> Emergency Response Planning Guide for Tribal Water Systems

June 2003

> ![](media/image1.png){width="0.9895833333333334in"
> height="0.9791666666666666in"}
>
> Emergency Response
>
> Planning Guide for Tribal Water Systems

June 2003

> ![](media/image1.png){width="0.9895833333333334in"
> height="0.9791666666666666in"}

For more information or additional copies of this report contact:

Evergreen Rural Water of Washington

PO Box 2300

Shelton, WA 98584

www.erwow.org

Adapted from Emergency Response Planning Guide for Public Drinking Water
Systems, May 2003, Washington State Department of Health Division of
Drinking Water, DOH PUB #331-211

Contents

[Part 1: Guidance and Instructions 1](#__RefHeading___Toc40595424)

[Introduction: Protecting public health 1](#__RefHeading___Toc40595425)

[The requirement for an emergency response plan
1](#__RefHeading___Toc40595426)

[How to use this document 2](#__RefHeading___Toc40595427)

[Section 1. Emergency response mission and goals
3](#__RefHeading___Toc40595428)

[Section 2. System Information 4](#__RefHeading___Toc40595429)

[Section 3. Chain of Command -- Lines of Authority
6](#__RefHeading___Toc40595430)

[Section 4. Events that Cause Emergencies
8](#__RefHeading___Toc40595431)

[Section 5. Severity of Emergencies 12](#__RefHeading___Toc40595432)

[Section 6. Emergency Notification 15](#__RefHeading___Toc40595433)

[Section 7. Water Quality Sampling 17](#__RefHeading___Toc40595434)

[Section 8. Effective Communication 20](#__RefHeading___Toc40595435)

[Section 9. The Vulnerability Assessment
23](#__RefHeading___Toc40595436)

[Section 10. Response Actions for Specific Events
27](#__RefHeading___Toc40595437)

[Section 11. Alternative Water Sources 29](#__RefHeading___Toc40595438)

[Section 12. Curtailing Water Use 30](#__RefHeading___Toc40595439)

[Section 13. Returning to Normal Operation
31](#__RefHeading___Toc40595440)

[Section 14. Training and Rehearsals 32](#__RefHeading___Toc40595441)

[Section 15. Plan Approval 34](#__RefHeading___Toc40595442)

[Part 2: Planning Template 36](#__RefHeading___Toc40595443)

[Introduction 36](#__RefHeading___Toc40595444)

[How to use the template 36](#__RefHeading___Toc40595445)

[Section 1. Emergency Response Mission and Goals
37](#__RefHeading___Toc40595446)

[Section 2. System Information 38](#__RefHeading___Toc40595447)

[Section 3. Chain of Command -- Lines of Authority
39](#__RefHeading___Toc40595448)

[Section 4. Events that Cause Emergencies
40](#__RefHeading___Toc40595449)

[Section 5. Severity of Emergencies 41](#__RefHeading___Toc40595450)

[Section 6. Emergency Notification 42](#__RefHeading___Toc40595451)

[Section 7. Water Quality Sampling 45](#__RefHeading___Toc40595452)

[Section 8. Effective Communication 46](#__RefHeading___Toc40595453)

[Section 9. The Vulnerability Assessment
48](#__RefHeading___Toc40595454)

[Section 10. Response Actions for Specific Events
49](#__RefHeading___Toc40595455)

[Section 11. Alternative Water Sources 55](#__RefHeading___Toc40595456)

[Section 12. Curtailing Water Usage 56](#__RefHeading___Toc40595457)

[Section 13. Returning to Normal Operation
57](#__RefHeading___Toc40595458)

[Section 14. Training and Rehearsals 58](#__RefHeading___Toc40595459)

[Section 15. Plan Approval 59](#__RefHeading___Toc40595460)

[]{#__RefHeading___Toc40595424 .anchor}Part 1: Guidance and Instructions

[]{#__RefHeading___Toc40595425
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Introduction:\
Protecting public health

Safe and reliable drinking water is vital to every community. Emergency
response planning is an essential part of managing a drinking water
system.

Most public water systems have had routine operating emergencies such as
pipe breaks, pump malfunctions, coliform contamination, and power
outages. These are manageable if the water system has an emergency
response plan that can be put into action quickly.

More serious non-routine emergencies may result from intentional acts of
sabotage, chemical spills, floods, earthquakes, windstorms, or droughts.
These can drastically affect the system and the community that depends
on it.

Each emergency has unique effects on different parts of a water system.
Floods can cause widespread bacterial contamination, earthquakes can
damage sources and distribution systems, and storms can disrupt power
supplies. The common element is that each emergency may threaten the
system's ability to deliver safe and reliable drinking water.

Emergency response planning is a process by which water system managers
and staff explore vulnerabilities, make improvements, and establish
procedures to follow in an emergency. It is also a process that
encourages people to form partnerships and get to know one another.
Preparing a response plan and practicing it can save lives, prevent
illness, enhance system security, minimize property damage, and lessen
liability.

[]{#__RefHeading___Toc40595426
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}The requirement for an\
emergency response plan

Systems serving 3,300 people or more are required to complete an
emergency response plan based on results of their Security Vulnerability
Assessment. State regulated systems serving less than 3,300 may also be
required to complete an emergency response plan depending on state
regulations. This guidance document can be used to help meet the
requirement for developing an emergency response program. Other methods
or formats can also be used to meet the emergency response program
requirement.

[]{#__RefHeading___Toc40595427
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}How to use this document

Developing an emergency response plan can take a lot of time and effort.
The purpose of this document is to make the job easier and help create a
plan that works for your water system. The document is intended for use
by any water system and may be modified to fit the specific needs of
each system. Larger water systems should use it only as a starting
point, because the complexity of larger systems requires more detail.
Smaller water systems should consider each section and use what is
relevant for the type, size, and complexity of the system.

The document has two main parts with identical structure. Part 1
discusses important emergency response planning elements and provides
instructions and examples to help complete Part 2, which is a template
for creating your own plan. You can also use Part 1 as an educational
tool to help system staff understand the key components needed for a
well thought-out plan.

You may use Part 2 in its original form or modify it to meet your
system's needs. Since the completed Part 2 may contain sensitive
information, **[do not]{.underline}** submit it to the EPA or other
agencies unless it is specifically requested and make sure to keep it
stored in a safe and secure location. It is recommended you have one
copy stored on-site and one off-site to ensure the document is available
in the event you are unable to access your offices or facilities.

[]{#__RefHeading___Toc40595428
.anchor}![](media/image3.png){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 1.\
Emergency response mission and goals

Stating a mission and goals for emergency response is an important first
step because it helps a water system focus on the important aspects of
the plan. The mission statement and goals should reflect the system's
obligation to protect the health and safety of its customers, staff, and
assets -- and be able to maintain or restore safe and reliable drinking
water. Developing partnerships with key response agencies should be
reflected in the goals.

System personnel should begin by understanding what needs to be
accomplished during an emergency. Protecting your customers' health is
paramount. If the water has been contaminated, you must notify customers
quickly. Then you must resolve the situation at hand and restore safe
and reliable water throughout the system.

Example: Emergency response mission and goals

  ------------------- ---------------------------------------------------
  **Mission statement In an emergency, the mission of the XYZ water
  for emergency       system is to protect the health of our customers by
  response**          being prepared to respond immediately to a variety
                      of events that may result in contamination of the
                      water or disruption of supplying water.

  **Goal 1**          Be able to quickly identify an emergency and
                      initiate timely and effective response action.

  **Goal 2**          Be able to quickly notify local, state, and federal
                      agencies to assist in the response.

  **Goal 3**          Protect public health by being able to quickly
                      determine if the water is not safe to drink or use
                      and being able to immediately notify customers
                      effectively of the situation and advise them of
                      appropriate protective action.

  **Goal 4**          To be able to quickly respond and repair damages to
                      minimize system down time.
  ------------------- ---------------------------------------------------

The mission and goals are always the same, but your response procedures
should be flexible because every emergency is different and may require
a specific sequence of response actions to protect lives and minimize
damages. In any event, there are a series of general steps that a water
system should take:

1.  Confirm and analyze the type and severity of the emergency.

2.  Take immediate actions to save lives.

3.  Take action to reduce injuries and system damage.

4.  Make repairs based on priority demand.

5.  Return the system to normal operation.

[]{#__RefHeading___Toc40595429
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 2.\
System Information

In any emergency, a water system needs to have basic information
available for both system personnel, and external parties such as
emergency responders, repair people, the media, and others. The
information needs to be clearly formatted and readily accessible so
system staff can quickly find it and provide it to those who may be
involved in responding to the emergency. Providing this information in
advance is an important step in forming partnerships.

Basic information that should be presented in the emergency response
plan are the system's ID number, system name, system address or
location, directions to the system, population served, number of service
connections, system owner, and information about the person in charge of
managing the emergency. Below is an example of how to present the
information.

