Region V Annual Report 2003 FEMA Region V Annual Report is published by FEMA Office of The Region Director. Questions or comments should be directed to Vincent.Davis@DHS.gov Table of Contents 4 Regional Director's Message 5 Major Events 6 TOPOFF-2 Terrorism Exercise 7 State Directors Homeland Security Advisors Conference 8 Minnesota Flood Summit 9 Senior Leaders Homeland Security Summit 10 Significant Accomplishments 11 Office of the Regional Director 12-16 National Preparedness Division 17-19 Response and Recovery Division 20-23 Federal Insurance and Mitigation Division 24-27 Administration and Resource Planning Division Message From The Regional Director At the beginning of fiscal year 2003, we challenged the Region V team to be creative and service oriented in performance of our daily tasks. One of our major objectives was to continue to rapidly improve emergency response and preparedness capabilities relative to the threat of renewed acts of terrorism against our nation. Another objective was to increase efforts in proactive mitigation planning, preparing as much as possible to decrease suffering and loss of life during natural disasters. During the year, three of six states in the region suffered the devastating affects of natural disasters. These events caused economic, financial and personal hardship for individual citizens, state, county and local governments. The entire regional staff performed with precision and dedication throughout the disaster recovery despite the pressure of responding to multiple disasters within a relatively short period. This report highlights some of the efforts and accomplishments of our team in support of the 51 million citizens of Region V. Partnerships with our counterparts and stakeholders played a vital role in our ability to successfully accomplish our collective mission. To those partners in government and the private sector, we extend our sincere thanks for your support and cooperation throughout the year. Looking ahead, 2004 will continue to bring about new challenges for FEMA. Our continuing transition and that of our other federal partners into the Department of Homeland Security will present even greater challenges and opportunities for us to grow and improve. Let us continue to meet each challenge with the same integrity, diversity and can-do spirit that exemplifies the Region V family. Together, we can and will make a difference by leading America in preparation, prevention and response to disasters. Major Events TOPOFF-2 Exercise State Director/Homeland Security Advisor Conference Minnesota Flood Summit DHS Senior Leaders Summit TOPOFF-2 Exercise Staff members from the region participated in TOPOFF-2, a weeklong exercise held May 12-16. The exercise, which included federal, state, county and local emergency managers and first responders, was designed to provide a yardstick of the capabilities of top officials during a major terrorism event. The main scenario developed for TOPOFF in the Chicago area involved a mock out break of pneumonic plague released at Union Station, and Chicago's United Center 20,000 seat stadium during a sporting event. The "plague" was also released at Chicago O'Hare International Airport by a simulated terrorist organization known as GLODO. TOPOFF-2 was a congressionally mandated exercise conducted in Chicago and Seattle. The cost of the exercise was $16 million, paid for by the federal government. Although the exercise scenario was known to the participants at the outset, several unexpected actions were introduced during the week to provide as realistic an environment as possible. The purpose of TOPOFF-2 was to test the decision-making process and coordination of response and recovery efforts among the various agencies and to seek ways to improve. Top officials from DHS, FEMA, FBI and 19 other federal agencies monitored and coordinated all aspects of the exercise at several venues including the Joint Operations Center and the Joint Information Center at Argonne National Labs and the City of Chicago 911 Center. FEMA's Regional Operations Center was fully operational. In all, more than 4,000 first responders, hospital personnel and volunteers took part in the exercise. State Director and Homeland Security Advisor Conference The region hosted a State Director/Homeland Security Advisor conference at the regional office June 3-4. The meeting, believed to be the first of its kind, featured briefings by DHS officials from Washington D.C. Those present included representatives from Information Analysis and Infrastructure Protection, Science and Technology, Office of State and Local Coordination, and Office of Domestic Preparedness. Regional representatives from several DHS partners also provided briefings including, Immigration and Customs Enforcement, Customs and Border Protection, Citizenship and Immigration Service, U.S. Coast Guard and the Secret Service. The second day of the conference included briefings by state directors from Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin. Representatives of the Region V National Preparedness, Response and Recovery, and Federal Insurance and Mitigation Division's also provided briefings to close the two day meeting. Minnesota Flood Summit After 10 years of mitigation projects and more than 30 years of National Flood Insurance Program (NFIP) floodplain regulation, flood disaster frequencies