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47 Emergency recovery situations generally bring together people who may not work together in non-emergency situations. Establishing relationships and communication between people who will likely work together in emergency recovery situations in advance of an event can be useful in developing effective recovery procedures and communications processes. The establishment and ongoing fostering of such relationships can assist in meeting the information needs of each phase of the recovery (short term, mid-term, and long term) and thereby help in meeting the goals of each recovery phase. Figure 11 provides an overview of typical goals and needs for each phase of the recovery process. There are some common barriers to communications and collaboration including legal and structural restrictions, cultural differences, lack of leadership, and communication equipment issues. However, failure to develop effective processes for working across agencies prior to an event can lead to an ineffective and prolonged recovery. Table 14 provides an overview of pre-event actions and considerations that can assist in communications and collaboration. Three poten- tial approaches to improving or establishing communications and collaboration are discussed belowâbuilding on existing ad hoc relationships, learning from regional coordination models, and involving the community to establish support. Build on Existing Ad Hoc Relationships An effective collaboration strategy is to build on existing ad hoc relationships among key agencies and jurisdictions to start the process. Agencies involved in emergency management and law enforcement, as well as fire departments and regional agencies that play significant roles in initial emergency response and recovery, should be considered. Regional Coordination Models Major events often have a regional impact. There are a number of existing models for regional coordination in transportation recovery: ⢠Local agencies taking the initiative to organize working groups to address regional issues. For example, Caltrans has established an interagency/intercounty working group to coor- dinate planning and address recovery and implementation issues such as what mitigation procedures can be used and where, e.g., hydromulching for erosion control after wildfires. Joint training exercises can be used to work through potential issues and plans before an event. C h a p t e r 7 Communications and Collaboration
48 a pre-event recovery planning Guide for transportation ⢠Taking advantage of existing organizations such as metropolitan planning organizations (MPOs) and regional transportation planning organizations (RTPOs). It has been recommended by the FTA and planning advocacy organizations such as the Association for Metropolitan Planning Organizations and National Association of Regional Councils that MPOs/RTPOs take on a âconvenerâ role or act as a forum where regional plans could be discussed and coordinated for recovery. In addition, the MPO/RTPO could conduct vulnerability analyses on regional transportation facilities and analyze the regional transportation network for emergency route planning and strategic gaps in the network and services. ⢠States establishing taskforces or working groups to address regional recovery as part of statesâ long-term recovery strategy. For example, Iowa includes a Transportation Appendix in its State Recovery Plan that includes the roles, responsibilities, and a framework for post-disaster transportation recovery. Involve Community to Establish Support Support from communities has proved to be a critical factor for successful expedited infra- structure replacement projects. The I-35 Bridge project team in Minnesota involved the com- munity extensively in the design and construction of the replacement bridge. This collaboration, deliberately carried out to enlist maximum participation, was key to rebuilding the collapsed bridge ahead of schedule and under budget. Source: Adapted from Transportation Recovery Annex (2011). Recovery Phase Goals Information Needs Short-Term Recovery Gain situational awareness Implement detours/alternate routes Utilize mutual aid for emergency repairs Share public information Share information from field assessments, such as status of local routes, damages, and closures. Establish detours for damaged transportation infrastructure in collaboration with affected and adjacent jurisdictions. Request resources from mutual aid partners. Send out consistent public messages. Mid-Term Recovery Coordinate with regional partners Implement additional alternate routes and adjust traffic management Build public support Prioritize interim needs. Design multimodal solutions that integrate roadway, transit, maritime, rail, and aviation resources. Implement demand-management strategies. Provide shared and consistent public messages. Long-Term Recovery Establish regional priorities Develop long-term plans Build public support Evaluate disaster impact on transportation services and estimate timelines for repair and reconstruction. Seek public input and provide timely information. Demonstrate interagency collaboration. Figure 11. Communications/collaboration goals and needs by recovery phase.
Communications and Collaboration 49 Table 14. Communications and collaboration pre-event tasks and considerations. Pre-Event Actions Considerations Develop an extensive list of contacts. Know how to contact: ⢠Local and state Emergency Operations Centers (EOCs); ⢠Local, regional, or state Transportation Management Centers (TMCs); ⢠Regional Councils of Government (COGs) or Metropolitan Planning Organizations (MPOs); ⢠Regional Emergency Transportation Coordinating Officials (RETCOs) and the Regional Emergency Transportation Representative (RETREP). Identify existing regional working groups and committees to address recovery issues. Plan exercises and joint training sessions to help establish relationships and common understanding. Learn who controls and has decision-making authority for all transportation systems and infrastructure within the boundaries of interest and get to know lead decision-makers. Gather regular and emergency contact information along with role/responsibility. Involve community representatives on committees and working groups. Include communications protocols and communications procedures in exercises and training. Identify and provide communications equipment required for recovery operations. Collect communications equipment instructions. Compile radio frequency lists, including on-scene emergency frequency for local/regional agencies. Develop internal and external communications procedures, including establishing message transmission protocols and procedures to establish mobile communication recovery centers. Plan exercises to practice implementing communications protocols and to identify gaps in communications procedures. Include multiple types of equipment such as hand- held satellite systems and hand-held radio systems operable as "point-to-point" as well as repeaters. Include replacement batteries for issued mobile radios. Provide mobile communications radios for assisting agency command personnel in the event that these personnel are not equipped with radios using the same frequency. Include local, state, and national channels. Collect channel and frequency being used. Define clear and streamlined communications protocols among responders, engineers, contractors and all other impacted stakeholders including the media. Ensure that information can be passed quickly and, importantly, horizontally. Update information lists and procedures based on experience with the exercises. Identify the key stakeholders that will be involved in recovery efforts. Get contact information by agency and designated representative. Developing regional, formal resource-sharing and Build on existing ad hoc relationships among key agencies and jurisdictions. Examples of the types of agencies to include are emergency management, law enforcement, and fire departments, along with regional agencies that play significant roles in initial coordination compacts when needed. Develop relationships by holding joint trainings, planning sessions, and informal social events (such as off-site dinners). Identify approaches to encourage a cooperative attitude among recovery stakeholders. response and recovery. Enlist champions and leaders who are committed to working together as part of a collaborative recovery team. Compile successful approaches in other states/regions. Identify common information and data needs. Identify and procure ready-to-use mapping, e.g., Geographical Information System (GIS) canned maps and flood inundation maps. Plan joint exercises to practice information sharing and cooperation. Facilitate sharing of required data and information. Establish public communication processes and protocols. Develop an accessible public information campaign that addresses an array of possible scenarios. Identify types and pre-positioning locations for signs and advisory equipment. Include public communication processes in joint exercises to assess effectiveness.
