Avagene Moore: Welcome to the EIIP Virtual Forum! We are pleased to see each of you here today! Avagene Moore: Today's topic is the "Emergency Management Assistance Compact (EMAC) 2005 Hurricane Season After Action Report." Avagene Moore: For the benefit of any first-timers, the order of today's session will be the formal presentation by our guest speaker followed by an opportunity for your questions. Avagene Moore: We will provide further instructions on the protocol for asking questions or commenting just before we begin the Q&A part of our session. However, I suggest you jot down your questions or comments as we go along so you will be ready at the appropriate time. Avagene Moore: Please do not send private messages to our speaker or the moderator - it is distracting and we will be busy with the presentation. If you need assistance, you may send a private message to Amy Sebring. Avagene Moore: The transcript of today's session will be available late this afternoon or early this evening -- just check back on our home page. We will also send a notice to our Partner and EIIP Mail Lists. Avagene Moore: It is a pleasure to introduce our guest speaker today. Jeffrey Phillips is the Immediate Past Chair of EMAC and Response and Recovery Bureau Chief for the New Mexico Department of Public Safety Office of Emergency Management. Avagene Moore: Jeff is responsible for state level response and recovery operations in emergencies and disasters through management of the Watch Program, direction of the state Emergency Operations Center, and implementation of the Public Assistance and Individual Assistance Programs. Avagene Moore: He is also responsible for state level preparedness activities including planning, training and exercises -- a very busy man in the EM world. Avagene Moore: If you have not read the background page, I urge you to do so after our session today to learn more about our speaker's expertise and experience. Avagene Moore: We welcome you to the EIIP Virtual Forum, Jeff. I now turn the floor to you for your formal remarks. Jeff Phillips: Good morning from the mountain west. I am pleased to be here to discuss the Emergency Management Assistance Compact (EMAC) 2005 Hurricane Season Response After-Action Report. You can find the report on the home page of the EMAC website at http://www.emacweb.org/. Jeff Phillips: Evaluation of major operations is a core element of emergency management. Within the EMAC membership it is a tradition that goes back as far as the Compact itself. Jeff Phillips: This tradition is one of the things that differentiates EMAC from other interstate mutual aid agreements such as the Civil Defense Compact of 1950. Substantial and important improvements were made to the system as it was used and as the membership grew from 1996 through 2004. Jeff Phillips: As you recall, the 2004 hurricane season was very challenging and lead to what WAS the most extensive use of EMAC in its history. Following those record responses the EMAC leadership decided to have the formal review facilitated by L-3 Communications Titan Group using their proven methodology. Jeff Phillips: The 2004 Report can also be found on the EMAC homepage. http://www.emacweb.org/ Everyone knows that evaluation alone does not lead to improvement. Organizations must take action to address issues and make improvements. Jeff Phillips: Between the 2004 and 2005 hurricane seasons the membership worked diligently on enhancing the web-based operating system, on updating the operations manual, and on outreach and training. All that work served us well during the 2005 hurricane season responses. Jeff Phillips: The Emergency Management Assistance Compact works. It delivered valuable resources quickly and in unprecedented quantities to Member States engulfed in a disaster of catastrophic proportions. Jeff Phillips: A-Teams were in place in Louisiana and Mississippi before Katrina made landfall. Within 36 hours, 6,335 personnel were deployed to the embattled States. Jeff Phillips: That number grew to more than 65,900 in just 80 days. The EMAC deployment of approximately 20,000 civilian personnel was over 23 times larger than the deployment of resources under EMAC during the previous high for the 2004 hurricane season. Jeff Phillips: The additional deployment of more than 46,500 National Guard personnel makes a clear statement that EMAC is both effective and scalable. Jeff Phillips: The 2005 Report describes the storms and the resulting conditions and provides an overview of EMAC, the operational systems and the resources deployed. It describes major accomplishments and 157 operational, administrative, and managerial issues and more than 250 related