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Home My WebLink AboutRESOLUTION NO. 2019-66 RESOLUTION NO. 2019-66 RESOLUTION APPROVING THE EMERGENCY RESPONSE PLAN FOR THE CITY OF FAIRFAX DRINKING WATER SYSTEM WHEREAS, the City of Fairfax knows that preparing an emergency response plan is an essential part of managing a drinking water system; and WHEREAS, the United States Department of Agriculture, Rural Development (USDA/RD) is requiring that all systems that receive USDA/RD funding must complete a Security Vulnerability Assessment(SVA) and an Emergency Response Plan(ERP). NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF FAIRFAX, IOWA that the attached Emergency Response Planning for City of Fairfax, Iowa Public Drinking Water System document is hereby approved. BE IT FURTHER RESOLVED, that the Mayor and City Clerk/Treasurer are hereby authorized and directed to execute said resolution. AYES: Daly, Kell, Volk, and Wainwright NAYS: None ABSENT: Otto Burnell G. Frieden, Mayor ATTEST: Cy,, thia Stimson, City Clerk/Treasurer W i n t�`r 4. { # 333 r�5•`'lyar°t . t 4�1 Emergency Response Planning for City of Fairfax, a� Ru`�', q ."" "Pert Iowa Public DrinkingWater y . System Rural Community Assistance Corporation www.rcac.org Midwest Assistance r Program p �R serving i ural communities since 1979 .° R CAP N E WORN MEMBER I I t i s lZl �E fl 1"C 1 t.liC !;1' acti L � f P :r t a h k � t Southeast Rural Community Assistance Project,Inc. aftProduced for the Rural Community Assistance Partnership (RCAP) National Network Water Is Life, By Rural Community Assistance Corporation, Western RCAP RCAP Safety and Security Education Program Emergency Response Planning for City of Fairfax Public Water Supply RCAP Regional Offices: If you need technical assistance to complete your Emergency Response Plan, please contact one of our regional offices listed below. Midwest east RCAP RCAP. Goa Lakes RAP Western RCAP CAP National Office i1 J Southeast RCAP Southern RCAP Regional Offices Contact Number Web Address RCAP National Office 888/321-7227 www.rcap.org Western RCAP 916/447-2854 www.rcac.org Southeast RCAP 866/928-3731 www.southeastrcap.org Great Lakes RCAP 800/775-9767 www.glrcap.org Southern RCAP 479/443-2700 www.crg.org Northeast RCAP 800/488-1969 www.rcapsolutions.org Midwest RCAP 952/758-4334 www.map-inc.org This material is based upon work supported in part under a grant by the Rural Utilities Service, United States Department of Agriculture.Any opinions,findings,and conclusions or recommendations expressed in this material are solely the responsibility of the authors and do not necessarily represent the official views of the Rural Utilities Service.Additional funding provided by U.S. Department of Health and Human Services and revised by RCAC (August 2005)based on materials developed by the Washington State Department of Health,Training and Outreach Section, Division of Drinking Water. For additional copies of this publication, call 888/321-7227or visit RCAP's web site At www.rcap.org. This publication is being distributed under the auspices of Rural Community Assistance Partnership. Y 0 Rural pity nee Pati Contents PlanningTemplate.........................................................................................................2 Introduction........................................................................................................................................................2 Howto use the template....................................................................................................................................2 The requirement for an emergency response plan............................................................................................2 Section1. System Information..........................................................................................................................3 Section 2. Chain of Command—Lines of Authority...........................................................................................4 Section 3. Events that Cause Emergencies......................................................................................................5 Section4. Emergency Notification....................................................................................................................6 Section 5. Effective Communication ...............................................................................................................10 Section 6. Response Actions for Specific Events............................................................................................11 Section 7.Alternative Water Sources .............................................................................................................17 Section 8. Returning to Normal