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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security Braddock District TTX Situation Manual Federal Emergency Management Agency Photo Credit: FEMA/Liz Roll Fairfax County Community Resiliency Collaboration Tabletop Exercise Series: Braddock District Situation Manual January 12, 2015 The Church of Jesus Christ of Latter-Day Saints Fairfax, VA

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Page 1: Fairfax County Community Resiliency Collaboration ... · Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security ... attributable and submitted for

Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security

Braddock District TTX Situation Manual Federal Emergency Management Agency

Photo Credit: FEMA/Liz Roll

Fairfax County Community Resiliency Collaboration

Tabletop Exercise Series: Braddock District

Situation Manual

January 12, 2015

The Church of Jesus Christ of Latter-Day Saints Fairfax, VA

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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security

Braddock District TTX Situation Manual Federal Emergency Management Agency

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TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................. 1

PREFACE ...................................................................................................................................... 2

HANDLING INSTRUCTIONS ................................................................................................... 3

EXERCISE SCHEDULE ............................................................................................................. 4

ACRONYMS ................................................................................................................................. 5

INTRODUCTION......................................................................................................................... 6

SCENARIO ................................................................................................................................... 9

DISCUSSION QUESTIONS ...................................................................................................... 10

NOTES ......................................................................................................................................... 12

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Braddock District TTX Situation Manual Federal Emergency Management Agency

PREFACE

This Fairfax County Community Resiliency Tabletop Exercise: Braddock District (TTX) is

sponsored by Volunteer Fairfax and has been selected for inclusion in the National Exercise

Program. Supporting documents for this exercise, including the Situation Manual (SitMan),

were produced with input, advice, and assistance from the Volunteer Fairfax Planning Team

and FEMA National Exercise Division staff. These documents follow the guidance set forth

by the U.S. Department of Homeland Security (DHS) Homeland Security Exercise and

Evaluation Program (HSEEP).

This SitMan provides exercise participants with all the necessary tools for their roles in the

exercise. It is tangible evidence of FEMA’s commitment to ensure public safety through

collaborative partnerships that will prepare the whole community to respond to disaster

events.

The Braddock District TTX is an unclassified exercise. Control of exercise information is

based on public sensitivity regarding the nature of the exercise rather than actual exercise

content. Some exercise material is intended for the exclusive use of exercise planners,

facilitators, and evaluators, but players may view other materials that are necessary to their

performance. All exercise participants may view the SitMan.

All exercise participants should use appropriate guidelines to ensure proper control of

information within their areas of expertise and protect this material in accordance with current

jurisdictional directives. Public release of exercise materials to third parties is at the

discretion of Volunteer Fairfax, FEMA National Exercise Division and the Braddock District

TTX Planning Team. The After Action Report produced for this event will be made non-

attributable and submitted for inclusion in the National Exercise Program Rolling Summary

Report. Please refer to the handling instructions for further guidance.

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Braddock District TTX Situation Manual Federal Emergency Management Agency

HANDLING INSTRUCTIONS

1. The title of this document is the Braddock District TTX Situation Manual.

2. Information gathered in this SitMan is designated as For Trusted Agents, and should be

handled as sensitive information that is not to be disclosed. This document should be

safeguarded, handled, transmitted, and stored in accordance with appropriate security

directives. Reproduction of this document, in whole or in part, without prior approval from

Volunteer Fairfax is prohibited.

3. Information in this document is intended for the exclusive use of the exercise planners and

participants, and is not to be released to the public or other personnel who do not have a

valid need-to-know without prior approval from an authorized sponsor organization

representative. This document is not releasable to any public website.