recommendations to improve EMAC processes. Jeff Phillips: Methodology: After demobilization, individuals deployed to the areas of operations were encouraged to complete a post-deployment survey to gather immediate feedback on EMAC operations. Jeff Phillips: Survey results provided useful first-impression insights to compare with the information gathered during subsequent facilitated forums and with a similar survey conducted following the 2004 hurricane season EMAC response. We also rolledup State level AARs. Jeff Phillips: For this AAR, two important facilitated focus group breakout sessions were conducted to gather observations from specific constituencies. In January 2006, 60 individuals who served as EMAC Advance Team (A-Team) members in Louisiana and Mississippi… Jeff Phillips: and also persons who worked on the EMAC National Coordination Group (NCG), National Coordinating Team (NCT), and Regional Coordinating Team (RCT) met for 2 days in Lexington, KY. Jeff Phillips: In March 2006, 150 individual operations and management personnel from most of the 48 Assisting States and representatives of the thousands of practitioners in a variety of support disciplines engaged in a similar facilitated debriefing in Atlanta, GA. Jeff Phillips: Representatives of Federal Government agencies and the National Guard Bureau also participated in the March program. These sessions yielded a first-hand critical view of areas of support that worked well, others that caused some difficulties, and some that require remediation. Jeff Phillips: Validation: A multi-tiered validation process ensured information in the final report represents a fair and accurate depiction of EMAC administration, management, and operations. Jeff Phillips: Representatives from all of the respective EMAC constituencies participated in the validation process, which concluded with a review by a steering group organized specifically for that purpose by the Chair of the EMAC Operations Subcommittee. Jeff Phillips: Now I'll provide some of the highlights of the recommendations that came through in the review process. Jeff Phillips: Section 3 covers the evaluation of EMAC leadership, coordination and A-Team operations in the following categories: Operations; Command and Control; Logistics; Finance; and Resource Management. Jeff Phillips: Recommendations: - Consider defining the composition of an A-Team for large-scale Level 1 disasters Jeff Phillips: - Member States should send qualified State and local instructors to the EMAC A-Team train-the-trainer course at EMI in order to maintain an instructional cadre. Jeff Phillips: - Member States should regularly schedule and conduct the A-Team Field Course. - Evaluate the family of checklists that have been developed in the field and create a standard set for A-Team operations. Jeff Phillips: - Expedite development and testing of an electronic version of the REQ-A Form. - Continue enhancements to implement the fully integrated web based operations systems. Jeff Phillips: - Institute a feedback requirement whereby a Member State informs the Requesting State if it is considering an open resource request. - Automatically inform all Member States when a resource request is filled and identify the designated Assisting State(s). Jeff Phillips: - Develop rapid response A-Team capability with sufficient members to withstand the intensity of functioning under the most demanding operating conditions. - Establish an initial backfill A-Team. Jeff Phillips: - Incorporate into the EMAC Operations Manual guidance regarding National Guard deployments. - Develop, in coordination with the National Guard Bureau, an educational presentation that explains Title 32 within the context of an EMAC deployment and also explains the implications of EMAC for deployed National Guard units. Jeff Phillips: - Prepare and implement a comprehensive education and public awareness campaign for Federal Agencies and Other Partners. - Improve coordination with the Federal Coordinating Officer. - Have a description of EMAC included in the National Response Plan. Jeff Phillips: - Establish a cooperative relationship with law enforcement, firefighter, emergency healthcare, and other professional associations whose members traditionally engage in disaster operations. Established the EMAC Advisory Group to be inclusive of disciplines/organizations Jeff Phillips: - Regularly present in public forums information regarding the nature of EMAC and the conduct of EMAC operations. - Prepare a brief handout explaining EMAC in concise, simple terminology that can be distributed before and during an emergency. Jeff Phillips: - Provide EMAC educational materials to professional