Operation......................................................................................................18 Section9. Plan Approval.................................................................................................................................19 Section 10.Certificate of Completion................................................................................................................20 Emergency Response Planning Template,for Public Drinking Water Systems Page 1 Planning Template Introduction Preparing an emergency response plan is an essential part of managing a drinking water system. Rural Community Assistance Partnership, Inc has developed this template for public water systems serving 3,300 population or fewer to help them develop such plans. How to use the template Developing an emergency response plan can take a lot of time and effort. The purpose of this document is to make the job easier and help create a plan that works for your water system. The document is intended for use by any water system and may be modified to fit the specific needs of each system. This document can be used as a starting point based on what is relevant for the type, size, and complexity of the system. The template is just a guide; you may modify it in any way that works for your system —add sections, take them out, or rearrange them if you wish. You may also use a completely different format for your plan if you find one that works better for your system. Since this document may contain sensitive information, do not submit it to USDA/RD and make sure to keep it stored in a safe and secure location. It is recommended you have one copy stored on-site and one off-site to ensure the document is available in the event you are unable to access your offices or facilities. The document is available electronically on the web at: http://www.rcap.org The requirement for an emergency response plan The United States Department of Agriculture, Rural Development (USDA/RD) is requiring that all systems that receive USDA/RD funding must complete a Security Vulnerability Assessment (SVA) and Emergency Response Plan (ERP). In addition to the USDA/RD requirements, the preparation of a SVA and ERP will help improve the management of the water system and will increase the system's ability to respond to emergencies. This guidance document can be used to help meet the requirement for developing an emergency response program for a water system serving 3,300 population or fewer. Other methods or formats can also be used to meet the emergency response program requirement. Emergency Response Planning Template for Public Drinking Water Systems Page 2 Section 1 . System Information Keep this basic information easily accessible to authorized staff for emergency responders, repair people, and the news media. System information System Identification PWSID: 5731032 Number System Name and Address Fairfax Water Supply PO Box 337 Fairfax, la. 52228 Directions to the System City of Fairfax, Iowa Basic Description and Water treatment plant and Tower—910 2nd St Location of System Well house#1 —305 Main St Facilities Location/Town Fairfax, Iowa Population Served and Service Connections from Division of Drinking Water 2700 people 1100 connections Records System Owner City of Fairfax, Iowa Name,Title, and Phone Kevin Stensland 319-846-2204 Phone Number of Person Water Supervisor 319-389-8439 Cell Responsible for Maintaining and Implementing the Brian Merta 319-846-2204 Phone Emergency Plan Chief Operator 319-533-6854 Cell Emergency Response Planning Template for Public Drinking Water Systems Page 3 Section 2. Chain of Command - Lines of Authority The first response step in any emergency is to inform the person at the top of this list, who is responsible for managing the emergency and making key decisions. Chain of command — lines of authority Name and Title Responsibilities During an Emergency Contact Numbers Kevin Stensland Incident Command of water emergency. All water 319-389-8439 Water Supervisor related and public health issues will be directed to IC. Brian Merta Assist IC duties. 319-533-6854 Chief Operator Lynn Miller Assist IC duties. 