4. For more information about the exercise, please consult the following points of contact

(POCs):

Tracy Friend

Volunteer Fairfax Emergency Response Program Manager

[email protected]

703-246-3553

Matt Lyttle

FEMA National Exercise Division Exercise Project Manager

[email protected]

202-786-9664

Ben Berger

FEMA National Exercise Division

[email protected]

202-786-9571

Torrey L. Cunningham

FEMA National Exercise Division

[email protected]

202-550-0903

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Braddock District TTX Situation Manual Federal Emergency Management Agency

EXERCISE SCHEDULE

The following table summarizes the TTX schedule for January 12, 2015.

January 12, 2015

Time Activity

5:00 p.m. Registration and Dinner

5:30 p.m. Welcome, Introductions, Opening Brief, and Review of Seminar

5:45 p.m. Module 1

6:45 p.m. Break

7:00 p.m. Module 2

8:00 p.m. Hot Wash and Dessert

8:15 p.m. Closing Remarks

8:30 p.m. Adjourn

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ACRONYMS

Acronym Definition

AAR After Action Report

CBO Community Based Organization

CRG Community Resiliency Group

DHS U.S. Department of Homeland Security

ECHO Ecumenical Community Helping Others

EEG Exercise Evaluation Guide

EOC Emergency Operations Center

EOP Emergency Operations Plan

FEMA Federal Emergency Management Agency

FCIA Faith Communities in Action

FISH For Immediate Sympathetic Help

HOA Home Owners Association

HSEEP Homeland Security Exercise and Evaluation Program

IP Improvement Plan

NCS Fairfax County Neighborhood and Community Services

NED National Exercise Division

OEM Fairfax County Office of Emergency Management

Ops Operations

PDRP Fairfax County Pre-Disaster Recovery Plan

PTA Parent Teacher Association

SitMan Situation Manual

SME Subject Matter Expert

TTX Tabletop Exercise

VF Volunteer Fairfax

VOAD Voluntary Organization Active in Disaster

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Braddock District TTX Situation Manual Federal Emergency Management Agency

INTRODUCTION

Background

Effective disaster response and recovery depends on a whole community effort. Coordination

between federal, tribal, state, local, and private sector stakeholders is vital. In order to

strengthen partnerships between governmental and non-governmental organizations, the Federal

Emergency Management Agency (FEMA) is sponsoring tabletop exercises (TTXs) designed to

examine non-governmental organizations’ emergency plans, processes, and procedures; identify

best practices; and address capability shortfalls.

The Fairfax County Community Resiliency Group (CRG) is comprised of community partner

organizations that serve the public in day to day services, such as food, finances, furniture, and

clothing; as well as residential organizations, PTAs, schools, local police and fire, and other

organizations

In the event of disaster, the members of the CRG will be convened to discuss their local situation

and problem solve how to best support each other, the community and the government in some

response, and mostly recovery efforts.

Eventually, there will be a CRG for each supervisor district in Fairfax County, comprised of the

above groups, and others as applicable.

Purpose and Scope

This Braddock District TTX is a three and a half-hour, scenario-driven, facilitated discussion

that will provide an opportunity for a single jurisdictional exercise between neighboring

community partners and governmental organizations, allowing for organized response and

recovery, resource sharing, and relationship building.

Core Capabilities

Core capabilities are the distinct critical elements needed to achieve our National Preparedness

Goal. Conducting evaluations using core capabilities allows for data to be aggregated across

the homeland security enterprise, which supports a growing understanding of preparedness at

the national level. The Braddock District TTX objectives align to the following core

capabilities:

Operational Coordination

Planning

Public Information and Warning

Health and Social Services

Exercise Design Objectives

This exercise will focus on the following objectives selected by the Exercise Planning Team:

1. Provide an opportunity for a single jurisdictional exercise between neighboring

community partners, allowing for organized response and recovery, resource sharing,

relationship building.

2. Determine reporting and communicating best practices among whole community

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partners.

3. Develop database of Whole Community Partners and their resources, to facilitate

coordination of resources, response and recovery.

4. Provide a setting to secure MOAs with Whole Community Partners (these partners

assist in sheltering, mass care, emotional and spiritual care and other essential services) to support the Volunteer and Donations Management Annex.

