
integrate new estimate for winter 2022. Hedge
plan changes implemented after approval of
Energy Risk Management Policy in May.
Develop a plan for how to communicate and work with
major industrial users and commercial properties to reduce
the power loads
DME March 2022 Not known at this time
Voluntary reduction by commercial and industrial
customers upon appeal by DME. Long-term
demand side management plan will be premised
upon ERCOT market design
Department Specific
Item Owner Other Departments
Affected
Anticipated
Timeline Estimated Cost Other Notes
Completion of back up Customer Service operation center Customer Service May 30, 2021 None Currently in progress. Coordinating with Tech.
Services.
Develop plan and procure temporary street signage in case
of traffic signal failure Streets Public Safety Summer 2021 $8,150 This would be for 50 Temp. Working on quotes
then will work with purchasing.
Test and replace battery backup systems for all signals.
Due to the extreme cold the gel inside the batteries froze
and were rendered useless. LCD screens also froze and
cracked.
Streets Winter 2021, Spring
2022 $400,000
We need to focus on major Intersections first.
Will include these in our PM schedule and check/
replace as needed.
130 total signals estimate about 100 need
replaced at $4,000 each
Purchase generators for long-term signal power outages Streets Procurement Summer 2021 $3,000 This would be for 3 Honda EU200 Generators or
equivalent
Establish remote processes for most functions within
Finance; Implementation of Accounts Payable Automation
Software will further encourage use of ACH payments to
vendors
Finance All Departments 18 months In progress
In addition to automating the AP process, this
software will be used by Procurement to manage
vendors.
Review policies related to emergency expenses to make
recommendation for future emergencies Finance All Departments In progress None The updated Financial Disaster Plan is currently
being reviewed by internal stakeholders.
Establish minimum and maximum levels for emergency
supplies available to departments in the Warehouse Procurement All Departments October 1, 2021 None
Establish a list of readily available supplies and contracts to
be utilized during future emergencies Procurement/Warehouse All Departments October 1, 2021 None
Review existing policies related to food and lodging to
make recommendations for future emergencies Procurement All Departments October 1, 2021 None
Geocode water/wastewater infrastructure, update GIS
database Water/Wastewater DME - Meter reading 12 to 18 months $100,000
Staff is currently working with DME staff to
Geocode water meters. This data will be pulled
into GIS database
Set new winter inventory levels for water/wastewater
treatment plants Water/Wastewater 12 to 18 months $500,000 Emergency Generators, Fuel trailers and vehicle,
Additionally chemical inventory stock for winter.
Determine and secure proper levels of sand storage for
weather event Streets Streets, Parks On Going Materials Cost
This event we dispersed nearly 500 Tons. Normal
years are around 10-30 Tons. Currently supply is
replenished (around 300 Tons) Will continue to
monitor throughout the year to maintain current
levels. Will need to plan and increase if a big
event is eminent.
Winter Weather After Action Progress Report(As of 07/31/21)FacilitiesItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusDetermine back‐up generator needs for City buildings, create a priority list, and develop a plan and budgetFacilitiesWater, Wastewater, DME (DEC), Airport, FireStaff evaluation concluded as part of FY 21‐22 Budget Preparations. Cost will be determined following the priority listNone ReportedDevelop a plan and a budget to winterize fire suppression systems for all City buildingsFacilitiesEstimated Conclusion September 2021. <$50,000 None ReportedUpdate electronic building access to improve building security and access during power outagesFacilitiesRequesting funds as supplemental in FY 21‐22 Budget. $200,000 None ReportedReview list of critical infrastructure and hospitals for rolling power outagesDME EMO July 2021 Minimal 25%VehiclesItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusDevelop a plan/procedures to properly winterize City vehicles, including plan to prevent fuel gellingFleet Services All Fall 2021 None None ReportedCreate plan to utilize fleet vehicles for plowing, road maintenance, etc.Fleet Services Streets, Parks Fall/Winter 2021 None None ReportedDetermine best practices for winterizing Fire emergency vehiclesFleet Services Fire Fall/Winter 2021 None None ReportedProcure plow attachments, sand spreaders, and other road maintenance needs for major arterials in the CityFleet ServicesStreets, Parks, ProcurementSummer 2022 $50,000 None ReportedDevelop SOPs and train staff for sanding/plowing activities for major arterials in the CityStreets Fleet, Parks Fall/Winter 2021 None None ReportedDetermine proper fuel stock and delivery methods for emergency generatorsFacilities, FleetBuildings with GeneratorsEstimated Conclusion September 2021. $11,200 None Reported1