Example: System information

+----------------------+----------------------+---+------------------------+
| **System             | 19900                |   |                        |
| identification       |                      |   |                        |
| number**             |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **System name and    | XYZ Water System     |   |                        |
| address**            |                      |   |                        |
|                      | 1000 Anywhere Street |   |                        |
|                      |                      |   |                        |
|                      | XYZ, WA 98000        |   |                        |
+----------------------+----------------------+---+------------------------+
| **Directions to the  | North on route 6 to  |   |                        |
| system**             | exit 88. Take right  |   |                        |
|                      | and head west for    |   |                        |
|                      | 2.9 mile to XYZ      |   |                        |
|                      | drive. Take a left   |   |                        |
|                      | onto XYZ drive and   |   |                        |
|                      | go .5 miles. Office  |   |                        |
|                      | is on the left.      |   |                        |
|                      | Pump-house and       |   |                        |
|                      | treatment facilities |   |                        |
|                      | are .2 miles past    |   |                        |
|                      | office on the right. |   |                        |
+----------------------+----------------------+---+------------------------+
| **Basic description  | The XYZ water system |   |                        |
| and location of      | has two groundwater  |   |                        |
| system facilities**  | wells of 180' and    |   |                        |
|                      | 223' depth and one   |   |                        |
|                      | surface water source |   |                        |
|                      | with treatment. The  |   |                        |
|                      | wells pump through   |   |                        |
|                      | the pump-house and   |   |                        |
|                      | chlorination         |   |                        |
|                      | treatment facilities |   |                        |
|                      | into two storage     |   |                        |
|                      | reservoirs, one at   |   |                        |
|                      | the north end and    |   |                        |
|                      | one at the south end |   |                        |
|                      | of the system, which |   |                        |
|                      | feed the             |   |                        |
|                      | distribution system. |   |                        |
|                      | The north reservoir  |   |                        |
|                      | is located at the    |   |                        |
|                      | end of J street and  |   |                        |
|                      | the south reservoir  |   |                        |
|                      | is located and the   |   |                        |
|                      | intersection of      |   |                        |
|                      | Olive Street and 2nd |   |                        |
|                      | Street.              |   |                        |
+----------------------+----------------------+---+------------------------+
| **Location/Town**    | XYZ                  |   |                        |
+----------------------+----------------------+---+------------------------+
| **Population served  | 650 people           | 2 |                        |
| and service          |                      | 2 |                        |
| connections from     |                      | 5 |                        |
| Division of Drinking |                      | c |                        |
| Water records.**     |                      | o |                        |
|                      |                      | n |                        |
|                      |                      | n |                        |
|                      |                      | e |                        |
|                      |                      | c |                        |
|                      |                      | t |                        |
|                      |                      | i |                        |
|                      |                      | o |                        |
|                      |                      | n |                        |
|                      |                      | s |                        |
+----------------------+----------------------+---+------------------------+
| **System owner (the  | Town of XYZ          |   |                        |
| owner should be      |                      |   |                        |
| listed as a person's |                      |   |                        |
| name)**              |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Name, title, and   | Marsha Ready         |   | \(360\) 232-2323 Phone |
| phone number of      |                      |   |                        |
| person responsible   | Manager              |   | \(360\) 790-2323 Cell  |
| for maintaining and  |                      |   |                        |
| implementing the     |                      |   | \(360\) 799-8999 Pager |
| emergency plan.**    |                      |   |                        |
+----------------------+----------------------+---+------------------------+

The information in this table is a starting point. The system may have
unique circumstances, or it may have a geographical range that expands
over a large area requiring additional information. In any case, make
sure the information is clear, accurate, and easily located.

In addition to this basic information, the water system should have a
detailed map of the distribution system and a plan for how to
communicate if phones and radios don't work. For example, arrange places
to meet and designate less technical ways to share and distribute
information.

[]{#__RefHeading___Toc40595430
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 3.\
Chain of Command -- Lines of Authority

When an emergency occurs, there can be confusion, lack of coordination,
and poor communication. Timely and effective response can minimize the
effects of an emergency. Often, the initial response sets the tone for
the entire emergency.

Having a chain of command that defines clear lines of authority and
responsibilities for system personnel during an emergency speeds up
response time and helps eliminate confusion. System personnel need to
know who to report the emergency to, who manages the emergency, who
makes decisions, and what their own responsibilities are.

**The first response step** in any emergency is to notify the person at
the top of the chain of command -- the person responsible for managing
the emergency and making key decisions. This lead person will assess the
situation and initiate a series of response actions based on the type
and severity of emergency. Larger systems may have a variety of persons
involved in the chain of command. However, a small system may only have
one or two people in the chain of command. It is likely that very small
systems may only have one person, usually the water system operator, in
their chain of command. In these cases make sure each responsibility is
clearly defined so the person does not forget it during an emergency.

In addition to an individual having the lead responsibility, other key
responsibilities that should be assigned to system personnel include the
following tasks:

-   Handle incoming phone calls and administrative support.

-   Provide information to the public and media.

-   Contact the customers.

-   Assess the system's facilities and operations in the field.

-   Organize and carry out repairs.

Example: Chain of command -- lines of authority

+---------------+-------------------------------------+---------------+
| **Name and    | **Responsibilities during an        | **Contact     |
| title**       | emergency**                         | numbers**     |
+===============+=====================================+===============+
| Marsha Ready  | Responsible for overall management  | Phone:\       |
|               | and decision making for the water   | (360)         |
| Water System  | system. The Water System Manager is | 232-2323      |
| Manager       | the lead for managing the           |               |
|               | emergency, providing information to | Cell:\        |
|               | regulatory agencies, the public and | (360)         |
|               | news media. All communications to   | 790-2323      |
|               | external parties are to be approved |               |
|               | by the water system manager.        | Pager:\       |
|               |                                     | (360)         |
|               |                                     | 799-8999      |
+---------------+-------------------------------------+---------------+
| John J.       | In charge of operating the water    |               |
| Dunbar        | system, performing inspections,     |               |
|               | maintenance and sampling and        |               |
| Water System  | relaying critical information,      |               |
| Operator      | assessing facilities, and providing |               |
|               | recommendations to the water system |               |
|               | manager.                            |               |
+---------------+-------------------------------------+---------------+
| Freddy Filter | In charge of running water          |               |
|               | treatment plant, performing         |               |
| Water         | inspections, maintenance and        |               |
| Treatment     | sampling and relaying critical      |               |
| Plant         | information, assessing facilities,  |               |
| Operator      | and providing recommendations to    |               |
|               | the water system operator or        |               |
|               | manager.                            |               |
+---------------+-------------------------------------+---------------+
| Mary Marshall | Responsible for administrative      |               |
|               | functions in the office including   |               |
| Office        | receiving phone calls and keeping a |               |
| Administrator | log of events. This person will     |               |
|               | provide a standard carefully        |               |
|               | pre-scripted message to those who   |               |
|               | call with general questions.        |               |
|               | Additional information will be      |               |
|               | released through the water system   |               |
|               | manager.                            |               |
+---------------+-------------------------------------+---------------+
| Jerry Mander  | Delivers door hangers and supports  |               |
|               | water system operator.              |               |
| Field Staff   |                                     |               |
+---------------+-------------------------------------+---------------+

[]{#__RefHeading___Toc40595431
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 4.\
Events that Cause Emergencies

Why do emergencies happen? There are a variety of reasons including:

-   Natural disasters.

-   Accidents.

-   Deliberate acts of vandalism or terrorism.

-   System neglect or deferred maintenance.

An emergency may affect the entire water system or only isolated
sections. You should evaluate a variety of events regarding their
potential effects on the water system and its infrastructure. Each type
of event can cause different types of damage to system components or
contamination resulting in a disruption in service. These evaluations
should be reflected in the water system's vulnerability assessment and
procedures for responding to specific events that are discussed later in
this document.

**Natural Disasters**

Consider common natural disasters when developing an emergency response
plan, including:

***Earthquakes:*** Damage resulting from the earth shifting along
geologic faults resulting in shaking and settling of the ground can
cause severe structural damage to virtually all water system facilities,
including sources, transmission and distribution lines, storage
reservoirs, and pump-houses. The Nisqually earthquake in February 2001,
although not severe, caused problems for water systems in western
Washington. Distribution pipes and service lines broke, storage
reservoirs shifted, and buildings were damaged. Although no major
outages were reported, it was a serious reminder that these things can
and do happen.

Emergency response plans should evaluate what facilities are at risk
during an earthquake, what can be done to mitigate impacts (for example,
strapping down reservoirs), and what actions can be taken to respond to
such an event. It is also important to have backup communication plans,
because radios and cell phones may not work after an earthquake.

***Floods:*** Floods are a common event in the Pacific Northwest. They
can cause widespread contamination as turbid waters carry bacteria that
can overflow sources, transmission lines, treatment facilities, and
pumping facilities. Floods can also ruin electrical components and
telemetry systems.

It is important for a water system to assess its vulnerability to
flooding. Consider damage to roads and bridges where distribution or
transmission lines are located. Washout of roads or bridges not only
damage pipes but also can interfere with repair. If the risk for a flood
is high, the water system should plan for and consider mitigating
actions to protect facilities and equipment.

Another consideration is identification of alternative transportation
routes to get in and out of the area.

***High winds:*** Pacific Northwest storms often generate winds in
excess of 50 miles an hour and have exceeded hurricane-force sustained
winds of 74 miles an hour or greater from time-to-time. These storms
often disrupt power and damage water system facilities.

***Ice Storms:*** There are occasional ice storms in the Pacific
Northwest, such as the one that hit in December 1996. This fierce storm
caused major power outages and froze water pipes. The ice slowed the
ability of crews to get to areas to make repairs.

***Drought:*** Droughts are an issue in the Pacific Northwest and can
have devastating effects on water supplies. During normal years, peak
summer demands can double and even triple water use. These same demands
during low water years, such as in the summer of 2001, can lead to water
shortages. Drought severity is affected by a combination of
environmental factors, all of which change over time, including
rainfall, temperature, snow pack, and length of drought. Compared to
other natural disasters, drought has a relatively slow onset and is
easier to anticipate.

***Waterborne diseases:*** Organisms such as *Giardia* and
*Cryptosporidium* can contaminate water supplies and cause waterborne
diseases. The 1993 Milwaukee, Wisconsin *Cryptosporidium* outbreak
killed more than 100 people and sickened more than 400,000. Another
incident occurred in Walkerton, Ontario where an E. coil outbreak killed
seven people and sickened over 2,300 (see sidebar on previous page).
Both of these cases illustrate that proper operations, management, and
planning are truly a matter of life-or-death.