Participants

The Braddock District TTX will include potential Fairfax County Community Resiliency

Group members drawn from the Braddock District of Fairfax County, Volunteer Fairfax, and

various offices within Fairfax County Government. FEMA National Exercise Division

personnel will be present. During the exercise, these participants will take one of the following

roles:

Players. Players respond to the situation presented, based on expert knowledge of

their organizations’ procedures, current plans and procedures, and insights derived

from experience and training.

Note takers. Note takers are not active participants; however, they may have insight

or technical expertise that allows them to accurately summarize the discussion at their

table for further review.

Facilitators. Facilitators provide situation updates and moderate discussions. They

also provide additional information or resolve questions as required. Key Exercise

Planning Team members also may assist with facilitation as subject matter experts

(SMEs).

Evaluators. Evaluators take notes on the discussion to compare to plans and

procedures in the context of the target capabilities and corresponding Exercise

Evaluation Guides (EEGs).

Exercise Structure

This exercise will be a three and a half-hour, scenario-driven, facilitated discussion. The

exercise will be divided into two modules, and the facilitator will provide relevant information

to the participants according to a scenario timeline in order to drive discussion. Participants

will then converse in table groups, periodically reporting back their main findings to the larger

plenary.

Module 1

During Module 1, players will discuss the Operational Coordination and Health and

Social Services questions in a plenary.

Module 2

During Module 2, players will discuss the Public Information and Warning questions

in a plenary.

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Hot Wash

After the exercise has concluded, a facilitator will lead participants in a discussion of their key

takeaways from the exercise.

Exercise Evaluation

The goal of exercise evaluation is to validate strengths and identify improvement opportunities

for the participating organizations. In this exercise, evaluation will attempt to validate plans,

procedures, and protocols of participating agencies and determine their level of capability.

The Braddock District TTX evaluators will use Exercise Evaluation Guides (EEGs) to evaluate

participants’ abilities to address Core Capabilities and critical tasks that fall under each exercise

objective. Evaluators will be provided with EEGs for each of their assigned areas.

Additionally, players will be asked to complete participant feedback forms. These documents,

coupled with hot wash notes, will be used to evaluate the exercise and compile an After Action

Report (AAR)/Improvement Plan (IP). The evaluation results will be distributed to Volunteer

Fairfax and Braddock District TTX Planning Team members with the goal of providing insight

and developing a Corrective Action Plan.

Exercise Guidelines

This TTX will be held in an open, low-stress, no-fault environment. Varying

viewpoints, even disagreements, are expected and encouraged.

Respond on the basis of your knowledge of current plans and capabilities (i.e., you

may use only existing assets) and insights derived from your training.

Decisions are not precedent setting and may not reflect your organization’s final

position on a given issue. This exercise is an opportunity to discuss and present

multiple options and possible solutions.

Issue identification is not as valuable as suggestions and recommended actions that could improve response efforts. Problem-solving efforts should be the focus.

Assumptions and Artificialities

In any exercise, assumptions and artificialities may be necessary to complete play in the time

allotted. During this exercise, the following apply:

The scenario is plausible, and events occur as they are presented.

There is no hidden agenda, and there are no trick questions.

All players receive information at the same time.

Participants are expected to respond from the viewpoint of the organization they

represent.

Unless otherwise stated in the scenario, participating organizations can assume their

resources and staff are fully intact.

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SCENARIO

On Saturday, January 10th, an arctic jet stream collided with a winter oceanfront storm system

pushing across Virginia. Snow fell consistently throughout the weekend, resulting in an

average snow accumulation of two feet across Northern Virginia. In addition to heavy

precipitation, wind speeds were measured at a sustained 20 mph with gusts up to 45 mph.

Snow tapered off Saturday night into Sunday morning and changed into freezing rain, which

continued throughout the day. As a result, much of Fairfax County has seen ice accumulation

on power lines and trees, with heavier accumulation to the west of the county.

