HomeMy WebLinkAboutItem 7-c - Hurricane Florence Operations Review and Debriefing 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 16, 2018
Action Agenda
Item No. 7-c
SUBJECT: Hurricane Florence Operations Review and Debriefing
DEPARTMENT: County Manager's Office &
Emergency Services
ATTACHMENT(S): INFORMATION CONTACT:
1 — Timeline of Storm Impacts and Travis Myren, 919-245-2308
Operations Dinah Jeffries, 919-245-6123
PURPOSE: To discuss the County's preparedness, response, recovery, and mitigation
strategies during and following Hurricane Florence.
BACKGROUND: The response to Hurricane Florence involved a multijurisdictional and
interdepartmental effort to ensure the safety of residents in Orange County. Although Orange
County avoided widespread, devastating impacts, the storm had significant localized impacts
and tested the County's emergency response and recovery operations. Attachment 1 details
the timeline of the storm and the County's response to it.
Preparedness
Starting on September 7, Emergency Services began closely monitoring what would become
Hurricane Florence. During this time, Emergency Services communicated with key response
partners and provided situational reporting. On September 9, Emergency Services activated the
Severe Weather Annex of the County's Emergency Operations Plan. The Emergency
Operations Center was partially activated on September 10, and the Chair of the Board of
Commissioners signed a State of Emergency Declaration.
On September 11, 2018, the County held a department directors meeting to discuss the
potential timing, intensity, and impacts of Hurricane Florence. Department directors reviewed
internal communications, facility vulnerability and capacity, potential alternative work sites, fuel
availability, and cost accounting practices. Department directors also discussed a public
communications strategy, vulnerable areas in the community, potential mass care sheltering,
and areas where residents could access cooling and electricity in the event of prolonged,
widespread power disruptions. The Department of Social Services in cooperation with
Emergency Services also began pre-storm shelter activation, and a public information line was
activated for residents seeking information about the storm and potential sheltering needs.
On September 12, approximately forty-eight hours before the storm's projected landfall, Orange
County remained in the forecast of probable impacts. The Emergency Operations Center began
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twenty-four (24) hour activation with all emergency support functions represented. The County
proactively opened two no barrier, pet friendly mass care shelters at 6:00 PM at Stanford and
Smith Middle Schools. The shelters were staffed by the Department of Social Services, the
Health Department, and Animal Services.
Response Operations
The County suspended nonessential operations starting at 1:00 PM on Thursday, September 13
and for the entire day on Friday, September 14.
The County established several forms of communication for residents to remain informed and
diligent during the storm. Along with the public information phone line, the County set up a
website for storm related information and actively used social media to push messages to the
public. Frequently asked questions were prepared in English, Spanish, Burmese, and Karen.
A text alert system was also created. Text messages are the most reliable mode of
communication during power outages and corresponding internet connection disruptions. This
service had a total of 4,300 subscribers by the end of the storm event. A survey of
approximately 400 subscribers indicated that ninety-eight percent (98%) would recommend the
service to a friend or neighbor.
By September 14, the primary storm had shifted away from Orange County. The County
received some gusty winds and heavy bands of rain that largely resulted in localized power
outages. During this time, the two shelters were occupied by approximately two hundred
individuals. However, as the relatively minor impacts of the storm became clear, the shelter
population quickly decreased. By the time the shelters were closed on September 16, less than
fifteen individuals were residing in them.
The County also supported the State sponsored mass care shelter at the UNC Friday Center for
residents from other parts of the State that were impacted by the Hurricane. The County
primarily provided emergency medical service staffing to the shelter population that reached a
capacity of five hundred (500) individuals during the storm event.
Heavy rain started again on Sunday, September 16 and Monday, September 17. The rainfall
intensity peaked at 7:00 AM on Monday at rates of five (5) to six (6) inches per hour. This rain
prompted additional power disruptions, road closures, and the evacuation of residents in the
flood prone areas of southern Orange County. These evacuations resulted in the reactivation of
sheltering operations at Hillsborough Commons.
Recovery Operations
The County continues to refine both public and private damage assessment estimates to
determine eligibility for disaster assistance. The County is using a web based tool called Crisis
Track that allows residents to report damage and request follow-up.
Although the Hillsborough Commons shelter was closed, several families and individuals remain
unable to return to their apartments. The Department of Social Services continues to provide
hotel accommodations and support to obtain new clothing, personal items, and furniture.