####### Human-caused events

Human-caused events that can result in a water system emergency include
chemical spills, vandalism, terrorism, cyber-attack, fires, construction
accidents, and basic neglect of maintaining the system.

***Vandalism:*** Vandalism is generally a spur-of-the-moment act using
materials at hand rather than pre-planned or pre-meditated activities.
Vandals often break into systems, damage facilities, and paint graffiti.
These acts are relatively easy to prevent by enhancing security,
increasing lighting, installing locks on doors and hatches, and putting
up security fencing.

***Terrorism:*** Acts of terrorism are conducted by someone whose intent
is to instill fear or induce harm to people and facilities. Acts of
terrorism are a very real threat in America. Even though it may seem
unlikely, it would only take one well-staged event to undermine
confidence in drinking water safety. Being prepared and knowing what to
look for are crucial elements of preventing an attack on the system.

There are many potential threats to drinking water systems, including
chemical, biological or radiological contamination as well as damage to
infrastructure and computer systems. In most cases, contamination using
biological or chemical agents would cause the most concern for a
drinking water system. Although it would be difficult to effectively
contaminate a large water supply with these agents or cause major
damage, the possibility should not be taken lightly. The threat is real,
and drinking water systems need to enhance security around facilities
and be prepared to respond.

***System neglect:*** System neglect, often referred to as deferred
maintenance, is a major cause of emergencies. System components that are
aging and need replacement go without attention for so long that they
fail, causing an emergency. Drinking water systems need to continuously
evaluate facilities and replace them before a massive failure occurs. In
one case, a drinking water system continuously put off repairing its
major transmission line that traversed a hillside in town. The line
finally failed and caused an immense slide, destroying a number of homes
and causing significant damage.

***Cross Connections:*** A cross connection is an actual or potential
physical connection between a public water system and any source of
non-potable liquid, solid, or gas that could potentially contaminate
water supply through a backflow process. Cross connections usually occur
unknowingly when someone makes a connection in the system. Backflow is
the reverse flow of water or other substances into the public water
system. Under backflow conditions, unprotected cross-connections can
provide a path for biological, chemical, or physical contaminants to
enter the water supply. These contaminants can lead to waterborne
disease outbreaks, chemical poisonings, and sometimes death. Backflow
usually occurs when there is a loss of pressure somewhere in the system
causing water to reverse itself.

***Construction accidents:*** Construction accidents sometime fall into
the category of a routine operating emergency. For example, when a
contractor damages a water line and the system needs to be shut down for
repair. If the response is not timely and effective, this kind of
incident can turn into a serious emergency. The system may loose
pressure, resulting in serious backflow incidents that contaminate the
water. The utility must be aware of construction in and around the
system and be prepared to respond quickly to an accident if it happens.

***Chemical spills:*** Many chemicals that are routinely transported can
harm humans directly or by contaminating air or water. No drinking water
system is safe from a hazardous chemical spill and the resulting
contamination. Spills can come from motor vehicles, trains, airplanes,
boats, or fixed containers. They can occur at any time without warning,
and many solvents are able to leach through PVC pipes. In one 1981
incident, a small crop duster spraying a dangerous herbicide crashed
into a central California river upstream from a water intake for a city
water supply, resulting in a major emergency.

Water systems should evaluate the potential for chemical spills in their
wellhead protection programs and use that information for emergency
response planning.

A water system may be vulnerable to many natural and man-made disasters.
Understanding these vulnerabilities is an important part of emergency
planning. In preparing a plan, you may not consider it necessary to do
an extensive analysis of a rare event such as a tornado in the Pacific
Northwest. However, analyzing the impacts of an earthquake, flood, or
storm is important because they happen quite often in throughout the
region. Consider the probability of an event and its likely effect on
the water system. Then focus on the actions needed to reduce impacts and
respond in a timely and effective manner.

Example: Events that cause emergencies

  -------------- ------------------------------ --------------------------
  **Type of      **Probability or risk(High --  **Comments**
  event**        Med -- Low)**                  

  Earthquake     High                           Had minor earthquake
                                                damages in February 2001
                                                quake.

  Flood          Low                            System not located in an
                                                area vulnerable to
                                                flooding.

  High winds     High                           System is vulnerable to
                                                high wind events. Power is
                                                disrupted.

  Ice storm      Med                            Minor damage caused in
                                                December 1996. Broken
                                                pipes and damaged pump
                                                house.

  Drought        Med                            Need to plan for decrease
                                                I well yield during dry
                                                summers.

  Terrorism      Low                            Need to be trained on
                                                suspicious activity

  Construction   Med                            Construction crews often
  accident                                      hit pipes.

  Chemical spill Low                            Complete wellhead
                                                protection plan
  -------------- ------------------------------ --------------------------

[]{#__RefHeading___Toc40595432
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 5.\
Severity of Emergencies

Emergencies usually have a wide range of severity. Defining categories
of severity can significantly aid in determining appropriate response
actions. Knowing the severity of the emergency and being able to
communicate it to others will help system personnel keep their response
balanced and effective.

Making a decision on severity should be collaborative among system
personnel, but is ultimately made by the person in charge of the
emergency. The person in charge may also choose to coordinate with
external parties, especially if partnerships have been formed in advance
of the event. The information for making the decision will accumulate
over time, and may result in the level of severity being changed.

An assessment of severity, once decided, must be communicated
immediately to all those dealing with the emergency. Make sure staff
have cell phones, pagers, and/or radios when they are in the field.
Remember to have an alternative method of communicating if cell phones
and pagers won't work.

In classifying the severity of an emergency, define as many levels and
descriptions as you find useful. The following is a four-level example
for a water system supplied by groundwater that has been used in many
settings. This is just an example; you may choose to classify
emergencies in some other way. Smaller systems may prefer a three-level
scheme; some larger systems may want to use five or more levels.

**Level I -- Normal (Routine) Emergency:** The system experiences a
normal emergency, such as a line break or power outage. System personnel
are able to handle the problem with minimal outside assistance. In this
situation is not likely that public health will be immediately
jeopardized. Although it is important to begin responding, system
personnel should have no difficulty remaining calm and thoroughly
working through the situation. Normal events can usually be resolved
within 24 hours.

###### Example: Level I emergency

+-----------------------------------------------------------------------+
| **Description:** The XYZ water system considers the following as      |
| level I emergencies:                                                  |
|                                                                       |
| -   Distribution line breaks.                                         |
|                                                                       |
| -   Short power outages.                                              |
|                                                                       |
| -   Minor mechanical problems in pump-houses.                         |
|                                                                       |
| -   Other minor situations where it is not likely that public health  |
|     will be jeopardized.                                              |
|                                                                       |
| The system has specific response activities identified for these      |
| types of emergencies, including proper sampling, disinfection, and    |
| pressure testing activities. System personnel are advised and are     |
| directed to work on the problem and are usually capable of resolving  |
| the problem within 24 hours. If it is determined that the problem     |
| will take longer than 24 hours to resolve and storage is likely to be |
| drawn down below a safe operating level, the situation will be        |
| elevated to level II.                                                 |
+-----------------------------------------------------------------------+

**Level II -- Minor Emergency (Alert Status):** The system experiences
minor disruption in supply or has indications of possible contamination
where it may need to coordinate with EPA and consider issuing a health
advisory to customers. In these types of emergencies, public health may
be jeopardized, so it is important for system personnel to be on alert
and initiate a quick response. Minor emergencies can usually be resolved
within 72 hours.

###### Example: Level II emergency

+-----------------------------------------------------------------------+
| **Description:** The XYZ water system considers the following to be   |
| level II emergencies:                                                 |
|                                                                       |
| -   Disruption in supply such as a transmission main line break, pump |
|     failure with a potential for backflow, and loss of pressure.      |
|                                                                       |
| -   Storage is not adequate to handle disruption in supply.           |
|                                                                       |
| -   An initial positive coliform or E. coli sample.                   |
|                                                                       |
| -   An initial primary chemical contaminant sample.                   |
|                                                                       |
| -   A disruption in chlorine/chemical feed from the groundwater       |
|     sources.                                                          |
|                                                                       |
| -   A minor act of vandalism.                                         |
|                                                                       |
| -   Drought, with a noticeable and continuing decline of water level  |
|     in the well.                                                      |
+-----------------------------------------------------------------------+

**Level III -- Significant Emergency:** The system experiences
significant mechanical or contamination problems where disruption in
supply is inevitable and issuance of a health advisory is needed to
protect public health. Major emergencies should be reported to EPA as
soon as possible to determine the best available means to protect
customers' health. System personnel are directed to the situation, and
outside entities are notified to aid in the response. Major emergencies
may require more than 72 hours to resolve.

###### Example: Level III emergency

+-----------------------------------------------------------------------+
| **Description:** The XYZ water system considers the following as      |
| level III or actual emergencies:                                      |
|                                                                       |
| -   A verified acute confirmed coliform MCL or E. coli/fecal positive |
|     sample requiring immediate consideration of a health advisory     |
|     notice to customers.                                              |
|                                                                       |
| -   A confirmed sample of another primary contaminant requiring       |
|     immediate consideration of a health advisory notice to customers. |
|                                                                       |
| -   A loss or complete malfunction of the water treatment facilities  |
|     for the surface water source, including chlorination.             |
|                                                                       |
| -   A major line break or other system failure resulting in a water   |
|     shortage or requiring system shutdown.                            |
|                                                                       |
| -   An act of vandalism or terrorist threat such as intrusion or      |
|     damage to a primary facility.                                     |
|                                                                       |
| -   An immediate threat to public health of the customers and an      |
|     advisory is required.                                             |
|                                                                       |
| -   Severe drought significantly affecting well yield.                |
+-----------------------------------------------------------------------+

**Level IV -- Catastrophic Disaster/Major Emergency:** The system
experiences major damage or contamination from a natural disaster, an
accident, or an act of terrorism. These incidents usually require
immediate notification of local law enforcement and local emergency
management services. Immediate issuance of health advisories and
declaration of water supply emergencies are critical to protect public
health. These events often take several days or weeks to resolve before
the system returns to normal operation.

