ODW Emergency Response Plan - ODW Emergency Response Plan

An emergency response plan (ERP) is a course of action developed to mitigate the damage of potential events that could endanger an organization's ability to function. Such a plan should include measures that provide for the safety of personnel and, if possible, property and facilities. For community water systems this plan:

• • Identifies personnel responsible for emergency response to an incident,
  • Identifies foreseeable natural and human-caused emergency events including water shortages and outages,
  • Describes the emergency response plan for each identified event,
  • Describes notification procedures, and
  • Identifies and evaluates all facilities and equipment whose failure would result in a water outage or water quality violations
  • An emergency response plan for non-transient non-community systems contains the positions and phone numbers of responsible persons to contact in the event of an emergency.

The main points to remember about an Emergency Response Plan (ERP) are:

1. Your ERP is always a work in progress. Add new phone numbers, new scenarios, and new people on an on-going basis. At a minimum, it should be completely checked when:
2. When making a modification to the water system,
3. Whenever there are changes to personnel, equipment, contact information or anything that would affect the accuracy of information in the ERP, and/or
4. Once per year (recommendation: check your plan in September, which is National Emergency Preparedness Month).
5. The ERP should be in an easily modifiable format - such as a three ring binder - so updates are easy to complete.
6. The ERP should be easy to use. It should contain tabs with different types of events with tear-out pages that would guide anyone faced with a particular event.
7. Distribute the ERP to several locations where an operator, administrative contact or a system owner could consult it at a moment's notice.

Emergency Planning Guidance

Below are some links to assist you in writing your emergency plans. There are also some templates to assist you in the planning process.

NOTE: Do not wait until an emergency to access these links. Develop your plan in advance so that it is available to guide you during an emergency.

• Emergency Response Plan Checklist
  • Emergency Response Plan Checklist
• Incident Specific Action Plans
  • Disaster Related:
    • Earthquake
    • Flood
    • Hurricane
    • Power Outage
    • Winter Weather
  • Security Related:
    • Active Assailant
    • Contamination
    • Security Incident Worksheet
    • Phone Call Threat Worksheet
    • Threat Worksheet
    • Witness Worksheet
    • Written Threat Worksheet
  • Cybersecurity:
    • IT Security
    • SCADA Security
  • Waterworks Related:
    • Chlorine Release
    • Public Health Report Form
    • Water Supply Interruption
• Additional Guidance Documents
  • EPA Guidance: Emergency Response for Drinking Water Utilities
  • Response Protocol Toolbox: Drinking Water Contamination (PDF)
  • CDC Drinking Water Advisory Communication Toolbox
  • What You Need to Know About Generators: Is Your Waterworks Prepared?

How Do I Identify Gaps in my Emergency Response Plan?

The planning cycle includes four phases. The first one is Plan for Emergency Response. You must write an initial plan based on a template and your water system. Now you have a plan that is waiting for an emergency.

In order to exercise the plan you should simulate an emergency incident. By doing so you will be able to:

1. Test the plan for ease-of-use. Can you grab it and quickly identify the proper response to an emergency?
2. Simulate contact with agencies that you may need in an emergency. You may have to work with police officers, fire fighters, emergency managers, hospital officials, lab personnel, and state regulators during an emergency. Do all of these partners know to whom they should communicate?
3. Begin training your people in the Incident Command System (https://www.fema.gov/incident-command-system-resources) and the National Incident Management System (https://www.fema.gov/national-incident-management-system). These are nationwide protocols for setting up emergency response at any location in the United States. Using these methods will maximize effectiveness of emergency response by using a common language and cooperating with the emergency response community.

You do not want to test your plan during an actual emergency. Completing a Tabletop Exercise will test your plan before the emergency happens.

What is a Tabletop Exercise?

FEMA defines a tabletop exercise as a facilitated analysis of an emergency in an informal, relatively stress-free environment.  This type of exercise elicits constructive discussion as participants examine and resolve problems based on existing operational plans and identify where those plans need to be refined.  Tabletop exercises will typically involve many people representing a number of different organizations.

What support can the Virginia Department of Health – Office of Drinking Water offer?

ODW can work with you to create and conduct a tabletop exercise specific to your water system. ODW can assist you with coordinating with the Virginia Department of Emergency Management and your local Emergency Manager to ensure all stakeholders are part of the planning process. ODW can help in the development of scenarios and timelines. This will reduce the amount of planning and preparation needed to set up a tabletop exercise.