County departments and other public safety agencies engaged in deployments to areas of the
State most affected by Hurricane Florence. The Department of Social Services is providing food
and nutrition screening for Scotland County. The Sheriff's Office responded to three mutual aid
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missions. South Orange Rescue Squad deployed to one mission. The Orange Rural Fire
Department assisted on two missions, and the Chapel Hill Fire Department and Public Works
Department each deployed on one mission.
Lessons Learned and Mitigation
As part of the debriefing process, County departments have identified several lessons and
opportunities for improvement and future mitigation.
• Reassessment of mass care shelter needs and readiness
o During sheltering operations, County staff noted the need to improve some facility
elements and refine how care is provided to medically fragile or vulnerable
individuals. Long term sheltering operations will also require a more robust
staffing plan.
• Personnel policies for exempt, essential employees
o The County's shelters were largely staffed by exempt employees who do not
receive additional compensation for hours worked during a suspension of
nonessential operations. The County will review this policy for fairness and
consistency.
• Policy for media access in shelters
o The County was asked by several media outlets to enter the shelters and
interview shelter residents. The County will refine and codify its policy for media
access so that shelter managers can provide clear guidance.
• Expectations of Community Centers
o The County's three community centers are capable of providing respite following
a severe weather event. However, these expectations are not outlined in the
Center's operating agreements. The County needs to define and communicate
consistent expectations across the centers as well as evaluate the Centers' role in
the County's severe weather communications strategy.
• Flood Prone Area Assessment and Mitigation
o The County has identified several flood prone areas that consistently flood during
heavy rainfalls. The most significant risks are located in the Town of Chapel Hill.
Responding to this consistent flooding consumes significant public resources. The
County will work with the Town to develop mitigation strategies for these areas.
FINANCIAL IMPACT: The County is continuing to gather information regarding the cost of
emergency protective measures and damage to public and private property. Current estimates
suggest the cost of protective measures to be approximately $2.4 million, damage to public
property to be over $1.4 million, and private damage to approach $500,000.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable
to this item:
• GOAL: CREATE A SAFE COMMUNITY
The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang
activity, substance abuse and domestic violence.
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Orange County seeks to create a safe community by supporting policies, procedures,
regulations, and programs that reduce harassment, exclusion, intimidation, and violence against
Orange County residents.
RECOMMENDATION(S): The Manager recommends the Board consider and discuss the
County's response to Hurricane Florence and provide guidance to staff on future severe
weather events.
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Attachment 1 - Hurricane Florence Storm and Operations Timeline
Shelters close SUN Sept,tb.
Smith and Stanford Shelters minimal impacts forecast
GCNC Declares Activated,20 occupants by <15 remain ill shelters
State of Emergency M
Pre-storm Shelter Activation
Decided
Weather Briefing Hurricane Florence Hurricane Florence Hurricane Florence Hurricane Florence Tropical Storm Tropical Depression
NWS-Raleigh CAT 1 CAT 3 CAT 4 CAT 3 Florence Florence
FRI SEPT 7 SUN SEPT 9 MON SEPT 10 TUE SEPT 11 WED SEPT 12 FRI SEPT 14 MON SEPT 17
IIIIIIIIIIIIIIIIIIN A
National Weather Storm upgraded to a Max sustained winds of Max sustained winds of Max.sustained winds o TS Florence makes Overnight Florence brings
Service-Raleigh issues Cat.1 Hurricane. 115 mph.DCNC within 140 mph,72 hours 130 mph,48 hours landfall with sustained heavy rainfall to Southern
initial guidance on Sustained winds of 75 in the cone of before landfall, before landfall.Storm winds of 100 mph. Orange County.
Tropical Storm Florence MPH with expected probability>72hrs. takes westerly turn.
intensification over the EDC activated during OCNC still within OCNC receives some Prompting evacuation of
OC Emer gency next 48 hours, EM begins activation of daytime only. gusty winds and rain Camelot Village Apartments,
g y g yt y probable area' bands.
Management sends DC EX By 7 AM,rainfall rates of
briefing email to key EM begins situational Preparing for pre-storm EOC active 24 hrs, Approx,204 clients in 5"-6"per hour are being
response partners, reporting and activates All departments initiate shelter activation. local shelters, recorded.
begins enhanced severe weather annex full pre-storm (2)Mass Care Shelters
monitoring. of EDP. preparatory actions Preparing public info opened at E PM. Minimal impacts Significant widespread
line. flooding cccured