Example: Level IV emergency

+-----------------------------------------------------------------------+
| **Description:** The XYZ water system considers the following events  |
| to be level IV or major emergencies:                                  |
|                                                                       |
| -   Earthquake that shuts down the system or impacts sources, lines,  |
|     etc.                                                              |
|                                                                       |
| -   Act of terrorism possibly contaminating the water system with     |
|     biological or chemical agents.                                    |
|                                                                       |
| -   Flood that infiltrates system facilities and sources.             |
|                                                                       |
| -   Chemical spill within 2000 feet of the system's sources.          |
|                                                                       |
| -   Storm that significantly damages power grid and system            |
|     facilities.                                                       |
|                                                                       |
| -   Mudslide or other earth shift that causes failure of transmission |
|     or loss of water in well.                                         |
+-----------------------------------------------------------------------+

[]{#__RefHeading___Toc40595433
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 6.\
Emergency Notification

During most emergencies, it will be necessary to quickly notify a
variety of parties.

Preparation for such notification has three essential components:

-   Assigning responsibility to oversee and carry out the notifications.

-   Assembling comprehensive call-up lists with names and contact
    numbers.

-   Writing out procedures for quickly disseminating information to
    appropriate parties.

If you don't have readily available notification information or the
means to deliver it, you run the risk of losing valuable response time.
This may make the difference between minor and major damages. Having
well-formed partnerships will help during these times.

In addition to phone, email, and media for notification, consider
forming partnerships with local community groups, scout troops, and
school clubs to assist in delivering information when needed.

Water system managers from relatively small systems should poll
customers to determine the best method of communicating. It is also a
good idea to give customers some general safety information regarding
what to do in case of an emergency before one happens.

**Notification call-up list**

Call-up lists should be comprehensive, including local law enforcement,
EPA Office of Water regional office, IHS District office, spill
responders, Tribal Government Officials, local mayors and city
officials, local health officials, safety officials, local emergency
responders, water testing laboratories, and service/repair providers. A
list of priority customers, such as hospitals, nursing homes, clinics,
and schools should also be maintained for immediate notification. The
template in Part 2 has comprehensive lists to assist you. You may modify
them as necessary.

**Notification procedures**

Once you have your list completed it is important to describe the
procedures you will use to quickly distribute information to appropriate
parties. These procedures describe how to make notifications to specific
parties, who is responsible for conducting the notifications, who
assists in the notifications, and what methods are used to complete
them. In addition, specific procedures on how to issue a health advisory
should be defined so that you are prepared to do so in the event that
your water supply is unsafe for drinking or use. Issuing a health
advisory should be done by the water system when there is reason to
believe the water is unsafe. EPA, IHS and ERWoW staff members are
available for consultation in making this decision.

**Other procedures to define include:**

-   Notifying system personnel who may be on-call or off-duty.

-   Notifying customers, priority customers, and industrial customers.

-   Alerting local law enforcement, drinking water officials, local
    health officials, and water testing laboratories when appropriate.

-   Contacting service and repair contractors.

-   Contacting neighboring water systems for assistance, if necessary.

-   Arranging for alternative water supplies such as bottled water.

Example: Procedures for notifying system customers of potential water
shortage

+-----------+----------------------------------------------------------+
| **Who is  | The water system manager is ultimately responsible for   |
| respo     | making the decision to notify customers regarding a      |
| nsible:** | potential water shortage and the need for water use      |
|           | restrictions. The water system manager should consult    |
|           | with field staff to make the decision. Once the decision |
|           | is made procedures for notification will be initiated.   |
+-----------+----------------------------------------------------------+
| **Proc    | -   Water system manager confers with key staff to       |
| edures:** |     verify problems.                                     |
|           |                                                          |
|           | -   Water system manager organizes staff to develop the  |
|           |     message to be delivered to the customers.            |
|           |                                                          |
|           | -   Water system manager consults with EPA drinking      |
|           |     water staff regarding the problem.                   |
|           |                                                          |
|           | -   Water system manager with assistance from staff      |
|           |     prepares door hangers, signs and radio message.      |
|           |                                                          |
|           | -   Water system operator continues to investigate       |
|           |     problem and make repairs as necessary.               |
|           |                                                          |
|           | -   The water shortage notification will be distributed  |
|           |     by:                                                  |
|           |                                                          |
|           | 1.  Field staff placing "water shortage notices" on      |
|           |     doors and along travel routes.                       |
|           |                                                          |
|           | 2.  Staff will place signs on main travel routes into    |
|           |     the community.                                       |
|           |                                                          |
|           | 3.  Water system manager contacts KYGO am radio and      |
|           |     requests issuance of the water shortage notice and   |
|           |     request to curtail water use.                        |
|           |                                                          |
|           | 4.  Administrative support person will provide a         |
|           |     pre-scripted message to phone callers and log in     |
|           |     each phone call.                                     |
|           |                                                          |
|           | -   Water system operator continuously updates the water |
|           |     system manager on water shortage.                    |
|           |                                                          |
|           | -   Once water shortage is resolved, re-notify           |
|           |     customers.                                           |
+-----------+----------------------------------------------------------+

[]{#__RefHeading___Toc40595434
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 7.\
Water Quality Sampling

Many types of emergencies can jeopardize the quality of water and
potentially sicken those using the water. Because the most important
goal for any water system is to protect human health, the system must
know how to act quickly and make decisions on whether to issue a health
advisory. Sampling and obtaining results from a lab takes time.

If there is reason to believe that the water has been contaminated, the
water system manager should consult with EPA and consider issuing a
health advisory as soon as possible -- often before conducting water
quality sampling.

Contamination of drinking water, whether intentional or unintentional,
comes in many forms, which are classified in four general categories:

-   Inorganics such as metals or cyanide.

-   Organics such as pesticides or volatile compounds.

-   Radionuclides.

-   Pathogenic microorganisms or microbial organisms.

If the water system is experiencing an emergency caused by a natural
event or intentional act and contamination is suspected, system
personnel may be faced with making a decision about what contaminants to
test for and how to get the tests performed quickly.

All systems must have a coliform monitoring plan, as required by
drinking water regulations, that designates sampling sites, procedures,
laboratory requirements, and contact numbers. This plan should be an
integral part of your emergency response plan. If you already have
emergency sampling sites and procedures established in this plan, simply
reference it in the emergency response plan.

As you prepare your emergency response plan, consider the following
tests:

***Coliform Bacteria:*** In the event of an emergency, testing for
coliform is a standard first test, and if coliform is detected it is a
signal that the system may be contaminated. Coliform bacteria are
organisms that are present in the environment and in the feces of all
warm-blooded animals, including humans. Coliform bacteria generally do
not cause illness, but their presence indicates that other
disease-causing organisms (pathogens) may be in the water system. Most
pathogens that contaminate water supplies come from the feces of humans
or animals. Testing drinking water for all possible pathogens is
complex, time-consuming, and expensive. It is, however, relatively
quick, easy, and inexpensive to test water for coliform bacteria. Public
water systems must test for coliform bacteria regularly.

***Hetertrophic Plate Count (HPC):*** This test provides information
regarding the numbers of bacteria that may have been introduced into the
water. HPC counts greater than 500 signal the need to be wary. Very high
levels (1000 -- 10,000 and greater) would suggest a problem that needs
immediate evaluation.

***Chlorine Residual:*** In chlorinated systems, this test indicates if
materials introduced into the water have created a demand for the
chlorine, leaving lower-than-normal or no residual and signaling the
need for further evaluations. Samples need to be taken at the distal end
of the distribution system (the point farthest from the start of the
distribution system).

***Chlorine Demand:*** In systems that do not routinely chlorinate, this
test reveals unusual demands on the oxidizing capability of the added
chlorine, indicating the presence of a contaminant that warrants further
investigation.

***Nitrate/Nitrite:*** This test is relatively easy to perform. It is
important to know whether these acute contaminants are present at levels
that could harm infants.

***Total Organic Carbon (TOC):*** Relatively simple to perform, this
test measures normal expected levels range from 0.2 to 4.0 mg/L for
surface water and 0.01 to 2.0 mg/L for groundwater. Higher levels may
indicate the presence of organic materials that could pose a health
concern.

***Total Halogenated Organic Carbon (TOX):*** Relatively simple to
perform, this test measures the halogenated organic substances,
including disinfection by-products such as trihalomethanes and
haloacetic acids. High levels suggest that contamination has occurred or
that organic materials have been added to enable formation of
disinfection byproducts.

***Cyanide:*** This test is not easily performed, but should be done
immediately if cyanide contamination is suspected. Cyanide is very
toxic, causing death upon ingestion.

If contamination is suspected, your EPA regional office is available to
help you identify what testing should be done. You can also contact your
local or district IHS office for assistance if needed. It is important
to know where water testing laboratories are located near you and their
hours of operation. Be sure to locate laboratories that are available 24
hours a day 7 days a week because contamination can happen at any time.

If you suspect someone intentionally sabotaged the system or
contaminated the water, this may be a crime scene. Call your local law
enforcement and EPA regional office, and be sure not to disturb any
potential evidence.