and costs continue to rise in Minnesota. As a result of mutual concerns over the issue Region V and partners in government and industry organized the Minnesota Flood Summit. The purpose of the summit was to provide an open dialogue with all parties involved and exchange ideas about how to better approach future Minnesota flood issues. The Minnesota Flood Summit was held in the Twin Cities Aug. 27, and was attended by more than 200 representatives of federal , state, local government agencies and private industry. A panel discussion of experts in emergency management and flood mitigation was a highlight of the summit. The panel discussion resulted in concrete goals for short term and long-term initiatives designed to improve the problem. The panel concluded that an all-hazards approach to floodplain mapping, more public involvement and enforcement of NFIP ordinances were key elements in resolving the flood issues. Many other initiatives were also discussed, including digital floodplain mapping and flood education plans for individual homeowners and local communities. Notable speakers attending the flood summit included: Co-Host - Kent Lokkesmoe, Director, Division of Waters Minnesota Division of Homeland Security and Emergency Management; Co-Host Jerry Rosendahl, Director Minnesota Department of Homeland Security and Emergency Management; Dr. Mark Seeley, Weather Commentator for Minnesota Public Radio; Brigadier General Gerald E. Galloway (US Army- Retired); Anthony Lowe, Administrator, Mitigation Directorate FEMA; Dr. Dennis Mileti, Director Natural Hazards Lab Colorado University and Larry Larson, Executive Director, Association of State Floodplain Managers Minnesota Department of Natural Resources. DHS Senior Leaders Homeland Security Summit On April 29, the Region hosted the first meeting of the senior leaders of Chicago area DHS organizations. The purpose of the meeting was to provide a forum for everyone to meet, learn about each entity's functions and organization and begin to develop partnerships. Those in attendance included senior leaders from the 9th Coast Guard District, Bureau of Customs and Border Protection, Transportation Security Administration, Bureau of Immigration and Customs Enforcement, Bureau of Citizenship and Immigration Services, Federal Protective Service and Secret Service. The opportunity to network with other regional components of DHS was well received by all who attended. As a result of the initial response, Region V hosted a second meeting on October 16 to continue the dialogue to strengthen our partnerships within the federal community. At this meeting, senior leaders agreed to continue meeting on a quarterly basis. Future plans to build relationships with our DHS partners include hosting similar meetings in all six Region V states for DHS organizations located outside of the Chicago area. Significant Accomplishments Office of the Regional Director National Preparedness Division Response and Recovery Division Federal Insurance and Mitigation Division Administration and Resource Planning Division Office Of The Regional Director Senior Staff Emergency Analyst Public Affairs The Office of the Regional Director (ORD) was very active in FY-03, embarking on a number of significant outreach activities. The year was highlighted by a State Directors Homeland Security Advisors Conference held in August, to which all State Directors, State Homeland Security Advisors and DHS representatives were invited. Topics discussed at the conference included DHS plans for direct assistance to state first responders, proposed changes to the National Response Plan and an open discussion of state concerns. In addition to outreach within the federal, state and local communities, staff conducted dozens of visits throughout the region, speaking to first responders, emergency managers and private corporations. ORD staff was frequently asked to address our stakeholders to provide guidance, share knowledge and hear concerns about critical infrastructure protection, emergency preparedness and ways to strengthen relationships on all levels. Staff worked closely with FEMA and DHS Headquarters to keep abreast of new policies and procedures and to implement directives. The ORD guided the Region's overall administrative and operational functions, handled strategic issues within the divisions and focused on employee development. Employees were provided with numerous development sessions focused on such topics as Social Security, Retirement Planning, Cultural Diversity, and Finding Balance In The Workplace. ORD was active in the Public Affairs area. Both before and during the TOPOFF-2 Exercise, Public Affairs staff provided much of the leadership required to staff and operate the Joint Information Center, which was a critical hub of information flow for all components involved in TOPOFF-2. Staff also organized and conducted a workshop attended by 30 Public Affairs Representatives from various federal agencies in the region. In midyear, ORD began publishing a monthly newsletter called "Briefly Speaking" to provide a conduit for reporting Region V activities and communicating with the staff. National Preparedness Division Terrorism Preparedness Continuity of Operations (COOP) Emergency Management Program Grants (EMPG) Citizens Corps Radiological Emergency Preparedness (REP) Chemical Stockpile Emergency Preparedness (CSEPP) Tribal Fire Program Training Terrorism Preparedness Staff was active in work with State Terrorism Task Force organizations in all six states. A total of 14 meetings were attended by region staff to discuss mutual concerns and coordinate antiterrorism efforts. In December 2002, Region V organized the first-ever "FEMA-State-FBI WMD Coordinators Meeting." The meeting provided an informal forum for Region V State WMD Coordinators and FBI WMD coordinators from offices in Region V to meet. The meetings allowed each group an opportunity to share best practices, discuss issues surrounding the establishment of a FBI Joint Operations Center (JOC) and to discuss improvements in the exchange of threat assessment information. All but one state was in attendance and seven of the eight FBI Divisions in Region V attended. Several key special presentations were made by staff that included: 52nd WMD CST in Columbus, OH; Purdue University Graduate School of Management faculty and students; and Midwestern University/330th Medical Brigade Bioterrorism Conference. The presentations covered a discussion of FEMA, its role in DHS, the FRP and FEMA's role in terrorism preparedness, response and recovery. The FY-03 Terrorism Preparedness staff was also involved in outreach to the private sector. In February, staff made an important presentation to Central Illinois Chapter of the Association of Contingency Planners. The presentation focused on an overview of FEMA and it's role in terrorism preparedness, response and recovery. These and other outreach efforts culminated in the development of the Great Lakes Partnership for Infrastructure Security and Interdependence. The partnership is a coalition of business and industry leaders from the fields of transportation, technology, banking, communications, manufacturing and private utilities. The group chartered a mission statement and drafted plans for a kickoff workshop in November. Anti-Terrorism Task Force (ATTF), now Anti-Terrorism Advisory Council (ATAC) . The ATTF's/ATAC's are non-operational information sharing organizations, which compliment the operation Joint Terrorism Task Forces (JTTF's). Staff attended 8 ATTF/ATAC meetings during FY-03. As one of two official FEMA liaisons to the FBI, staff has maintained close working relationships with the FBI. Region V supports the USCG Port Security Committee in Detroit. Region V staff are members of the Executive Committee. The NP Division has attended three meetings of this group that brings all related maritime law enforcement, vessel operators, and emergency managers from the Detroit and Windsor Canada area together to discuss the interdependencies of the Port of Detroit. Continuity of Operations Promoting awareness of Continuity of Operations Plan [COOP] issues is an important component of the regional COOP Program mission. To help increase overall COOP awareness and readiness within the region's Federal community, Region V, in partnership with the GSA Great Lakes Region began a series of seminars in Chicago last November. A road-show version was also created, expanding the outreach to six additional cities in the Region. COOP staff made presentations at a total of 18 conferences, seminars and workshops during FY-03. These outreach efforts, were part of the region's strategic plan objective and were attended by more than 1,200 people. Along with highlights of the Chicago seminars, audiences received a notebook and CD of COOP resource materials. A Regional COOP exercise was held in August. All Region V staff was deployed to the COOP site to familiarize themselves with the location and logistics. Upon arrival at the COOP site, region staff was asked to test their communications operability to computer and voice systems, and tour the facility to become familiar with its operation. Emergency Management Program Grant EMPG staff provided support for and monitored distribution of $34.9 million in EMPG program grants during FY-03. Staff hosted two State EMPG Grants Manager Conference Calls (8 participants each) to answer questions and assist states with the EMPG process. EMPG staff assisted the State of Illinois in the preparation for an EOC Phase II grant application that resulted in the state receiving a $9.3 million award to upgrade its Emergency Operations facility. Citizens Corps During FY-03, Citizens Corps program staff developed a draft Region V Citizen Corps Action Plan and established a Region V Citizen Corps Council. Staff also presented the Citizen Corps Program at the Bridge the Gap Summit in Chicago, IL sponsored by the Save-a-Life Foundation, attended by over 200 foundation members and supporters. The purpose of the summit was to bring first responders and volunteer organizations together to promote common interests in life saving and accident prevention activities. In addition to outreach activities, staff hosted a Region V Citizen Corps State Program Managers Forum, designed to assist states in developing and expanding Citizens Corps programs. Citizens Corps staff assisted the Boy Scouts of America in development of an emergency response training exercise for Eagle Scout candidates. More than 300 Boy Scouts attended the training, which will be used as a model for other similar programs. Scouts received merits toward their Eagle Scout badges. Staff provided technical assistance and facilitated the distribution of funds