The precipitation ended overnight Sunday. It is now Monday, January 12th

. Average

temperature highs will remain below the freezing mark across central and Northern Virginia.

The snow and ice have caused major disruptions in transportation and power across the county.

In Northern Virginia, several major roads and intersections remain partially blocked due to

snow drifts, downed power lines, and fallen trees. Secondary roads are still icy and clogged

with shoveled snow piles. Officials recommend staying off the roads for non-essential travel,

but many routes are now safe for non-essential travel.

The included map titled “Affected Utilities Map” shows power outages across the Braddock

District. Some local hospitals and municipal water systems are operating on back-up

generators. Multiple senior living communities are reported to be without power. There are

also reports of roof collapses at schools, warehouses, houses of worship, and private homes.

Fairfax County emergency services have been working since Saturday to ensure life safety.

They remain fully capable to meet the needs of the community. The Fairfax County

Emergency Operations Center (EOC) has been on full activation since early Saturday morning.

Volunteer Fairfax has been at the EOC since Saturday and has recommended the activation of

the Community Resiliency Group. In addition, Volunteer Fairfax has been sending daily

updates to member organizations. On Sunday, county officials requested a meeting of

community- and faith-based organizations to discuss the unmet needs of Fairfax County

residents. Meetings are being held in each supervisor district on Monday night.

You are attending that meeting on behalf of the organization you represent. With a focus on

collaboration and coordination, your task is to review the situation at hand and develop

strategies for success that leverage the resources and capabilities of the organizations in your

district. Your discussion should focus on the following capabilities requested by local officials:

Improve situational awareness and operational coordination among responding agencies

Ensure health and social service needs of all residents are met

Leverage community networks to inform the general public and emergency officials of progress and ongoing needs

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DISCUSSION QUESTIONS

The following questions are provided as suggested general subjects that you may wish to address

as the exercise progresses. These questions are not meant to constitute a definitive list of concerns

to be addressed, nor is there a requirement to address every question.

Operational Coordination

1. Fairfax County OEM recognizes the valuable resource of community groups when it comes to

improving situational awareness and the common operating picture. Others normally tasked

with providing updates (Fire, EMS, and Law Enforcement ) are occupied responding to

emergency calls and are unable to provide the systematic neighborhood damage reports needed

by the EOC.

a. How can community groups in the Braddock District best share the damage and

needs assessments in their neighborhood to responding agencies? What networks

can be leveraged to help meet this need? What training or orientation would be

needed to prepare your community group for this task?

2. Many constituents in the Braddock District have been contacting the CRG for information on

how to obtain food for their pets. Are resources available through the community and faith

based organizations? If so, how?

Health and Social Services

3. Volunteer Fairfax, the Volunteer and Donations Management Lead at the Fairfax County

EOC, has been communicating with several local businesses interested in supporting

community groups. A sporting goods chain is willing to donate 500 pairs of winter gloves.

The gloves are currently stored in a large warehouse near Woodbridge, VA and must be picked

up. The business will provide the gloves for free as long as the gloves are distributed to both

volunteers helping clear away snow and debris and to people in need.

a. Do Braddock District organizations have a need for this kind of donation? How

can local groups work together to distribute the gloves in accordance with the

donor’s intent? What additional information is needed?

Public Information and Warning

4. Volunteers can augment your capabilities during a disaster. In disasters, community members

will self-deploy as volunteers without proper coordination or training.

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a. What is your process for recruitment and training volunteers? How do you

message your volunteer needs to the larger community and minimize self-

deployment of community members.

5. The Fairfax alert system has been giving situation updates since the scenario began. This

message has gone out exclusively to those registered with the system.

a. In what ways can your faith based or community group relay this information to

those with access and/or functional needs? How will this information be

promulgated to the non-English speaking population? What about for those with

land line telephones?

b. How will your organization find out about the needs in your area of

responsibility/community?

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NOTES

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