Example: Water quality sampling

+----------------+---------------+-------------------------------------+
| **Sampling     | **Do we have  | **Basic steps to conduct sampling\  |
| parameter**    | procedures?** | (sites, frequency, procedures, lab  |
|                |               | requirements, lab locations, lab    |
|                | **Yes/No**    | contacts, lab hours, etc.)**        |
+----------------+---------------+-------------------------------------+
| Coliform       | Yes           | Update plan for emergency sampling  |
| Bacteria       |               |                                     |
+----------------+---------------+-------------------------------------+
| Hetertrophic   | No            | Develop procedures                  |
| Plate Count    |               |                                     |
| (HPC)          |               |                                     |
+----------------+---------------+-------------------------------------+
| Chlorine       | Yes           | Evaluate procedures                 |
| Residual       |               |                                     |
+----------------+---------------+-------------------------------------+
| Chlorine       | Yes           | Evaluate procedures                 |
| Demand         |               |                                     |
+----------------+---------------+-------------------------------------+
| N              | Yes           | Evaluate procedures                 |
| itrate/Nitrite |               |                                     |
+----------------+---------------+-------------------------------------+
| Total Organic  | No            | Develop procedures                  |
| Carbon (TOC)   |               |                                     |
+----------------+---------------+-------------------------------------+
| Total          | No            | Develop procedures                  |
| Halogenated    |               |                                     |
| Organic Carbon |               |                                     |
| (TOX)          |               |                                     |
+----------------+---------------+-------------------------------------+
| Cyanide        | No            | Develop procedures                  |
+----------------+---------------+-------------------------------------+

[]{#__RefHeading___Toc40595435
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 8.\
Effective Communication

Effective communications is a key element of emergency response. Make
sure you have a well thought out communications strategy in place as
part of your emergency response plan. If you haven't planned ahead by
the time a crisis hits, it's too late. How you communicate with your
employees, customers, and the media can affect the outcome of the
situation.

Developing partnerships with others in your local emergency response
network, establishing relationships with your customers and the media,
and creating communication tools such as fact sheets and media releases
ahead of time will help you communicate efficiently and successfully
during a crisis. For example, establish positive media relations before
an emergency. Make an effort to meet with reporters in your local area
to share information about your water system and how they could receive
information should an emergency occur. Also contact your local emergency
response organization if one exists and determine what assistance they
can provide during an emergency.

During an emergency, the media, your customers, and others will have
many questions. Be prepared by organizing basic facts about the crisis
and your water system. Assemble a team of players quickly, including a
main spokesperson and one or more people to answer customer calls.

Expect your customers to be concerned or upset during a drinking water
emergency. How you communicate with people is as important as the
content of the information you are delivering. Body language, tone of
voice, and expressions of sympathy all play an important role in how the
information is received. When an emergency occurs, the news media may be
on-scene quickly, requesting information that will inevitably go to the
public. Appoint a spokesperson to communicate to the media. Make sure
the spokesperson is credible, accessible, in a position of authority,
and trained in media interview techniques.

Develop key messages to use with the media that are clear, brief, and
accurate. Make sure your messages are carefully planned and have been
coordinated with local and EPA officials. If your messages are different
you'll want to know that and be prepared to explain why.

Make sure field and office staff know how to deal with the media and
questions from customers and the public. It may be necessary to
establish protocols for both field and office staff to respectfully
defer questions to the spokesperson.

Small water systems that have limited staff should remember that your
EPA regional office, IHS personnel and Rural Water Association is
available to assist in developing and communicating messages to the
media and the public. This can be especially helpful when staff need to
focus on sampling or repairs.

**Communication Tips**

> **Do:**

-   Be prepared.

-   Designate a spokesperson.

-   Provide complete, accurate, and timely information.

-   Tell the truth.

-   Express empathy.

-   Acknowledge uncertainty and offer to get back with more information
    later.

-   Document your communications.

**Do not:**

-   Speculate on the cause or outcome of an incident.

-   Blame or debate.

-   Minimize or brush off concerns of customers.

-   Treat inquiries from interested parties as an annoying distraction
    from the real business of emergency response.

**Example: Designate a spokesperson and alternates**

  ----------------------- ------------------------ -----------------------
  **Spokesperson**        **Alternate 1**          **Alternate 2**

  Marsha Ready, Manager   Mary Marshall, Office    John J. Dunbar,
                          Admin.                   Operator
  ----------------------- ------------------------ -----------------------

Example: Key messages

+-----------------------------------------------------------------------+
| **Develop possible messages in advance, and update them as the        |
| emergency develops:**                                                 |
|                                                                       |
| -   We are taking this incident seriously and doing everything we can |
|     to resolve it.                                                    |
|                                                                       |
| -   Our primary concern is protecting our customers' health.          |
|                                                                       |
| -   Another important concern is keeping the system operational and   |
|     preventing damage.                                                |
|                                                                       |
| -   What we know right now is                                         |
|     \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_                          |
|                                                                       |
| -   The information we have is incomplete. We will keep you informed  |
|     as soon as we know more.                                          |
|                                                                       |
| -   We have contacted EPA and IHS officials to help us respond        |
|     effectively.                                                      |
|                                                                       |
| -   If you think you may be ill or need medical advice, contact a     |
|     physician.                                                        |
|                                                                       |
| -   We are sampling the water and doing tests to determine whether    |
|     there is contamination.                                           |
|                                                                       |
| -   Etc.                                                              |
+-----------------------------------------------------------------------+

**Health Advisories**

During events when water quality and public health are in question, it
may be necessary to issue a health advisory. The term *"Health
Advisory"* means advice or recommendations to water system customers on
how to protect their health when drinking water is considered unsafe.
These advisories are issued when the health risks to the consumers are
sufficient, in the estimation of the water system, EPA or health
officials, to warrant such advice.

Health advisories usually take the form of a drinking water warning or
boil water advisory. Communication during these times is critical. EPA
staff are committed to working closely with water systems to determine
if an advisory is needed. Health advisories should always be well
thought out and provide very clear messages.

Health advisories can be challenging and time consuming for the water
system and public health partners. They are also inconvenient for water
system customers. However, these advisories are necessary in order to
protect public health. In determining whether to issue a health
advisory, there are many things to consider and questions to answer,
usually in a short time period. This is another important reason that
water systems should form partnerships in advance of these events. If
there are well-formed partnerships, it will be much easier to obtain
information, make decisions, and get the information out to the public.

[]{#__RefHeading___Toc40595436
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 9.\
The Vulnerability Assessment

It is essential that water systems identify and assess the vulnerability
of each system component for both natural and human-caused emergencies.
Vulnerability assessments have been a part of water system planning for
a long time. Assessing water system vulnerability for earthquakes,
floods, other natural events, and vandalism is common. Community water
systems serving populations greater than 3,300 persons are now being
required by the Environmental Protection Agency to identify
vulnerabilities to intentional acts of terrorism. This document uses the
term vulnerability assessment to mean the process by which the water
system evaluates each water system component for weaknesses or
deficiencies that may make the system susceptible to damage or failure
during a natural or human-caused emergency.

In conducting the vulnerability assessment, the water system must
estimate how the system and its facilities may be affected in emergency
situations. Another integral part of the vulnerability analysis is to
assess facilities for security enhancements that may guard against
unauthorized entry, vandalism, or terrorism. This overall effort forms
the basis for determining what preventive actions or improvements are
needed and identifying response actions to take in the event of an
emergency.

A vulnerability assessment is essentially a four-part process:

1.  Identify and map the water system's components, including sources,
    treatment facilities, pump-houses, storage reservoirs, transmission
    lines, distribution lines, key valves, electrical power connections,
    communication systems, telemetry control, and computer systems.

2.  Evaluate the potential and possible effects of various types of
    emergencies (earthquake, vandalism, etc.) on the components. You may
    also want to assess the impact on the system's operations personnel
    from both a safety standpoint and the added stress of working in
    these conditions.

3.  Define the system's expectations or set performance goals for system
    components in each event.

4.  Identify improvements that can be made and mitigating actions the
    system can take to lessen the impact of the events.

**Assessing system facilities**

When conducting an assessment, it is important to involve all
appropriate personnel because they are the best source of information on
the system's history, operating conditions, and vulnerable components.
Partners, including public health agencies, can also provide valuable
insight. Many questions need to be asked:

-   What components are aging and unreliable?

-   Are prolonged power outages a high probability?

-   Does the system have design flaws that make it more susceptible?

-   What components are susceptible to vandalism?

-   What security measures are in place?

-   Are the sources and storage reservoirs fenced?

-   Are entry gates and doors locked?

There are many ways to organize the assessments. One method is to
identify the types of emergencies that are preventable and unpreventable
as you assess each component. Preventable causes such as aging
equipment, poor maintenance, poor system design, lack of security
measures such as fencing and lighting, spare parts, high risk or ill
advised land usage near a water sources are all factors that can be
managed to prevent water system emergencies. Make sure to consider the
land usage near your water sources when you describe your vulnerable
areas. Contaminant sources such as septic tanks near your water sources
may be managed through source protection measures. For example,
relocating a septic system out of a sanitary radius or relocating
livestock away from the source are important activities to consider.

Unpreventable causes are those that are beyond control of the water
system. Earthquakes, droughts, floods, vandalism, terrorism, and power
outages are a few examples. These events can be anticipated, and some
mitigating actions can be taken to lessen the impact. However, every
emergency is unique and you can never anticipate everything that may
happen. As you complete your assessment, pay particular attention to
understanding how to respond to the event by developing a series of
quick response actions that will help protect public health and lessen
the overall impact.