Additional Guidance on tabletop exercise:

• EPA Guidance on holding a tabletop exercise
• FEMA Guidance on developing a tabletop exercise
• ASDWA Presentation on Tabletop Exercises

Guidance on Main Break Types and Responses

• Guidance Document

Water Advisory Templates

• Customizable Boil Water Advisory
• Generic Do Not Use Notice

What to do if you are under a water advisory

• Fact Sheet About What to Do During a Boil Water Advisory
• Hoja informativa acerca de lo que debe hacerse durante una advertencia de uso de agua hervida

What to do after a Drinking Water Advisory

• FAQ-What-to-Do-After-Drinking-Water-Advisory
• Preguntas frecuentes sobre lo que debe hacerse después de una advertencia de uso del agua potable

Boiling Water FAQs

How do I boil my water during an advisory?

• Fill a pot with water.
• Heat the water until bubbles come from the bottom of the pot to the top.
• Once the water reaches a rolling boil, let it boil for 1 minute.
• Turn off the heat source and let the water cool.
• Pour water into a clean container with a cover for storage.

Why do I have to boil my water?

Your water [may be, is] contaminated by [bacteria, virus, protozoa, parasite]. Contamination [may be, is] due to [equipment failure, leaking/broken pipes in the system, insufficient disinfectant in the water supply]. The Boil Water Advisory gives you information so you can take action to protect your health.

I cannot boil my water. How do I disinfect my water to make it safe to drink?

(Caution: Water contaminated with fuel or a toxic chemical will not be made safe by boiling or disinfection. Use another source of water if you know or suspect that water might be contaminated with fuel or a toxic chemical.)

• If tap water is clear:
  • Use unscented bleach (bleach that does not have an added scent).
  • Add 1/8 teaspoon (8 drops or about 0.75 milliliters) of unscented household liquid bleach to  1 gallon (16 cups) of water.
  • Mix well and wait 30 minutes or more before drinking.
  • Store disinfected water in a clean contain with a cover.
• If tap water is cloudy:
  • Filter through a clean cloth
  • Use unscented bleach (bleach that does not have an added scent).
  • Add 1/4 teaspoon (16 drops or 1.5 milliliters) of unscented household liquid bleach to 1 gallon (16 cups) of water.
  • Mix well and wait 30 minutes or more before drinking.
  • Store disinfected water in a clean container with a cover.

Remember that containers may need to be sanitized before using them to store safe water.

• To sanitize containers:
  • Use unscented bleach (bleach that does not have an added scent).
  • Make a sanitizing solution by mixing 1 teaspoon (5 milliliters) of unscented household liquid bleach in 1 quart (32 ounces, 4 cups, or about 1 liter) of water.
  • Pour this sanitizing solution into a clean storage container and shake well, making sure that the solution coats the entire inside of the container.
  • Let the clean storage container sit at least 30 seconds, and then pour the solution out of the container.
  • Let the empty container air dry OR rinse it with clean water that has already been made safe, if available. Never mix bleach with ammonia or other cleaners. Open windows and doors to get fresh air when you use bleach.

Should I use bottled water?

You may choose to use bottled water if it is available.

I don’t like the taste of boiled water. What can I do?

To improve the taste of boiled water you can:

• Pour cooled boiled water back and forth from one clean glass or container into another to add air to the water, or
• Let the water stand for a few hours, or
• Add a pinch of salt to each quart of boiled water.

Food and Beverages

Can I use my coffee maker, ice machine, or water or soda dispenser?

Do not use water from any appliance connected to your water lines. This includes the water and ice dispensers in your refrigerator/freezer.  Most kitchen and other household water filters typically do not remove or kill all bacteria or viruses.

• Use boiled or bottled water to make coffee and ice.
• Most kitchen and other household water filters typically do not remove or kill all bacteria or viruses.
• When the boil water advisory is lifted, consult the owner’s manual to find out how to sanitize appliances.

Can I use ice from my refrigerator/freezer?

• Do not use ice from ice trays, ice dispensers, or ice makers.
• Throw out all ice made with tap water.
• Make new ice with boiled or bottled water.

What should I do about preparing food and beverages? How should I wash fruit, vegetables, and food preparation surfaces?

• Wash fruits and vegetables with boiled water that has cooled or bottled water.
• Bring water to a rolling boil for 1 minute before adding food to cook.
• Use boiled water when preparing drinks, such as coffee, tea, and lemonade.
• Wash food preparation surfaces with boiled water.

What should I do about feeding my baby?

Breastfeeding is best. Continue to breastfeed. If breastfeeding is not an option:

• Use ready-to-use baby formula, if possible.
• Prepare powdered or concentrated baby formula with bottled water. Use boiled water if you do not have bottled water. Disinfect water for baby formula if you cannot boil your water (see above for directions on how to use bleach to disinfect water).
• Wash and sterilize bottles and nipples before use.
• If you cannot sterilize bottles, try to use single-serve, ready-to-feed bottles.