associations whose members regularly engage in response and recovery missions and to local authorities who use their services. Jeff Phillips: - Emphasize the need for valid REQ-A documentation to qualify for EMAC reimbursement. - Develop or adopt a resource typing scheme for the resources most frequently requested under EMAC. Jeff Phillips: Sections 4 and 5 cover administration and management and resources deployed under EMAC, respectively, in the categories: Executing Deployment; Mobilization and Demobilization; Logistics; Field Operations; and Coordination and Control. Jeff Phillips: Recommendations: - EMAC Member States should review Statewide emergency response plans to ensure that a comprehensive and current inventory of local response resources is included. Jeff Phillips: - Member States should consider adopting a variation of the REQ-A model within the State. This would help familiarize local officials with the REQ-A process and better integrate intra-State and inter-State mutual-aid programs. Jeff Phillips: - Provisions should be considered to allow different States to collaborate in filling a resource request. For example, one State might provide a specialized response team called for on a REQ-A and another might contribute a sustaining logistical package. Jeff Phillips: - Member States should consider extending read-only access to local jurisdiction emergency management organizations so that they can better monitor the evolving situation. Jeff Phillips: - Direct dialogue between the requesting and offering entity should be encouraged whenever feasible to ensure that the specific requirement is clearly understood and the responding resources fully match the requirement. Jeff Phillips: - The Requesting State should thoroughly brief arriving A-Team personnel on unique aspects of operational, legal, and regulatory protocols. Jeff Phillips: - EMAC should be included in State and local government personnel training and should be included in all disaster training exercises. Jeff Phillips: - The EMAC Web site should be used as an information resource for deployed personnel and as a pre-deployment learning aid. Jeff Phillips: - To enhance EMAC Support from local jurisdictions, provide educational materials to mutual-aid stakeholder organizations for distribution to their membership. Jeff Phillips: - Consider distributing a one-page summary describing EMAC suitable for insertion into local government Comprehensive Emergency Management Plans. Jeff Phillips: - The EMAC Executive Task Force should remind Member States that it is incumbent on the Requesting State to ensure that every REQ-A accurately reflects the mission details and resource specifications are sufficient to accomplish the mission. Jeff Phillips: - As the REQ-A is finalized, all parties should be communicating to ensure that a last minute administrative oversight does not create operational delays. - Member States should consider increasing the number of personnel authorized to execute the completed REQ-A. Jeff Phillips: A common theme throughout all sessions and all sections was the importance of continuing and enhancing the outreach and training program for all audiences. You can find out more about EMAC at http://www.emacweb.org/ Jeff Phillips: Thank you for your interest. Remember, engaging with EMAC is engaging with the member states. If you want to become further involved please contact your state's EMAC personnel. Jeff Phillips: Now back to our Moderator. And I'll get to try out my typing skills. Avagene Moore: Thanks for that fine overview of the 2005 EMAC AAR, Jeff. We will now turn to questions from our audience. ... Avagene Moore: Our protocol for audience questions is to enter a question mark ? to indicate you wish to ask a question or make a comment. ... Avagene Moore: Then go ahead and compose your question or comment to have it ready, but do NOT hit your Enter key or click on the Send button until you are recognized by name. ... Avagene Moore: Please WAIT your turn but be ready when you are called upon to expedite the Q&A part of the session. .... Avagene Moore: We will take questions in the order the question marks are sent to the screen. One question at a time please. If you have a follow up question, please get back in line with another ? - Please be courteous. ... Avagene Moore: We are ready to begin now. Please input a question mark (?) at any time. Avagene Moore: Don't be shy ... input a ? if you have a question for Jeff. Amy Sebring: ? Mark Rohr: ? Avagene Moore: Amy, whenever you are ready, please. Nancy Houston: ? Amy Sebring: Has there been any further progress in working with the NIMS integration center on resource typing