**Integrating water system security considerations**

Historically water system security and emergency response planning have
focused on vandalism, contamination, and natural disasters. However,
after recent terrorist attacks, the idea of what constitutes a threat to
drinking water supplies has changed. There is new emphasis on enhancing
water system security to guard against vandalism and intentional acts of
sabotage. A critical step in enhancing water system security is
integrating security considerations into the vulnerability assessment.
This exercise helps to expand the identification of threats and define
specific safeguards that can be taken to guard against attack.

There are many things to consider when evaluating the security of a
water system. What are the most probable threats to the system? Is it a
hostile employee, vandal, terrorist, or random cyber attack? These
potential threats have different effects and consequences and require
different mitigating actions.

In addition to using a variety of water system personnel to assist in
conducting the overall vulnerability assessment, you may want to include
a representative from local law enforcement. A fresh view from the law
enforcement perspective may help identify something you have overlooked.
Also, look into larger community emergency response planning efforts to
assist you.

Another important security consideration is protecting sensitive
information about the water system. The last thing you want to do is
give potential vandals or terrorists access to information on your
system's vulnerabilities and emergency response procedures. Identify
sensitive information and protect it.

To help small and medium size water systems assess security, the
Association of State Drinking Water Administrators and the National
Rural Water Association have developed security vulnerability self
assessment guides. These self assessments are designed to help water
systems assess their facilities and identify security measures. They can
be obtained over the Internet at:
[http://www.erwow.org/](http://www.asdwa.org/).

**Identifying vulnerabilities, improvements, and mitigating actions**

The table on the next page shows a simple way to consider your system,
identify the vulnerability of each component, and define what
improvements or mitigating actions can lessen the impact.

Once a vulnerability assessment has been completed, use the information
for financial planning or budgeting processes. Prioritize the system
improvements and security enhancements identified in the vulnerability
assessment and determine how and when they can be funded. Are there some
that justify a rate increase? Can they be funded from reserves? Consider
these important questions as you finalize the vulnerability assessment
and emergency response plan.

**Example: Facility vulnerability assessment and improvements
identification**

  ----------------------------------------------------------------------------------------
  **System        **Description and  **Vulnerability**   **Improvements   **Security
  component**     condition**                            or mitigating    improvements**
                                                         actions**        
  --------------- ------------------ ------------------- ---------------- ----------------
  **Source**      Two 150' deep      The wells are most  Implement        Upgrade well
                  groundwater wells  vulnerable to       wellhead         houses: Install
                  supply the system. contamination from  protection       fencing, and
                  They are located   above ground        program.         deadbolts.
                  within a few       activities because                   Secure well
                  hundred feet of    they are only 150'                   houses to
                  town and its       deep. The well                       foundation and
                  developed areas.   houses are not                       install lighting
                  The sources are in highly secure so                     around well
                  excellent          they could be                        house.
                  condition.         vulnerable to acts                   
                                     of vandalism.                        

  **Storage**     Storage reservoirs Vandals could       Provide          Install fencing,
                  are in sound       access reservoir    earthquake       lighting, and
                  condition, but     hatches. Also, the  strapping to     signage to
                  reservoir hatches  reservoir could be  secure reservoir protect against
                  could be accessed  prone to shaking    to the           unauthorized
                  and locks could be and settling        foundation.      entry and access
                  broken.            resulting from an                    to reservoir
                                     earthquake.                          hatches.

  **Treatment**   There is a         Chlorination        Purchase a       Install fencing,
                  chlorination       systems are subject back-up          lighting, and
                  system in each     to power outages    generator and    signage to
                  well/pump-house.   and vandalism if a  have it wired in protect against
                  Both are in sound  pump-house is       or have system   unauthorized
                  operating          vandalized. Tanks   wired with a     entry.
                  condition.         are not secured and jack where a     
                                     may tip over during back-up          
                                     an earthquake.      generator could  
                                                         be rented and    
                                                         plugged in.      
                                                         Secure tanks     
                                                         with earthquake  
                                                         straps.          

  **Pump-house    The pump-house and Pump-house does not                  Install fencing,
  and pumping     pumping facilities have security                        lighting, and
  facilities**    are in good        fencing or lighting                  signage to
                  condition.         and is prone to                      protect against
                                     vandalism.                           unauthorized
                                                                          entry.

  **Computer and  Computer and       Main office does                     Install lighting
  telemetry       telemetry systems  not have adequate                    and security
  system**        are located in the security measures.                   system to guard
                  water systems main Also, computers                      against theft
                  office. All        should be better                     and vandalism.
                  systems are in     protected against                    Hire consultant
                  good operating     cyber attack or                      to secure
                  condition.         hacking.                             computers and
                                                                          telemetry.
  ----------------------------------------------------------------------------------------

[]{#__RefHeading___Toc40595437
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 10.\
Response Actions for Specific Events

Develop a detailed response plan for each type of emergency event that
the system may experience. In any event there are a series of general
steps that a water system should take:

1.  Confirm and analyze the type and severity of the emergency.

2.  Take immediate actions to save lives.

3.  Take action to reduce injuries and system damage.

4.  Make repairs based on priority demand.

5.  Return the system to normal operation.

Knowing the various elements of emergency response planning and keeping
in mind these general steps will help you develop response actions for
specific events.

**Establishing response actions for specific events**

There are numerous events which may cause an emergency that are dictated
by the system's size, complexity, type of source, and geographic
location. As discussed before, likely causes of emergencies in our
region that a system should consider are power outages, transmission or
distribution line breaks, chlorine treatment failure, surface water
treatment malfunction, source pump failures, microbial (coliform, E.
coli) contamination, chemical contamination, acts of terrorism,
vandalism, loss of water in the well, drought, floods, ice storms,
earthquakes, and hazardous spills in the vicinity of sources or
distribution lines. In any of these situations your priority is the
protection of people using the water. Be observant of what is going on
around you, and if you suspect vandalism or terrorism, contact local law
enforcement and make every effort to preserve evidence.

These are only starting points, since each system is unique and may
encounter additional situations that are important to be prepared for.
Use partnerships to assist in this effort. The following table presents
a way to identify an event, summarize the assessment, set forth
immediate response actions, define what notifications need to be made,
and describe important follow-up actions.

Example: Power outage

+---------------+------------------------------------------------------+
| # Assessment  | The XYZ water system is vulnerable to power outages, |
|               | experiencing an average of three outages per year    |
|               | that last several hours. The system does not have a  |
|               | back-up generator but has a connection so that a     |
|               | generator can be rented and plugged into the system. |
|               | Most of the time, storage is able to supply the      |
|               | system for several hours until power is restored.    |
+---------------+------------------------------------------------------+
| **Immediate   | 1.  Assess whether the outage is likely to last more |
| actions**     |     than 6 hours. If no, be on alert for changing    |
|               |     conditions and monitor storage tanks. If yes,    |
|               |     complete the following steps:                    |
|               |                                                      |
|               | 2.  Call on availability of back-up generator at     |
|               |     JJ's Rentals.                                    |
|               |                                                      |
|               | 3.  Obtain generator if available.                   |
|               |                                                      |
|               | 4.  Connect generator to system and resume           |
|               |     operations.                                      |
|               |                                                      |
|               | 5.  Implement water shortage response actions to     |
|               |     inform customers to cut back on water usage      |
|               |     until power is restored.                         |
+---------------+------------------------------------------------------+
| **No          | 1.  Power Company -- Let them know that a public     |
| tifications** |     water system is experiencing an outage and the   |
|               |     generator will be turned on until power is       |
|               |     restored.                                        |
|               |                                                      |
|               | 2.  JJ's Rentals -- Obtain generator                 |
|               |                                                      |
|               | 3.  Customers -- cut back on water usage until power |
|               |     is restored.                                     |
+---------------+------------------------------------------------------+
| **Follow-up   | 1.  Turn off and disconnect back-up generator        |
| actions**     |                                                      |
|               | 2.  Return system to general power supply            |
|               |                                                      |
|               | 3.  Inspect reservoirs and pumping facilities to     |
|               |     ensure proper operation.                         |
|               |                                                      |
|               | 4.  Return generator to JJ's.                        |
+---------------+------------------------------------------------------+

[]{#__RefHeading___Toc40595438
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 11.\
Alternative Water Sources

Water contamination or disruption of supply may require that the water
system get water from an alternative source to meet basic community
needs. All public water systems should plan ahead to provide alternate
safe water during an emergency, if feasible. It is important to evaluate
potential alternative water supplies ahead of time to ensure the water
is safe and the supply is available.

Sources that the water system may use when the primary and seasonal
sources cannot meet demands are defined as "emergency sources." They are
used only when required by extreme, and mostly unpredictable,
circumstances. Alternative sources might include emergency or back-up
wells, surface water sources, or springs. A water system that
anticipates use of an emergency source should plan and take action well
in advance of any need. As part of the emergency response planning, the
water system should test these sources and work with EPA to obtain
approval as an emergency source.

Another important consideration is whether the water system can
establish an intertie with an approved water supply that might benefit
both systems in an emergency. Discuss this possibility with adjacent
water systems. Other alternatives include bottled water suppliers or a
local tanker truck that could bring in water for various uses.

