Effective Cooperation Among Airports and Local and Regional Emergency Management Agencies for Disaster Preparedness and Response (2014)

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43 Using the results of the literature review, surveys, and case example interviews, a list of effective practices for creating and sustaining sound airport-emergency agency relationships was developed. This list of 72 elements is presented here as a checklist that can serve as a flight plan for the establishment, APPENDIX D Checklist for Creating and Sustaining Sound Airport–Emergency Agency Relationships Checklist for Creating and Sustaining Sound Airport–Emergency Agency Relationships Element Essential (E) Desirable (D) Context-Sensitive (C) D on e Focus on shared and overlapping missions, especially safety E Strong personal relationships based on respect, trust, and information E Support from airport senior management E Have an airport emergency manager as a full-time position or major collateral duty E Regular meetings, ideally not less frequent than once a month E Focused agenda for meetings E Periodic assessment of the effectiveness of the relationship E Mutual education, for example Airport E0E, Ops E0E, and EM E0E E Clarity regarding roles and responsibilities E Open and honest communication E A focus on finding solutions, not just on identifying problems E A high degree of inclusion E A willingness to learn from each other and from exercises and incidents E Active airport participation in local and regional emergency and disaster organizations or boards E Be proactive E Be willing to invest work to sustain relationships E Consider the effects of a lack of a good relationship E Consistent updating of information regarding roles, responsibilities, resources, capabilities, and constraints E Consistent use of NIMS and ICS E Constant update of information about capabilities and resources E Designate liaison persons in both directions in the relationship E Develop and maintain connectivity E Do not rely totally on formal or structural aspects of relationships E Effective after-exercise and after-action reviews E EM agency participation in triennial exercises E Focus on collaboration and teamwork E Focus on interoperability E Honest and open evaluation of strengths and weaknesses of organizations E ICS training and refresher training E Identify who experts are and establish access to them E Include EM agencies in AEP preparation E Involve full range of stakeholders E Involve senior leadership in exercises E Joint planning E Joint training, drilling, and exercising that are realistic and challenging enough to test procedures and relationship E Maintain copies of each other’s plans and procedures E NIMS training and refresher training E Optimize interoperability E maintenance, management, and repair of such relationships. The elements in the checklist are classified as “Essential (E),” “Desirable (D),” or “Context-Sensitive (C).” In general, the context-sensitive elements would apply in special cases where the parties are dealing with a barrier or a broken relationship.

44 Checklist for Creating and Sustaining Sound Airport–Emergency Agency Relationships Element Essential (E) Desirable (D) Context-Sensitive (C) D on e Reciprocal visits and tours between airport operational and ARFF personnel E Share information E Use every training, drilling, and exercising opportunity to test and improve the entire team’s ability and to reinforce the relationships E Use the power of invitations to keep the airport and the relationship in the forefront of all partners' minds E Airport community and general community awareness of the strong link between EM and business continuity planning D Celebrate variety of experience D Airport observe EM agency exercises D EM agency observe airport exercises D Chart personnel turnover rates in relation to exercise frequencies and results D Formal EM accountability system to mayor, board, or other sponsor or owner D Get everyone on a first name basis D Joint participation in team training at an outside facility run by a state, university, or federal agency D Peer review of exercises D Peer review of plans D Peer review of programs D Physical or virtual presence in each other’s EOC D Sensitivity to local culture D Use each other as exercise evaluators D Use of qualitative metrics D Use of quantitative metrics D Use special events to practice cooperation and collaboration and to test plan integration D Airport knows EMAC procedure and has written procedure for contacting EMAC C Airport knows FEMA regional representative and has written procedure for contacting FEMA C Airport personnel volunteer with community EM agency C Educate local EM agencies about airport-to-airport mutual aid including EMAC procedures C Put everything into full regional context, especially the economic context C Willingness to drop old bad habits and move forward C Work out revenue diversion/rates and charges with airlines in advance if you think it might be an issue when something happens C Source: J.F. Smith.

Abbreviations used without definitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S.DOT United States Department of Transportation