and ... Amy Sebring: has EMAC been involved with the development of the resource database they are working on? Jeff Phillips: Amy, typing is huge no matter what discipline you're coming from... Jeff Phillips: We're engaged through the EMAC Executive Task Force with the NIC... Jeff Phillips: and have also taken on the project as an "of, by and for" the states perspective through NEMA. Jeff Phillips: As for the database... Jeff Phillips: we continue to talk and have added the 120 typed resources but have not pushed on the database itself. Avagene Moore: Mark Rohr, please. Mark Rohr: Amy asked my question, why would you not just adopt resource typing, it exists now Jeff Phillips: Mark, as you know there are a number of schemes... Jeff Phillips: and states are grappling, not to mention local governments, with implementation. Avagene Moore: Nancy Houston, your turn, please. Avagene Moore: ? Nancy Houston: What transportation resources, including equipment and personnel, were sent via EMAC and how quickly did they arrive? Amy Sebring: ? Jeff Phillips: Nancy, I don't have the exact figures with me but there is an attachment to the AAR that lists that out. Avagene Moore: My question: I commend EMAC for its good work and growth, Jeff. When State personnel and resources are deployed, how often, and what type of ongoing communication and updating is there to the States involved? And how is this done? Jeff Phillips: Ava, the communication is from the deployed personnel/teams to the home state/entity that sent them... Mark Rohr: ? Deborah Matherly: ? Jeff Phillips: but there is also conference calls and email traffic on status of mission and welfare, etc. Avagene Moore: Thanks. Amy, please. Amy Sebring: Jeff, can you tell us a little more about the EMAC Advisory Group that has been set up? Composition? Participation in implementing the recommendations? Jeff Phillips: It was a great idea and was our way of formally engaging disciplines and partners... Ed Bruette: ? Jeff Phillips: we focused on the major disciplines and their national organizations, such as the I-Chiefs... Jeff Phillips: We've already met and seen the benefit of the effort as a two way street to enhancing knowledge understanding and use of EMAC. Avagene Moore: Jeff, is the group involved in the latter part of Amy's question re: implementation of the recommendations? Jeff Phillips: Oh yes, because as I said the most consistent theme in the recommendations is outreach, training, etc... Jeff Phillips: in addition they have been and will be asked to input their expertise on specific recommendations - more at the tactical implementation level. Avagene Moore: Mark, your question, please. Mark Rohr: Back to resource typing. The NRP only recognizes one scheme and that is the NIMS 121. Why would EMAC use any other? Jeff Phillips: Mark, EMAC has attached the 120 into our on-line system... Mark Rohr: So does that mean EMAC will use them consistently? Jeff Phillips: but when you practically attempt to use resource typing, often you can only get to kind and definition... Mark Rohr: ok Jeff Phillips: the request for IMT is an example, it does not mean the same thing in every state so the 120 alone is not the solution until every entity in the country adopts and implements the exact typing. Avagene Moore: Deborah, your question, please. Deborah Matherly: I believe you mentioned the additional need for protocols with the National Guard. Could you expand on this, please? Jeff Phillips: Sure, we count heavily on our NG partners... Jeff Phillips: and they have always come to the job... Jeff Phillips: one big issue this time was the se of Title 32... Amy Sebring: ? Jeff Phillips: with T32 comes a host of issues that were, for the most part, worked out but we all agreed that formalizing the protocols up front is important so people know what they are getting into and how it all will work... Jeff Phillips: they also provide surge for other capabilities but they are protocol driven as are many of us so we determined a systematic approach should prevail Jeff Phillips: Over. Avagene Moore: You are next, Ed Bruette. Ed Bruette: Communications is always a problem during disasters. What recommendations have been made re: the inclusion of Ham Radio deployment? Have there been any negotiations with the National Association for Amateur Radio (ARRL)? Jeff Phillips: Not directly... Jeff Phillips: you are correct about the need and capability... Jeff Phillips: the key thing is that assets that can be obtained by more direct mechanisms like HAMs may not need to go through EMAC. Avagene Moore: Amy, please. Amy Sebring: Somewhere I got the idea that the Department of Health and Human Services is