How do I wash dishes during a Boil Water Advisory?

Household dishwashers generally are safe to use if the water reaches a final rinse temperature of at least 150°F or if the dishwasher has a sanitizing cycle.

To wash dishes by hand:

• Wash and rinse the dishes as you normally would using hot water.
• In a separate basin, add 1 teaspoon of unscented household liquid bleach for each gallon of warm water.
• Soak the rinsed dishes in the water for at least 1 minute.
• Let the dishes air dry completely.

Health

I already drank the water. Will I get sick?

Most people who happen to drink this water will not get sick. If you do get sick, the symptoms are similar to food poisoning: nausea, diarrhea, cramps, and possibly a mild fever.

What should I do if I have symptoms?

The most important thing to do is avoid dehydration. Drink plenty of fluids and avoid drinks with caffeine, such as soda, coffee, and tea. If you are concerned about your health or the health of a family member, contact your health care provider or [local health department].

Household Information

Should I give my pets boiled water?

Pets can get some of the same diseases as people. It is a good idea to give them boiled water that has been cooled.

Do I need to worry about my fish or aquatic pets (e.g., reptiles, frogs)?

Most germs that infect people do not infect reptiles or fish. If your water system is using more chlorine or changing disinfection, be cautious about changing the water in your fish tank or aquarium. Contact your local pet store or veterinarian for more advice.

Is it safe to water my garden and house plants?

You can use tap water for household plants and gardens.

What [microbe, organisms, germs, bacteria] might be in the water?

Many types of microbes could be in the water. Water systems are concerned about bacteria such as E. coli, viruses such as norovirus, and parasites such as Cryptosporidium. Human illness from these microbes is usually caused by eating raw or under-cooked food, ingesting contaminated recreational or other untreated water, or poor hand-washing. Diarrheal illness from these microbes is not usually life threatening, except in the elderly, the very young, or those with weak immune systems. If you are concerned, consult your health care provider or contact [local health department].

Hygiene

Can I use tap water to brush my teeth?

No. Do not use untreated tap water to brush your teeth. Use boiled or bottled water.

Is it safe to take a shower or bath?

Yes, it is safe to take a bath or shower, but be careful not to swallow any water. Use caution when bathing babies and young children. Consider giving them a sponge bath to reduce the chance of them swallowing water.

What about shaving?

Yes, you can shave as usual.

What about doing laundry?

Yes, it is safe to do laundry as usual.

Where can I get more information?

• Personal Preparation and Storage of Safe Water: CDC provides guidance on the amount of water needed for good health, as well as how to prepare and store safe water before and during an emergency.
• Hygiene and Handwashing: CDC provides guidance on alternative hygienic practices when water is not available or is contaminated.
• A Guide to Water Filters: CDC maintains a guide for filters that remove Cryptosporidium or Giardia.
• EPA Safe Drinking Water Hotline: 1-800-426-4791
• Consumer Information  : EPA provides information and guidance about drinking water quality, emergencies, contaminants, public health issues, and treatment and storage.
  • Water system: [name, title, phone, e-mail, website]
  • State or local public health department: [name, title, phone, e-mail, website]
  • Primacy Agency: [name, title, phone, e-mail, website]

ODW Emergency Resources

Information on COVID-19 for Waterworks Owners

ODW Staff Contact:

Emergency Preparedness and Security Coordinator

 For a cybersecurity incident: Call the Virginia Fusion Center first then call the ODW Emergency Preparedness and Security Coordinator or the Waterworks After Hours hotline number (See below) Virginia Fusion Center 

• VFC Mainline: (804)-674-2196, vfc@vsp.virginia.gov
• Cyber Intelligence Unit: vfccyber@vsp.virginia.gov

Private Well Information

• For information about private wells before and after a disaster please visit the VDH - Office of Environmental Health Services website at this link: Private Wells: What to do before and after a storm

Waterworks After-Hours Emergency Call Center: 1-866-531-3068

• This number is for waterworks with an after-hour emergency or need to reach staff during non-business hours.  This 24-hr Call Center will take all pertinent information and contact appropriate staff.

Virginia Water/Wastewater Agency Response Network (VA WARN)

Virginians helping Virginians

When an emergency happens whom can you turn to? What if you need a generator, work crew, or backhoe?  Do you know where you could get some help? VA WARN is there to help fill that need.