Winter Weather After Action Progress Report(As of 07/31/21)Improve communication with departments as weather is impending regarding shared resources/vehiclesFleet, WarehouseSummer 2021 None None ReportedEmergency Services/Business ServicesItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusReview Departmental Emergency Action PlansEmergency Management Office (EMO)All Departments June 2022Included in current budgetNone ReportedEstablish business continuity/contingency plans Tech Services All Departments October 2021Included in current budgetNone ReportedDevelop a plan for departmental WiFi hotspots for essential staff to maintain internet connectivityTech Services All Departments Completed None CompleteUpdate Human Resource's Inclement Weather Policy for City EmployeesHuman ResourcesAll Departments May 1, 2021 None CompleteImprove city‐wide emergency communication by setting up a Live Status Board that EOC leadership can access and see the status of specific issues, any current needs, and how items are being handled throughout the CODEMO March 2022 $5,000 None ReportedAmend EOC procedures to include holding daily calls with leadership to discuss major issues within the CityEMO June 2022 None None ReportedReview Police and Fire staffing levels for emergency events and increased callsFire/Police August 2021 None 50%Secure a minimum of two traction control devices for all vehiclesFire Procurement August 2021 $20,000 50%Staffing plan/training to stand up short‐term and long‐term community response needsEMO, Parks, Community ServicesStart first training July 2021None 25%Connect with local partners to form a wholistic view of Emergency ManagementEMO Begin Fall 2021Included in current budgetNone ReportedDevelop specific stages of winter weather with specific trigger points to keep department aware of pending operational changesEMO June 2022 $5,000 None Reported2
Winter Weather After Action Progress Report(As of 07/31/21)Public CommunicationsItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusUpdate communications protocols for outages, boil water noticesPublic Affairs/WaterDME June 30, 2021 None CompleteIncorporate into protocols:‐additional communications channels/staff‐town hall/live updates‐structured rumor response actions‐Spanish‐language procedures and guidelinesPublic Affairs Various June 30, 2021 None CompleteCreate crisis preparation webpages (convert to response pages)Public Affairs Various July 31, 2021 None CompleteConsider reverse notification tools in 311/CRM procurementPublic Affairs Various May 30, 2021 None CompleteDME/Denton Energy CenterItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusIncrease Natural Gas Fuel Reliability DME Real EstateEngineering, October 2021; Analysis and Recommendations, December 2021To be determined None ReportedSwap intermittent renewables for fixed shape and price DME November 2021 Not known at this time None ReportedEvaluate cost of outage insurance for winter and summer; revised hedge targets for winter and summerDMERisk Management, ProcurementSummer 2021 In progress None ReportedDevelop a plan for how to communicate and work with major industrial users and commercial properties to reduce the power loadsDME March 2022 Not known at this time None ReportedDepartment SpecificItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion Status3
Winter Weather After Action Progress Report(As of 07/31/21)Completion of back up Customer Service operation centerCustomer ServiceMay 30, 2021 None CompleteDevelop plan and procure temporary street signage in case of traffic signal failureStreets Public Safety Summer 2021 $8,150 None ReportedTest and replace battery backup systems for all signals. Due to the extreme cold the gel inside the batteries froze and were rendered useless. LCD screens also froze and cracked. StreetsWinter 2021, Spring 2022$400,000 None ReportedPurchase generators for long‐term signal power outages Streets Procurement Summer 2021 $3,000 None ReportedEstablish remote processes for most functions within Finance; Implementation of Accounts Payable Automation Software will further encourage use of ACH payments to vendorsFinance All Departments 18 months In progress None ReportedReview policies related to emergency expenses to make recommendation for future emergenciesFinance All Departments In progress None None ReportedEstablish minimum and maximum levels for emergency supplies available to departments in the WarehouseProcurement All Departments October 1, 2021 None CompleteEstablish a list of readily available supplies and contracts to be utilized during future emergenciesProcurement/WarehouseAll Departments October 1, 2021 None 50%Review existing policies related to food and lodging to make recommendations for future emergenciesProcurement All Departments October 1, 2021 None None ReportedGeocode water/wastewater infrastructure, update GIS databaseWater/WastewaterDME ‐ Meter reading 12 to 18 months $100,000 None ReportedSet new winter inventory levels for water/wastewater treatment plantsWater/Wastewater12 to 18 months $500,000 None ReportedDetermine and secure proper levels of sand storage for weather eventStreets Streets, Parks On Going Materials Cost None Reported4