319-310-6080 Public Works Supervisor Emergency Response Planning Template for Public Drinking Water Systems Page 4 Section I Events that Cause Emergencies The events listed below may cause water system emergencies. They are arranged from highest to lowest probable risk. Events that cause emergencies Type of Event Probability or Risk Comments (High-Med-Low) Tornado/high winds Med Lose of elevated storage Equipment failure Low Well pumps Well contamination Low Well head contamination Water main break Med Natural and construction Flood /high water Med Terrorist attack Low Train derailment Low Union Pacific RR/CRANDIC / HazMat spill Iowa Interstate Highway HazMat spill Low Hwy 151 Water use due to major High fire. Power outage High Generator failure or fuel shortage Water supply chemical Med contamination (chlorine) Microbial contamination Med E.coli Drought Low Emergency Response Planning Template for Public Drinking Water Systems Page 5 Section 4. Emergency Notification Notification call-up lists - Use these lists to notify first responders of an emergency. Emergency Notification List Organization or Name& Telephone Night or Email Department Position Cell Phone Local Law Linn County 911 911 Enforcement Fire Department Fairfax Fire 911 911 Emergency Linn County 911 911 Medical Services Primacy Agency Iowa DNR 563-927-2640 515-725- Contact Manchester 8694 Hazmat Hotline FMCSA 1-800-467-4922 9am-5pm NRC 1-800-424-8802 24 h rs. Neighboring City of Cedar 319-286-5900 319-286- Water System (not Rapids 5910 connected RCAP Contact Jodi Hilsabeck 816-244-9966 jhilsabeck@map-inc.org Rural Water Joe Finch 641-787-0330 irwinfo@iowaruralwater.org Contact Priority Customers Organization or Name& Position Telephone Night or Cell Email Department Phone Hospitals or Clinic(s) Public or Private Schools Wastewater Treatment Plant Adult Care Facility F,niergency Response Planning Template for Public Drinking Water Systems Page 6 State, Federal or Tribal Notification List Organization or Name& Telephone Night or Email Department Position Cell Phone State or Tribal Iowa State Police 319-396-1944 515-725- ispinfo@dps.state.ia.us Police District 11 6090 Regulatory Agency Iowa DNR 563-927-2640 515-725- Amber.sauser@dnr.iowa.gov State/Federal/Tribal Region 1 8694 Authorized Testing State Hygienic 800-421-4692 Laboratory Lab Service / Repair Notifications Organization or Name& Position Telephone Night or Email Department Cell Phone Electric Utility Co. Linn Co REC 319-377-1587 1-888-271- 6250 Electrician Jetco 515-967-5874 515-681- jwhitacre@jetcoelectri.com 3847 Gas/Propane Mid America 1-888-427- Supplier Energy 5632 Water Testing Keystone Lab 319-235-4440 tthorme@keystonelabs.com Lab. Electric Utility Co. Alliant Energy 1-800-255- 4268 Telephone Co. South Slope 319-626-2211 info@southslope.com Plumber Brecke 319-396-7055 info@brecke.com Pump Supplier Iowa Pump 1-855-228- 1-515-446- Works 6383 0066 "Call Before You 811 Dig" Rental Equipment Altorfer Cat 319-364-9898 Supplier Rental Chlorine Supplier Hawkins 800-328-5460 515-326- Chemical Bret 0969 Moyer Well Drilling Co. Northway Well 319-377-6339 Pipe Supplier Schimberg Co. 319-365-9421 Emergency Response Planning Template for Public Drinking Water Systems Page 7 Media Notification List Organization or Name& Position Telephone Night or Cell Email Department Phone Newspaper-Local CR Gazette 319-398-8211 Radio Radio TV Station KGAN 319-395-9060 Cable Station Mediacom 22 Radio WMT 319-395-0530 TV Station KWWL 319-291-1200 Radio KCRG 319-365-9999 Radio KHAK 319-365-3698 319-365-3698 TV Station KCRG 319-365-9999 Notification procedures Notify water system customers of potential water shortage Who is Water Supervisor and Mayor or appointed representative Responsible: Procedures: Notify City Hall staff to put a notice on social media, radio, tv Alert local law enforcement, state, federal, or tribal drinking water officials, and local health agencies Who is Water Supervisor and Mayor or appointed representative Responsible: Procedures: Inform of event with all information approved by water supervisor and request assistance. Emergency Response Planning Template for Public Drinking Water Systems Page 8 Contact service and repair contractors Who is Water Supervisor or appointed representative Responsible: Procedures: Inform of event with all information approved by water supervisor and request assistance. Contact neighboring water systems, if necessary Who is Water Supervisor or appointed representative Responsible: Procedures: Inform of event with all information approved by water supervisor and request assistance. Procedures for issuing a health advisory Who is Water Supervisor or appointed representative Responsible: Procedures: Inform IDNR of event with all information approved by water supervisor and request assistance. Other procedures as necessary Who is Water Supervisor or appointed representative Responsible: Procedures: Inform of event with all information approved by water supervisor and request assistance. Emergency Response Planning Template for Public Drinking Water Systems Page 9 Section 5. Effective Communication Communication with customers, the news media, and the general public is a critical part of emergency response. Designated public spokesperson Designate a spokesperson (and alternate) and contact your local primacy agency for delivering messages to the news media and the public. Designate a spokesperson and alternates Spokesperson Alternate City of Fairfax Mayor City of