in the Community Emergency Response Team (CERT) program. These dollars support the development of CERT programs at the local level and training for the states. Region states received a total of $2.8 million to fund programs for FY-03. Radiological Emergency Preparedness REP staff played a central role in managing off-site radiological emergency preparedness for the Region's 16 commercial, nuclear-powered electrical generating plants. As part of its FY-03 goals, the REP staff focused on tracking completed exercises and drills, exercise criteria, deficiencies, and resolved/unresolved Areas Requiring Corrective Action (ARCAs). Throughout the region, staff evaluated 976 criteria at state and local jurisdictions. More than 98 percent of the evaluation criteria were met. In addition, three previous ARCAs were resolved. All six states received Annual Letters of Certification, as the REP staff fulfilled its commitment to maintain effective radiological emergency preparedness programs for the protection of public health and safety in the region. Chemical Stockpile Emergency Preparedness Staff conducted two major exercises in the five Indiana and Illinois counties adjacent to the Newport Chemical Depot area. CSEPP staff worked closely with other federal, state, and local authorities to ensure the safety of citizens and workers in the region. Staff monitored the progress of chemical disposal operations began during late FY-03. Exercise results are shown below. Program Date(s) Purpose Findings Resolution/Actions CSEPP April 9, 2003 Newport Area Resolved 7 of 8 findings from Exercise 2002 exercises Indiana counties Finding for Joint Info System remains CSEPP July 23, 2003 Newport Area Report Pending Exercise Illinois counties Funding for CSEPP Indiana for FY-03 was $6.8 million. CSEPP Illinois FY-03 Funding was $1.2 million. Tribal Tribal activities were aimed at improving Tribal communities preparedness. Staff efforts were focused on assisting Tribal Governments with development of Emergency Plans and providing effective coordination with other agencies. Several key initiatives were undertaken toward accomplishing this goal during FY-03. In April, the first Tribal Newsletter was published by Region V. The newsletter is expected to provide valuable information about Tribal emergency management activities to a wide audience. In May Multi-Federal Agency Tribal Memorandum of Understanding (MOU) Group Meeting was hosted by Region V. The Work Group included tribal affairs representatives from a variety of federal agencies including; Environmental Protection Agency (EPA), Bureau of Indian Affairs (BIA) Health & Human Services (HHS), Department of Energy (DOE) and Prairie Island Indian Program. The Work Group was established to bring Federal agencies together that have common responsibility for tribal programs within their respective agencies. On June 23-27 the Midwest Alliance of Sovereign Tribes (MAST) Conference was held in Washington, D.C. Deputy Regional Director Janet Odeshoo was a keynote speaker at the conference, where she provided an overview of the DHS/FEMA organization and initiatives. As a result of these and other efforts, 14 of the region's 35 Tribal Governments approved Emergency Plans and designated an Emergency Management Coordinator during FY-03. The remaining 21 Tribal Governments are working on drafting emergency plans and expect to be completed during FY-04. Fire Program The Assistance To Firefighters Grant Program was a major focus of the staff during FY-03. With the pool of available funding more than double that of the previous year ($750 million), a substantial increase of applications from departments across the region was anticipated. To assist fire departments with understanding the grant process, staff fielded hundreds of calls and conducted 33 Fire Grant Workshops throughout the region. Additional workshops were held by states using information provided by the region fire staff. Approximately 150 site visits were also made by staff to individual fire departments to answer questions, provide information and make check presentations to grant recipients. Region Fire Grant awards for states were as follows: Illinois $14.2 million Indiana $10.0 million Michigan $6.4 million Minnesota $10.3 million Ohio $11.1 million Wisconsin $9.9 million Total $61.9 million Training Training efforts in the region were aimed at providing a mix of job related instruction and employee development courses to help increase job knowledge, develop skills and ultimately improve overall employee performance and well being. The training staff was creative in its approach, utilizing limited available training funds to offer a broad range of instruction to region employees. Job Related offerings included courses on Leadership, Customer Service, Exercise, Emergency Management Planning and Effective Communication. In-Service and Employee Development sessions were also held on such diverse topics as Identity Theft, Social Security Benefits, FEMA Knowledge Center, and Personal Credit. In addition to coordinating, conducting and scheduling training, staff participated in Community Emergency Response Team (CERT) Training for about 50 students representing all region states. In August, staff participated in a region wide Training and Exercise Meeting attended by training and exercise officers from all six states. The purpose of the