interested in working with EMAC. Is that correct, and if so, in what area. (Incidentally, there have almost NO Health & Medical resources typed beyond the EMS category and the national resources associated NDMS) Jeff Phillips: Yes, that is correct... Jeff Phillips: however, here too they were primarily responding to post-Katrina mandates and efforts... Avagene Moore: ? Jeff Phillips: we work closely through the NRP ESFs on large scale events through the NRCC and in the affected states but the need exists in the non-event times to deconflict, discuss, orient, and understand each others needs and capabilities. Deborah Matherly: ? Avagene Moore: From your perspective of direct involvement and serving as the EMAC Chair this past year, what is your dream or vision for EMAC over the next 5 to 10 years? What will it take to accomplish this in your opinion? Jeff Phillips: Wow... Amy Sebring: ? Jeff Phillips: If king for a day I would have Intra-State Mutual Aid in every state, with detailed implementing procedures and widespread understanding so that when we get into Inter-State mutual aid it is SEAMLESS! Avagene Moore: We can all dream, Jeff. Deborah, your question, please. Deborah Matherly: Can you provide an example of the specific challenges in coordinating response with federal entities, and/or recommendations for improving that coordination? Jeff Phillips: Accomplishing is just like any other core EM principle or practice, diligence. Jeff Phillips: Deborah let me try, I can usually pontificate but typing and pontificating is hard... Jeff Phillips: The ESFs don't always understand or "respect" state's autonomy... Jeff Phillips: so it is a challenge for the EMAC leadership to literally fend off "resource mission assignments" from federal partners when they have no such authority... Jeff Phillips: Sometimes they actually get mad but with a bit of expectations management and communication it usually works out... Jeff Phillips: that is much better done in the non-disaster times than in the heat of a catastrophe but over the years we have had to do it in that environment. Avagene Moore: Amy, next, please. Input your ? if you have a question or comment for Jeff. Amy Sebring: I especially like the recommendation to implement the use of the REQ-A down to the local level on a routine basis. I assume that is a request form. Is it available online anywhere to non-EMAC authorized individuals? Is there a published directory of state EMAC POCs? Gilbert Gibbs: ? Jeff Phillips: Amy, last question first, the EMAC website has a public and private side, on the public is an interactive list of POCs... Jeff Phillips: on the use of the REQ-A down to the local level we are proceeding very cautiously... Jeff Phillips: we want to give information and collaborate but when resources go between states they are authorized by the highest level of the state... Jeff Phillips: and we have to take great care. Avagene Moore: Gilbert, you are next, sir. - We have time for a few more questions if anyone in the audience has one. Please input your ? now. Gilbert Gibbs: Noting the recent announcements of the FCC, concerning RACES and ARES, it may be difficult to blend in all the different rules and procedures for message handling in the future. Is EMAC flexible enough to accommodate all those rules changes, to avoid mixing apples with oranges? Jeff Phillips: Yes, and here's why... Jeff Phillips: EMAC doe not speak to practicing emergency operations in the affected states... Jeff Phillips: it is a mechanism for moving resources from one member state to another... Amy Sebring: ? Jeff Phillips: so the expectations and target capabilities that are implemented under new doctrine, etc don't actually affect EMAC, only the states and localities. Hope that answered your question. Avagene Moore: Please input your question, Amy. Amy Sebring: An OASIS Technical Committee is working on a resource related messaging standard. Is EMAC/NEMA participating in that effort? Gilbert Gibbs: That's very good, not the conflict that I envisioned. Thanks. Jeff Phillips: We are aware, is it Doug Ham? or someone provided Angela Copple, the NEMA EMAC Coordinator with information about two months ago. Amy Sebring: I think this would relate to the electronic REQ-A very likely. Gary Ham. Deborah Matherly: ? Avagene Moore: Deborah, please. Deborah Matherly: Do you have an opinion on direct city to city agreements? Jeff Phillips: Yes, i do... Amy Sebring: ? Jeff Phillips: it goes to the core of our 13 article compact that states that EMAC does not preclude or supercede other agreements... Jeff Phillips: the keys I have pointed to when speaking to cities is that there are only a handful of "key