Fairfax Pro Temp Health advisories During events when water quality and human health are in question, it may be necessary to issue a health advisory that gives advice or recommendations to water system customers on how to protect their health when drinking water is considered unsafe. These advisories are issued when the health risks to the consumers are sufficient, in the estimation of the water system, state or tribal, or local health officials, to warrant such advice. Health advisories usually take the form of a drinking water warning or boil water advisory. Communication during these times is critical. Health advisories should always be well thought out and provide very clear messages. The U.S. Environmental Protection Agency has put together a number of tools, including fact sheets, brochures, forms, and templates to help prepare for a health advisory. These are on the web at: http://www.epa.gov/safewater/pn.html Emergency Response Planning Template for Public Drinking Water Systems Page 10 Section 6. Response Actions for Specific Events In any event, there are a series of general steps to take: 1. Analyze the type and severity of the emergency; 2. Take immediate actions to save lives; 3. Take action to reduce injuries and system damage; 4. Make repairs based on priority demand, and 5. Return the system to normal operation. The following tables identify the assessment, set forth immediate response actions, define what notifications need to be made, and describe important follow-up actions. A. Power outage Assessment Reason for outage Immediate Actions All wells, pumps and generators are working Notifications Utility Companies, Fuel service delivery, City staff Follow-up Actions Monitor equipment till outage is over B. Distribution line break Assessment Location for break and elevated tower levels, turn all wells on to maintain pressure. Immediate Actions Isolate break Notifications City staff, IDNR Follow-up Actions After repair take 2 Bac-T samples Emergency Response Planning Tetnplate for Public Drinking Water Systems Page I1 C. Chlorine treatment equipment failure Assessment Reason for failure Immediate Actions Analyze, repair, test system for cl levels, take well out of service, flush system if required. Notifications Mayor, supervisor and city stall Follow-up Actions Continue system analyzing D. Treatment equipment Assessment Reason for failure Immediate Actions Analyze, repair, test system for cl levels, take well out of service, flush system if required, repair or replace as required Notifications Mayor, supervisor and city stall Follow-up Actions Test for function. E. Source pump failure Assessment Reason for failure Immediate Actions Lock out and reset well priority, start repair process Notifications Mayor, supervisor and city stall Follow-up Actions Monitor system for pressure and volume Emergency Response Planning Template for Public Drinking Water Systems Page 12 F. Microbial (coliform, E. colt) contamination Assessment Check equipment and determine the source Immediate Actions Fix equipment, check system pressure, flush system, take Bac-t samples Notifications Media, IDNR, Mayor, supervisor and city staff Follow-up Actions 2 negative back-t samples for system ji G. Chemical contamination Assessment Locate source and determine chemical compound Immediate Actions Repair source , isolate and flush system Notifications Media, IDNR, Mayor, supervisor and city staff Follow-up Actions 2 clean samples for multiple locations H. Vandalism or terrorist attack Assessment Determine location and extent of damage Immediate Actions Repair and secure system, flush if required Notifications IDNR, Mayor, supervisor and city staff Follow-up Actions Test water and monitor system Emergency Response Planning Template for Public Drinking Water Systems Page 13 I. Reduction or loss of water in the well Assessment Monitor trends on SCADA for level Immediate Actions Activate other wells as primary, analyze cause, Notifications IDNR, Mayor, supervisor and city staff Follow-up Actions Monitor SCADA and determine permanent fix J. Drought Assessment Monitor well levels daily Immediate Actions Start conservation measures Notifications Mayor, media, supervisor and city staff Follow-up Actions Monitor well levels and consumption K. Flood Assessment Determine extent of flooding Immediate Actions Protect well heads and structures Notifications IDNR, Mayor, supervisor and city staff Follow-up Actions Check for contamination and test as determined Emergency Response Planning Template for Public Drinking Water Systems Page 14 L. Seismic Event Assessment Inspect entire system for damage and contamination Immediate Actions Prioritize repairs and determine if water is safe Notifications IDNR, Mayor, supervisor and city staff Follow-up Actions Repair till system is operational