meeting was to share ideas and seek ways to coordinate and improve training throughout the region. Response and Recovery Operations Regional Operations Center Response and Recovery Operations The Response and Recovery teams responded to seven declared disasters during FY-03. These disasters were caused by severe storms, flooding, tornadoes and weather related issues. Staff worked closely with state emergency management organizations to assist the recovery from these disasters. Disaster Field Offices (DFO) were open in Indiana and Ohio simultaneously during the midsummer recovery effort from storms and severe floods. Disaster Declarations DR# Date State Individual Assistance Public Assistance Projects Applicants 1444 11/18/02 OHIO 734 N/A 1453 3/14/03 OHIO 3,096 1,389 1469 5/15/03 ILLINOIS 1,179 N/A 1476 7/11/03 INDIANA 6,790 439 1478 7/15/03 OHIO 2,149 N/A 1484 8/1/03 OHIO 75,581 782 1487 9/5/03 INDIANA 4,472 N/A Emergency Declarations On Thursday, August 14, news outlets began reporting what was initially believed to be a power outage in the New York City area. Within hours areas of Canada, Connecticut, New Jersey, Michigan and Ohio were suddenly in the midst of what would prove to be the largest power blackout in U.S. history. More than 51 million citizens were without electricity during the height of the blackout that began just before 4 P.M., CST. Region V staff activated the Regional Operations Center watch and remained in contact with Michigan and Ohio authorities throughout the weekend. Liaisons from Region V were dispatched to Michigan and Ohio to interface directly with the states and monitor the situations firsthand. On September 23, President George W. Bush authorized an emergency declaration to include a $5 million fund to help states recoup a portion of the costs incurred as a result of the power outage. Project Work sheets for the emergency are still in process as of this report. Regional Operations During the year, the Regional Operations Center (ROC) was placed on Level 3 activation on three occasions. These activations were a direct result of the change in status in the Homeland Security Advisory System threat level. Threat Condition "Orange" was put into affect Feb. 7-27, March 17-April 16 and May 20-30. Summary of the Regional Interagency Steering Committee The Regional Interagency Steering Committee (RISC) met quarterly to work toward their FY-03 objectives which were to expand their knowledge of communications interoperability, increase understanding of new DHS initiatives and develop a better grasp of mutual issues. To reach these goals the RISC formed subcommittees for Mitigation and Public Affairs. The October 2002 RISC featured a Telecommunications Emergency Response Training Seminar presented by the National; Communications System, Critical Infrastructure Protection Division. The March RISC meeting featured an exercise using a bioterrorism scenario designed to help prepare the Federal community for participation in the TOPOFF-2 Exercise. The goal was to increase understanding of the unique nature of a bioterrorism event and to identify possible shortcomings and gaps in existing plans, policies, and capabilities. The July RISC meeting featured a presentation of new developments and initiatives as a result of Homeland Security Presidential Directive-5 (HSPD-5). During the July meeting, the RISC received an update from our State and Federal partners on the status of their Continuity of Operations Plans (COOP). Region V staff presented catastrophic planning initiatives with emphasis on the draft Catastrophic Housing Plan. Staff also reviewed the results of some catastrophic planning sessions held by other FEMA Regions during RISC meetings. Federal Insurance and Mitigation Community Mitigation Programs Branch Hazard Identification & Risk Assessment Branch Community Mitigation Programs Branch Hazard Identification and Risk Assessment Branch Region V allocated approximately $9 million for flood study and flood map production work which included: $5 million to our IDIQ contractors for task orders that include work for 15 County-wide studies in Illinois, Indiana, Michigan and Ohio. The funds also included $1.5 million to fund (6) recipient Cooperating Technical Partners, $1.3 million to complete "pipeline" work and $1.1 million to fund (2) interagency agreements. The goal of the Assessment Branch was to increase our visibility and focus in the areas of flood studies and NFIP compliance. In addition to flood study initiatives, HIRA Branch worked with over 100 communities throughout the region to update their ordinance to maintain NFIP compliance as a result of map revisions. Staff received, reviewed and processed 19 applications from communities joining the NFIP during FY-03. Staff received and responded to approximately 12,000 incoming phone calls from NFIP customers throughout the course of the year. As part of our outreach effort, staff scheduled and conducted county-wide flood study initiation meetings in 15 counties, inviting and soliciting comments from officials representing 337 individual communities in those counties. Administration and Resource Planning Division Non-Disaster Grants Disaster Grant Totals Disaster Grants FY-03 STATES OBLIGATED ILLINOIS $ 4,880,919 INDIANA $ 24,654,906 MICHIGAN $ 8,388,392 MINNESOTA $ 29,002,276 OHIO $ 90,102,946 WISCONSIN $ 6,018,178 TOTAL $ 163,047,618