About VA WARN

Based on other state WARN programs, VA WARN is designed to provide a utility-to-utility response during an emergency. The mission is to support and promote statewide emergency preparedness, disaster response, and mutual assistance matters for public and private water and wastewater utilities for natural and man-made events. The VA WARN Web site facilitates emergency response by providing its members with emergency planning, response and recovery information before, during and after an emergency. As the nationwide WARN system expands; it will become easier to provide mutual aid to other states as needed. The VA WARN Web site provides emergency contact numbers of members and an emergency equipment database that matches utility resources to a member's needs during an emergency. A member can locate emergency equipment (pumps, generators, chlorinators, evacuators, etc.) and trained personnel (e.g. treatment plant operators) that they may need in an emergency.

Benefits

• No cost to participate
• Increased planning and coordination
• Enhance access to specialized resources
• Provides access to resources during an emergency without pre-contractual limitations or retainer fees
• Expedites arrival of aid
• Utilities that signed the mutual aid agreement have a pre-established relationship under which they are able to share resources during an emergency at the discretion of each participating agency
• Is consistent with the National Incident Management System (NIMS)
• Provides a list of emergency contacts and phone numbers
• Reduces administrative conflicts
• Avoid federal bureaucracy
• Increases hope that recovery comes quickly

How to become a member:

• Go to http://www.vawarn.org/ and apply through the website.
• You can also contact the WARN by mail:

VA AWWA PO. Box 11992 Lynchburg, VA 24506-1992

American Water Works Association

• Water Sector Resource Typing Guidance 2019

America's Water Infrastructure Act of 2018 (AWIA)

Congress enacted the America’s Water Infrastructure Act of 2018 (AWIA; P.L. 115-270) on October 23, 2018. With AWIA, Congress passed an omnibus water infrastructure and project authorization bill that affects several federal agencies. The act includes several provisions related to drinking water, with overarching themes involving drinking water infrastructure affordability and water system compliance capacity and sustainability. Title II and IV of the AWIA have the greatest impact on waterworks. Title II of AWIA constitutes the most comprehensive amendments to the Safe Drinking Water Act (SDWA) since 1996. Title IV amends U.S. Environmental Protection Agency (EPA)-administered water infrastructure programs and several Clean Water Act authorities.

Title II amends SDWA to help communities achieve SDWA compliance, revise the Drinking Water State Revolving Fund (DWSRF) program, reauthorize appropriations for the DWSRF program, and increase emphasis on assisting disadvantaged communities. Provisions in Title II also revise emergency notification and planning requirements; authorize the use of DWSRF funds for the assessment and protection of drinking water sources; identify options intended to develop public water systems’ technical, managerial, and financial capacity; and improve consumer confidence in public drinking water supplies.

Title IV addresses several other water quality and infrastructure issues by authorizing and revising activities and programs for the EPA and other federal agencies. Title IV extends, authorizes, and amends drinking-water-related activities and programs administered by EPA. Specifically, these provisions authorize WaterSense, an EPA-initiated voluntary water efficiency-labeling program, and revise the Water Instructure Finance and Innovation Act (WIFIA) financial assistance program. The WIFIA program provides credit assistance for water infrastructure projects. Other provisions authorize grant programs for innovative water technology and for water sector workforce development. Title IV also amends the Clean Water Act to expand a municipal sewer overflow grant program to include stormwater management projects, reauthorize appropriations for that program, and direct EPA to establish a task force for stormwater management.

The details of these changes are in the Congressional Research Services report found here:

https://crsreports.congress.gov/search/#/?termsToSearch=R45656&orderBy=Relevance

Risk and Resilience Assessments

Following the passing of AWIA the EPA did away with vulnerability assessments and replaced them with a new Risk and Resilience Assessment. They also added an Emergency Response Plan requirement. These requirements only affect waterworks servicing a population greater than 3,300. The EPA is phasing these new requirements in over the next two years based upon the population sized serviced by the waterworks. Below is a table for when these requirements will be due.

Population Served	Risk Assessment	Emergency Response Plan
≥100,000	March 31, 2020	September 30, 2020
50,000-99,999	December 31, 2020	June 30, 2021
3,301-49,999	June 30, 2021	December 30, 2021

For information about the new EPA requirements can be found here:

https://www.epa.gov/waterresilience/americas-water-infrastructure-act-2018-risk-assessments-and-emergency-response-plans

https://www.epa.gov/waterresilience/overview-new-risk-assessment-and-emergency-response-plan-requirements-community

As new materials and assistance becomes available the Office of Drinking Water will continue to update this section with that information.

Infrastructure Security Resources

ODW partners closely with other commonwealth and federal agencies and organizations to provide water utilities with tools and methods to identify, prioritize and respond to threats to Virginia’s drinking water systems. Please visit our Waterworks Cybersecurity Webpage for more information.