Example: Intertie to adjacent water supply system

+-------------------------------+--------------------------------------+
| ###                           | ######### Feasibility of connecting  |
| ###### Water systems within o |                                      |
| ne-quarter mile of our system |                                      |
+-------------------------------+--------------------------------------+
| ######### There is one        | #####                                |
| water system located within o | #### The system has discussed instal |
| ne-quarter mile of the XYZ wa | ling an intertie with the adjacent w |
| ter system. The XYZ distribut | ater supply. The system is willing,  |
| ion system is within 1000 fee | but at this time cannot assist finan |
| t of the other water system.  | cially. The cost of the project is a |
|                               | bout \$10,000 to install pipe and an |
|                               |  intertie connection. Unless the oth |
|                               | er system can assist financially it  |
|                               | is not feasible for the XYZ system t |
|                               | o construct the intertie until 2006. |
+-------------------------------+--------------------------------------+

Example: Alternate source(s) of water

+----------------+-------------+-------------+------------+----------+
| **Alternative  | **Names**   | **Phone**   | **Avai     | **Is the |
| sources**      |             |             | lability** | water    |
|                |             |             |            | safe for |
|                |             |             |            | dri      |
|                |             |             |            | nking?** |
+================+=============+=============+============+==========+
| Bottled water  | Bottled     | \(360\)     | Up to 1000 | Yes      |
| suppliers      | Water Inc.  | 222-2222    | gallons in |          |
|                |             |             | 1 gallon   |          |
|                |             |             | jugs       |          |
|                |             |             | within 24  |          |
|                |             |             | hours      |          |
+----------------+-------------+-------------+------------+----------+
| Tanker trucks  | Fred Jones, | \(360\)     | 5000       | No       |
| in the area    |             | 333-3333    | gallons in |          |
| available to   | Local dairy |             | less than  |          |
| deliver bulk   | truck       |             | 6 hours    |          |
| water          |             |             |            |          |
+----------------+-------------+-------------+------------+----------+

[]{#__RefHeading___Toc40595439
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 12.\
Curtailing Water Use

An emergency may require reducing water usage, so you should identify
curtailment measures in advance. Possible measures include restrictions
on landscape watering, car washing, filling of swimming pools and hot
tubs, and other nonessential activities such as cleaning driveways and
sidewalks. There can be various combinations of voluntary and mandatory
measures. The water system should develop and formally adopt measures
through ordinance, resolution, or by-laws.

As part of this effort, consider ways to inform customers about the need
to curtail water use. Examples include door-to-door postings, phone
contact, posting of signs in visible community areas, and contacting the
news media. Curtailment messages should be pre-scripted to ensure proper
messages are delivered.

Example: Curtailing water use

+-----------------------------+----------------------------------------+
| **Water curtailment         | **Actions**                            |
| measures**                  |                                        |
+-----------------------------+----------------------------------------+
| Restrict outside water      | -   Upon making the decision that      |
| usage including watering    |     curtailment is needed:             |
| lawns, washing cars, etc.   |                                        |
| Request curtailment of      | -   Draft door hanger with curtailment |
| inside usage.               |     messages.                          |
|                             |                                        |
|                             | -   Post on customer doors.            |
|                             |                                        |
|                             | -   Contact KYGO AM news to announce   |
|                             |     curtailment message.               |
|                             |                                        |
|                             | -   Monitor system usage and spot      |
|                             |     check meter usage if time is       |
|                             |     available.                         |
|                             |                                        |
|                             | -   Continue message as long as        |
|                             |     curtailment is warranted.          |
+-----------------------------+----------------------------------------+

[]{#__RefHeading___Toc40595440 .anchor}Section 13.\
Returning to Normal Operation

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

As the emergency passes and you regain control, the system must prepare
to return to normal operating condition. This may be a very simple or
very complex process, depending on the type and severity of the
emergency. Returning to normal operation may simply mean the system
restores power and the back-up generator is disconnected. Or it could
mean the system has to obtain the proper number of satisfactory coliform
tests and disinfect the system in order to lift a health advisory.

Many factors might need to be considered before you decide to return to
normal operation. For example:

-   Has the system been repaired to the point that it can meet demand?

-   Has the system operator made a safety and operational inspection of
    all system components?

-   Has the system been properly flushed, disinfected and pressure
    tested?

-   Has the water been adequately tested in accordance with sampling
    regulations?

-   Does the water meet standards?

-   Is there adequate staff to operate and manage the system?

-   Do federal, state, and local agencies support returning to normal
    operation?

-   Have you developed the proper public messages?

The emergency response plan should include a discussion of the follow-up
actions and staff responsibilities that the system must take before
returning to normal operation.

Example: Returning to normal operations

  --------------------- -------------------------------------------------
  **Action**            **Description and actions**

  Inspect, flush, and   Water system operator and support staff inspect
  disinfect the system, all system facilities, ensure all water quality
                        tests have been done and the system has been
                        flushed and disinfected if necessary. Water
                        system operator makes a report to the water
                        system manager. Water system manager makes
                        decision on current condition of system.

  Verification of water Water system manager verifies water quality
  quality               sampling results.

  Coordinate with EPA   Water system manager coordinates with EPA on
                        system condition and water quality results.

  Notify customers      Water system manager meets with water system
                        operator and communications lead to write notice
                        to customers. Water system manager directs
                        communications lead to distribute public notice.
  --------------------- -------------------------------------------------

[]{#__RefHeading___Toc40595441 .anchor}Section 14.\
Training and Rehearsals

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

**Training**

Emergency response training is essential. Training educates system
personnel about emergency situations and resulting effects on water
systems and also provides an opportunity to practice responses. Any
training should have a purpose, appropriately selected personnel, and
qualified instruction and supporting materials.

Training can be conducted in a variety of ways, including attending
training classes or bringing in experienced trainers for on-site
training and exercises. On-site exercises with experienced trainers are
very useful, as they involve activities that are specific to the water
system. Personnel can practice emergency communications, isolating parts
of the system, inspecting system components, and learning what to look
for in case of a security breach. It is also important to train staff on
risk communications or how to communicate with the media and customers
during an emergency.

When planning training, consider the system's size, the type and
complexity of its components, staff needs, and operational needs.
Periodic training reinforces previous efforts, as people often forget
things that they don't use very often. It also provides an opportunity
to train new staff and learn about new problems, new techniques, and
changes in equipment. Be aware of current and upcoming training topics,
especially hot topics that tend to come around as a result of a specific
event.

**Example: Training**

Identify staff position training needs and expectations.

+------------------+---------------------------------------------------+
| ##               | ######### Training needs and expectations         |
| ####### Position |                                                   |
+------------------+---------------------------------------------------+
| ######### Wate   | ##                                                |
| r System Manager | ####### Emergency response communications, emerge |
|                  | ncy response planning, issuing health advisories  |
+------------------+---------------------------------------------------+
| ######### Water  | ####                                              |
|  System Operator | ##### Emergency response communications, emergenc |
|                  | y response planning, suspicious activity training |
+------------------+---------------------------------------------------+
| #######          | ######### Emergency resp                          |
| ## Field support | onse communications, suspicious activity training |
+------------------+---------------------------------------------------+
| ######### Admini | ######### Emergency respo                         |
| strative Support | nse communications, emergency response planning,  |
+------------------+---------------------------------------------------+

**Emergency rehearsals**

Emergency rehearsals, sometimes referred to as "table-top exercises" are
valuable tools to make sure employees are always prepared to respond.
Ideally, rehearsals are set up by the water system manager and are
unannounced to employees. During these rehearsals, employees are
required to conduct actual responses. They make phone or radio calls,
perform inspections, respond to inquires, and do other tasks. Get
assistance from partners such as water resources staff, IHS, local
health jurisdictions and local emergency response people.

Practicing for an emergency is the only real way to thoroughly evaluate
the emergency response plan and the system's ability to implement it.
The final step of a rehearsal is to evaluate and discuss the results.
Conduct a staff meeting to go over the results and get input from those
involved in the rehearsal. Then make modifications or set up training to
be better prepared.

**Example: Emergency rehearsals**

**Schedule for drills, tabletop exercises, and other ways to practice
emergency response:**

+----------+------------------------+---------------------+-----------+
| #######  | ######### Description  | #####               | #####     |
| ## Event |                        | #### People and org | #### Date |
|          |                        | anizations involved |           |
+----------+------------------------+---------------------+-----------+
| ###      | ######### Conduct      | #########           | ###       |
| ###### R | actual emergency drill |  Water system staff | ###### Un |
| ehearsal |                        |                     | announced |
+----------+------------------------+---------------------+-----------+
| #        | #                      | ######### Water     | ######### |
| ######## | ######## Conduct speci |  system staff and p |  May 2003 |
|  On-site | fic drills, i.e, commu | rofessional trainer |           |
|  trainin | nications, water line  |                     |           |
| g drills | breaks, sampling with  |                     |           |
|          | a professional trainer |                     |           |
+----------+------------------------+---------------------+-----------+

[]{#__RefHeading___Toc40595442 .anchor}Section 15.\
Plan Approval

#### ![](media/image2.wmf){width="0.7854166666666667in" height="0.7451388888888889in"}

Representatives of the water system who are ultimately responsible, such
as water system manager, owner, board members, commissioners and council
members, should review, approve, and sign the emergency response plan.
This demonstrates support for the plan, acknowledges the effort put into
its preparation, and puts it officially into effect.

Be sure to secure and protect the emergency response plan as it may
contain sensitive information about facilities and response activities
that you may not want others to know in order to safeguard the water
system.

**Example: Plan approval**

This plan is officially in effect when reviewed, approved, and signed by
the following people:

+---------------------------+---------------------------+-------------+
| ######### Name/Title      | ######### Signature       | ###         |
|                           |                           | ###### Date |
+---------------------------+---------------------------+-------------+
| ######### Marsha Ready    | ######### *Marsha Ready*  | #           |
|                           |                           | ######## Ma |
| #####                     |                           | rch 1, 2003 |
| #### Water System Manager |                           |             |
+---------------------------+---------------------------+-------------+
| ######### Bob Jones       | ######### *Bob Jones*     | #           |
|                           |                           | ######## Ma |
| ######### Chairman        |                           | rch 1, 2003 |
|                           |                           |             |
| ####                      |                           |             |
| ##### Water Commissioners |                           |             |
+---------------------------+---------------------------+-------------+

[]{#__RefHeading___Toc40595443 .anchor}Part 2: Planning Template

[]{#__RefHeading___Toc40595444
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Introduction

Preparing an emergency response plan is an essential part of managing a
drinking water system. Evergreen Rural Water of Washington (ERWoW) has
adapted this template to the needs of tribal utilities to help them
develop such plans.

