2021-099 Winter Weather Action Plan ProgressNovember 19, 2021 Report No. 2020-099
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Winter Weather After Action Progress Report – November 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 21 after action items
with an anticipated completion date before the end of October 2021. Six of these items were
reported to be complete as part of the previous quarterly report. As of this report, 11 of the 21
items that have come due have been verified as complete. The details of all items completed
between reports and all outstanding 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.
Evaluate cost of outage insurance for winter and summer; revised hedge targets
for winter and summer.
75%
Solicitation was issued for power plant forced outage insurance on November
5, 2021. Denton Municipal Electric expects to bring a contract forward for the
City Council’s approval in December.
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 staffing plan/training to stand up short-term and long-term community
response needs. 50% Parks and Recreation completed a training for staff in October 2021. Relevant
standard operating procedures is in the process of being updated.
November 19, 2021 Report No. 2020-099
Emergency Operations Center staff and back-ups have been provided with
information on Incident Command System training that must be completed by
January 2022, which includes National Incident Management System courses.
Some Parks and Recreation management staff have completed or are in the
process of completing training as recommended by the Fire Department.
Determine back-up generator needs for City buildings, create a priority list, and
develop a plan and budget.
50%
According to the Facilities Department, staff have identified four generators
that need to be upgraded immediately at Fire Stations. In addition, the
Department is recommending that generators be upgraded at 11 additional
locations. In addition, the Department identified some existing generators that
they believe 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 is currently
awaiting proposals from their contracted vendors for this work.
Develop a plan and a budget to winterize fire suppression systems for all City
buildings.
75% According to the Facilities Department, 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.
Update electronic building access to improve building security and access during
power outages.
75%
In the Spring of 2021, staff engaged a security consultant to assess the City’s
key and access control system.
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 Department expects all
replacements to be complete by September 2022.
Determine proper fuel stock and delivery methods for emergency generators.
75%
Fleet Division staff have 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. Location and fuel quantity for all units has not yet
been determined.
Fleet also plans to procure an additional fuel transport trailer.
Secure a minimum of two traction control devices for all [Fire Department]
vehicles.
100% 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.
November 19, 2021 Report No. 2020-099
Fuel treatments for each fire station generator and the diesel apparatus have
been ordered, received, and delivered.
Review Police and Fire staffing levels for emergency events and increased calls.
50%
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 not reported any progress on this action item.
Improve communication with departments as weather is impending regarding
shared resources and vehicles.
25% The Fleet Division is planning to prepare a document to communicate
Operating Department responsibilities and Fleet responsibilities. Expectations
will be communicated in concert with Emergency Operating Center
coordination.
Establish minimum and maximum levels for emergency supplies available to
departments in the Warehouse.
100%
The Procurement Department has developed 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.
Review existing policies related to food and lodging to make recommendations
for future emergencies.
75%
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.
Establish a list of readily available supplies and contracts to be utilized during
future emergencies.
100% 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.
Establish business continuity/contingency plans.
25% The Technology Services Department most recently updated a City-wide
business continuity plan in 2019. This plan has not been updated since Winter
Storm Uri.
Develop, plan, and procure temporary street signage in case of traffic signal
failure. 100% The Traffic Operations Division has purchased and received 13 temporary stop
signs and stands, which is enough to cover three intersections in the even of an
November 19, 2021 Report No. 2020-099
outage. If there is a system failure, Traffic intends to focus on major thorough
fares.
Purchase generators for long-term signal power outages.
100% 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.
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. Items that have been highlighted have come due based on the Department’s
anticipated timeline and have been followed up on by Internal Audit. Items marked complete
have been verified by Internal Audit as being complete.
The next Winter Weather After Action Plan Progress Report is expected to be issued in February
2022.
ATTACHMENTS:
1. Winter Weather After Action Report and Plan
2. Winter Weather After Action Progress Report (Nov. 2021)
STAFF CONTACT:
Madison Rorschach
City Auditor
Madison.rorschach@cityofdenton.com
(940) 349 – 7228
REQUESTOR: [List Council Member Name/Board, Commission or Committee/Staff Initiated]
Staff Initiated
PARTICIPATING DEPARTMENTS:
Internal Audit, City Manager’s Office, Denton Municipal Electric, Airport & Facilities
Management, Parks & Recreation, Procurement & Compliance, Technology Services, Fire, and
Public Works
STAFF TIME TO COMPLETE REPORT:
Four hours to summarize and verify information provided in the Winter Weather After Action
Dashboard.
Winter Weather After Action Progress Report(As of 10/30/21)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 list50%Develop a plan and a budget to winterize fire suppression systems for all City buildingsFacilitiesEstimated Conclusion September 2021. <$50,000 75%Update electronic building access to improve building security and access during power outagesFacilitiesRequesting funds as supplemental in FY 21‐22 Budget. $200,000 75%Review list of critical infrastructure and hospitals for rolling power outagesDME EMO July 2021 Minimal 75%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 75%Create 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 25%Procure plow attachments, sand spreaders, and other road maintenance needs for major arterials in the CityFleet ServicesStreets, Parks, ProcurementSummer 2022 $50,000 50%Develop 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 75%1
Winter Weather After Action Progress Report(As of 10/30/21)Improve communication with departments as weather is impending regarding shared resources/vehiclesFleet, WarehouseSummer 2021 None 25%Emergency Services/Business ServicesItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion StatusReview Departmental Emergency Action PlansEmergency Management Office (EMO)All Departments June 2022Included in current budget25%Establish business continuity/contingency plans Tech Services All Departments October 2021Included in current budget25Develop a plan for departmental WiFi hotspots for essential staff to maintain internet connectivityTech Services All Departments Completed None 100%Update 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 50%Amend EOC procedures to include holding daily calls with leadership to discuss major issues within the CityEMO June 2022 None 100%Review 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 CompleteStaffing plan/training to stand up short‐term and long‐term community response needsEMO, Parks, Community ServicesStart first training July 2021None 50%Connect with local partners to form a wholistic view of Emergency ManagementEMO Begin Fall 2021Included in current budget75%Develop specific stages of winter weather with specific trigger points to keep department aware of pending operational changesEMO June 2022 $5,000 75%2
Winter Weather After Action Progress Report(As of 10/30/21)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 75%Swap intermittent renewables for fixed shape and price DME November 2021 Not known at this time 25%Evaluate cost of outage insurance for winter and summer; revised hedge targets for winter and summerDMERisk Management, ProcurementSummer 2021 In progress 75%Develop 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 50%Department SpecificItem OwnerOther Departments AffectedAnticipated TimelineEstimated Cost Completion Status3
Winter Weather After Action Progress Report(As of 10/30/21)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 CompleteTest 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$400,000 100%Purchase generators for long‐term signal power outages Streets Procurement Summer 2021 $3,000 CompleteEstablish 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 CompleteReview existing policies related to food and lodging to make recommendations for future emergenciesProcurement All Departments October 1, 2021 None 75%Geocode 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 $500,000 100%Determine and secure proper levels of sand storage for weather eventStreets Streets, Parks On Going Materials Cost 100%4