and safe to drink M. Hazardous materials spill in vicinity of sources or system lines [_Assessment Assess extent of contamination and vulnerability Immediate Actions Deactivate services affected, asset with isolation of spill Notifications IDNR, Mayor, supervisor and city staff Follow-up Actions Testing and reactivate system N. Electronic equipment failure Assessment Determine which equipment and reason for failure Immediate Actions Repair or bypass component if possible Notifications Supervisor, City Staff, Jetco Follow-up Actions Test equipment and system Emergency Response Planning Template for Public Drinking Water Systems Page 15 O. Cyber attack Assessment Analyze what is affected Immediate Actions Contact IT and shut down system Notifications IDNR, Mayor, supervisor, Jetco and city staff Follow-up Actions Repair, test and reactivate P. Other Assessment Immediate Actions Notifications Follow-up Actions Emergency Response Planning Template for Public Drinking Water Systems Page 16 Section 7. Alternative Water Sources Intertie to adjacent water supply system Water Systems within One-Quarter Mile Feasibility of Connecting of our System City of Cedar Rapids Possible with negotiations Alternate source(s) of water Is the Water Alternative Sources Names Phone Availability Safe for Drinking? Bottled water Walmart 319-390-9922 Yes Suppliers for Menards 319-390-8889 Yes potable water use HyVee 319-365-0477 Yes Caseys 319-846-2865 Yes Target 319-396-4444 Yes Tanker trucks in the Kenway 319-366-3667 NO area available to Fire departments 911 deliver bulk water for non potable use 319-787-0330 Contact IRWA for help Emergency Response Planning Template for Public Drinking Water Systems Page 17 Section 8. Returning to Normal Operation Returning to normal operations Action Description and Actions Emergency Response Planning Template for Public Drinking Water Systems Page 18 Section 9. Plan Approval Plan approval This plan is officially in effect when reviewed, approved, and signed by the following people: Name/Title Signature Date Emergency Response Planning Template for Public Drinking Water Systems Page 19 Section 10. Certificate of Completion I certify to the United States Department of Agriculture, Rural Development (USDA/RD) that this community water system has completed an Emergency Response Plan (ERP) that incorporates the results of the Security Vulnerability Assessment (SVA) completed for the system. I certify that this document was prepared under my direction or supervision. I am aware that there are significant penalties for submitting false information (Safe Drinking Water Act (42U.S.C. 300f et seq.). Mail the completed certificate only (do not send your SVA or ERP) to the appropriate USDA Rural Development office. Public Water System ID Number: System Name: Address: Print Name of Person Authorized to Sign this Certification on behalf of the System: Title: Signature: Phone: Fax: Email: Received Technical Assistance from the following: ❑ Rural Community Assistance Partnership (CRG, Great Lakes RCAP/WSOS, MAP, RCAC, RCAP Solutions, Southeast RCGP) ❑ Rural Water Association ❑ Iowa Dept. of Natural Resources Completing the following: ❑ Security Vulnerability Assessment ❑ Emergency Response Plan Emergency Response Planning Template for Public Drinking Water Systems Page 20 ..............................................................................................................: Disclaimer This document contains information on how to plan for protection of the assets of your water system. The work necessarily addresses problems in a general nature. You should review local, state, tribal (if applicable), and federal laws and regulations to see how they apply to your specific situation. Knowledgeable professionals prepared this document using current information. The authors make no representation, expressed or implied, that this information is suitable for any specific situation. The authors have no obligation to update this work or to make notification of any changes in statutes, regulations, information, or programs described in this document. Publication of this document does not replace the duty of water systems to warn and properly train their employees and others concerning health and safety risks and necessary precautions at their water systems. Rural Community Assistance Partnership, Inc. assumes no liability resulting from the use or reliance upon any information, guidance, suggestions, conclusions, or opinions contained in this document. :.............................................................................................................. Rural Community Assistance Partnership, Inc. 1522 K Street, N.W., Suite 400 Washington, D.C. 20005 888/321-7227 Emergency Response Planning Template.for Public Drinking Water Systems Page 21