provisions" that they need to focus on for their own best interest... Robie Lovinger FEMA: ? Jeff Phillips: and they need to understand that they cannot "compel" a state to broker their local-local agreement but do what you think you need to do to keep people safe and respond. Avagene Moore: Amy, please - your question. Amy Sebring: Back to HHS, where pandemic flu is the latest and greatest. I expect EMAC is "All Hazards" in approach, but is there any planning going on in EMAC with respect to pandemic. We are definitely getting the sense that the feds are telling us you are pretty much on your own! Jeff Phillips: Certainly there is pandemic flu planning going on in the member states, among the key agencies and municipalities... Jeff Phillips: and that is always first... Jeff Phillips: EMAC being a resourcing mechanism would only be a topic after resource shortfalls are identified... Jeff Phillips: interestingly though, I think most of us at the state level have concluded that very little EMAC use is likely in a pandemic scenario because... Jeff Phillips: we're all first responsible for protecting our own and we would be hard pressed to let go critical resources when they are needed at home. Avagene Moore: Robie, you are next, please. Robie Lovinger FEMA: What types of State to State collaborative efforts have you seen regarding resources for citizens with disabilities? Jeff Phillips: Robie, nothing comes directly to mind within my EMAC context. Avagene Moore: Last call for questions ... we have time for one or two more quick questions. Amy Sebring: ? Avagene Moore: Amy, just in time. Amy Sebring: Does EMAC work with volunteer deployment? Jeff Phillips: Amy, good question, one we get a lot... Jeff Phillips: not really, because if someone or some entity can volunteer in New Mexico then they can volunteer in Ohio too, through established mechanisms... Anne-Marie: ? Jeff Phillips: we focus on resources that by their nature are public or can be brought on to state service. Avagene Moore: Anne-Marie, please. This will be our last question. Jeff Phillips: I'd like to add to my answer Robie after Anne-Marie Avagene Moore: Sure, Jeff. Anne-Marie: What if any collaboration has EMAC and the National Guard with regard to pandemic planning Jeff Phillips: Only at the highest, broadest level through EMAC - although of course at the state level with our other hats we've been very active here. Jeff Phillips: Robie... Jeff Phillips: in my other capacity I'm working on the new Targeted Capability List for emergency services for persons with disabilities... Jeff Phillips: this may lead to specific resource needs that states identify as shortfalls and therefore look to use EMAC... Jeff Phillips: EMAC can also be used for evacuation planning across state lines so there are avenues for this conversation... Jeff Phillips: I think the key for everyone is to remember that resources follow missions or assignments... Jeff Phillips: and EMAC is a resource mechanism so if there are no task assignments that are unresourced EMAC is not likely to be used... Jeff Phillips: states also have other ways of filling resource needs so no two states or responses are alike in terms of their use of EMAC... Jeff Phillips: there is no "pro forma" solution that we all plug in. Jeff Phillips: Thanks. Avagene Moore: Thank you, Jeff ! We greatly appreciate your effort and time on our behalf. We wish you well as you continue your work in New Mexico and we will continue to watch the EMAC as it grows and evolves. ... Avagene Moore: Please stand by a moment while we make some quick announcements .... Avagene Moore: If you are not currently on our mailing list, and would like to get program announcements and notices of transcript availability, please see the Subscribe link on our home page. ... Avagene Moore: We are proud to announce a new EIIP Partner today. We welcome the State University of New York, Canton College of Technology www.canton.edu . ... The Point of Contact (POC) to the EIIP is Dr. Michael O'Connor, Associate Professor of Emergency and Disaster Management. ... Avagene Moore: If you are interested in becoming an EIIP Partner, please see the "Partnership for You" link on the EIIP Virtual Forum homepage http://www.emforum.org . ... Avagene Moore: Again, the transcript of today's session will be posted later today and you will be able to access it from our home page. An announcement will also be sent to our Mail Lists when the transcript is available. ... Avagene Moore: Thanks to everyone for participating today. We appreciate you, the audience! Before you go, please help me show our appreciation to Jeff for a fine job. The EIIP Virtual Forum is adjourned!