[]{#__RefHeading___Toc40595445
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}How to use the template

The template follows the outline in Part 1 of this document. Part 1
discusses key components of emergency planning and provides examples of
how you might present information in your plan. Use Part 1 as a tool to
learn about emergency planning and then fill out the template provided
here as you go through your planning process.

The template is just a guide; you may modify it in any way that works
for you -- add sections, take them out, or rearrange them if you wish.
You may also use a completely different format for your plan if you find
one that works better for your system.

[]{#__RefHeading___Toc40595446
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 1.\
Emergency Response Mission and Goals

Use the mission statement and goals to help focus emergency planning and
response.

Emergency response mission and goals

  ------------------- ---------------------------------------------------
  **Mission statement 
  for emergency       
  response**          

  **Goal 1**          

  **Goal 2**          

  **Goal 3**          

  **Goal 4**          
  ------------------- ---------------------------------------------------

[]{#__RefHeading___Toc40595447
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 2.\
System Information

Keep this basic information readily available for when you need it for
emergency responders, repair people, and the news media.

System information

+----------------------+----------------------+---+------------------------+
| **System             |                      |   |                        |
| identification       |                      |   |                        |
| number**             |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **System name and    |                      |   |                        |
| address**            |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Directions to the  |                      |   |                        |
| system**             |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Basic description  |                      |   |                        |
| and location of      |                      |   |                        |
| system facilities**  |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Location/Town**    |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Population served  | \_\_\_\_\_\_\_\_     | \ |                        |
| and service          | people               | _ |                        |
| connections from     |                      | \ |                        |
| Division of Drinking |                      | _ |                        |
| Water records.**     |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | \ |                        |
|                      |                      | _ |                        |
|                      |                      | c |                        |
|                      |                      | o |                        |
|                      |                      | n |                        |
|                      |                      | n |                        |
|                      |                      | e |                        |
|                      |                      | c |                        |
|                      |                      | t |                        |
|                      |                      | i |                        |
|                      |                      | o |                        |
|                      |                      | n |                        |
|                      |                      | s |                        |
+----------------------+----------------------+---+------------------------+
| **System owner (the  |                      |   |                        |
| owner should be      |                      |   |                        |
| listed as a person's |                      |   |                        |
| name)**              |                      |   |                        |
+----------------------+----------------------+---+------------------------+
| **Name, title, and   |                      |   | \_\_\_\_               |
| phone number of      |                      |   | \_\_\_\_\_\_\_\_\_\_\_ |
| person responsible   |                      |   | Phone                  |
| for maintaining and  |                      |   |                        |
| implementing the     |                      |   | \_\_\_\_               |
| emergency plan.**    |                      |   | \_\_\_\_\_\_\_\_\_\_\_ |
|                      |                      |   | Cell                   |
|                      |                      |   |                        |
|                      |                      |   | \_\_\_\_               |
|                      |                      |   | \_\_\_\_\_\_\_\_\_\_\_ |
|                      |                      |   | Pager                  |
+----------------------+----------------------+---+------------------------+

[]{#__RefHeading___Toc40595448
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 3.\
Chain of Command -- Lines of Authority

**The first response step** in any emergency is to inform the person at
the top of this list, who is responsible for managing the emergency and
making key decisions.

Chain of command -- lines of authority

  -----------------------------------------------------------------------
  **Name and       **Responsibilities during an          **Contact
  title**          emergency**                           numbers**
  ---------------- ------------------------------------- ----------------
                                                         

                                                         

                                                         

                                                         

                                                         
  -----------------------------------------------------------------------

[]{#__RefHeading___Toc40595449
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 4.\
Events that Cause Emergencies

The events listed below may cause water system emergencies. They are
arranged from highest to lowest probable risk.

Events that cause emergencies

+-----------------+-------------------------+-------------------------+
| **Type of       | **Probability or risk** | **Comments**            |
| event**         |                         |                         |
|                 | **(High-Med-Low)**      |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+
|                 |                         |                         |
+-----------------+-------------------------+-------------------------+

[]{#__RefHeading___Toc40595450 .anchor}Section 5.\
Severity of Emergencies

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

Decisions on severity should be collaborative among system personnel,
but are ultimately made by the person in charge of the emergency. The
information for making such a decision will accumulate over time, and
may result in changes in the assessment of severity.

Communicate each assessment of severity immediately to all those dealing
with the emergency. Make sure staff have cell phones, pagers, or radios
when they are in the field.

**Level I -- \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** (Definition)

  -----------------------------------------------------------------------
  **Description:**

  -----------------------------------------------------------------------

**Level II -- \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** (Definition)

  -----------------------------------------------------------------------
  **Description:**

  -----------------------------------------------------------------------

**Level III -- \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** (Definition)

  -----------------------------------------------------------------------
  **Description:**

  -----------------------------------------------------------------------

**Level IV -- \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** (Definition)

  -----------------------------------------------------------------------
  **Description:**

  -----------------------------------------------------------------------

[]{#__RefHeading___Toc40595451
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 6.\
Emergency Notification

**Notification call-up lists**

Use these lists to notifying important parties during of an emergency.

#### Local notification list

  ----------------------------------- -----------------------------------
  Local Law Enforcement day           Local Law Enforcement night

  Fire Dept day                       Fire Dept night

  Ambulance service day               Ambulance service night

  Local Health Jurisdiction day       Local Health Jurisdiction after
                                      hours

  Water Testing Laboratory day        Water Testing Laboratory after
                                      hours

  Local emergency management day      Local emergency management after
                                      hours

  Water System Operator day           Water System Operator night

  Neighboring Water System day        Neighboring Water System night

  Neighboring Water System day        Neighboring Water System night

  News Media Contact                  Local Radio Station

  Other                               Other
  ----------------------------------- -----------------------------------

#### Regional notification list

  ----------------------------------- -----------------------------------
  County/State Police day             County/State Police night

  EPA Regional Office day             EPA Regional Office after hours

  IHS District Office                 IHS District Office

  Other                               Other
  ----------------------------------- -----------------------------------

#### Service/repair notification list

  ----------------------------------- -----------------------------------
  Electrician day                     Electrician night

  Electric Utility day                Electric Utility night

  Plumber day                         Plumber night

  Pump Specialist day                 Pump Specialist night

  Soil Excavator day                  Soil Excavator night

  Equipment Rental day                Equipment Rental night

  Other                               Other

  Other                               Other
  ----------------------------------- -----------------------------------

**Notification procedures**

Notifying water system customers

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

Alerting local law enforcement, EPA officials, and local health

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

Contacting service and repair contractors

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

Contact neighboring water systems, if necessary

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

Procedures for issuing a health advisory

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

**Other procedures, as necessary**

  ----------------- ----------------------------------------------------------
  **Who is          
  Responsible:**    

  **Procedures:**   
  ----------------- ----------------------------------------------------------

[]{#__RefHeading___Toc40595452 .anchor}Section 7.\
Water Quality Sampling

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

If contamination is suspected, notify and work with the EPA regional
office to help identify what testing should be done. This may help
prevent illness or even death.

Water quality sampling

+----------------+---------------+-------------------------------------+
| **Sampling     | **Do we have  | **Basic steps to conduct sampling   |
| parameter**    | procedures?** | (sites, frequency, procedures, lab  |
|                |               | requirements, lab locations,        |
|                | **Yes/No**    | contacts, etc.)**                   |
+----------------+---------------+-------------------------------------+
| Coliform       |               |                                     |
| Bacteria       |               |                                     |
+----------------+---------------+-------------------------------------+
| Hetertrophic   |               |                                     |
| Plate Count    |               |                                     |
| (HPC)          |               |                                     |
+----------------+---------------+-------------------------------------+
| Chlorine       |               |                                     |
| Residual       |               |                                     |
+----------------+---------------+-------------------------------------+
| Chlorine       |               |                                     |
| Demand         |               |                                     |
+----------------+---------------+-------------------------------------+
| N              |               |                                     |
| itrate/Nitrite |               |                                     |
+----------------+---------------+-------------------------------------+
| Total Organic  |               |                                     |
| Carbon (TOC)   |               |                                     |
+----------------+---------------+-------------------------------------+
| Total          |               |                                     |
| Halogenated    |               |                                     |
| Organic Carbon |               |                                     |
| (TOX)          |               |                                     |
+----------------+---------------+-------------------------------------+
| Cyanide        |               |                                     |
+----------------+---------------+-------------------------------------+

[]{#__RefHeading___Toc40595453
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 8.\
Effective Communication

Communication with customers, the news media, and the general public is
a critical part of emergency response.

**Designated public spokesperson**

Designate a spokesperson (and alternates) for delivering messages to the
news media and the public (see Section 6 for news media contacts in
local notification list).

**Designate a spokesperson and alternates**

  ----------------------- ------------------------ -----------------------
  **Spokesperson**        **Alternate 1**          **Alternate 2**

                                                   
  ----------------------- ------------------------ -----------------------

Key messages

+-----------------------------------------------------------------------+
| **Develop possible messages in advance, and update them as the        |
| emergency develops:**                                                 |
|                                                                       |
| -                                                                     |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -                                                                     |
| -                                                                     |
| -                                                                     |
| -                                                                     |
| -                                                                     |
+-----------------------------------------------------------------------+

**Health advisories**

During events when water quality and human health are in question, it
may be necessary to issue a health advisory that gives advice or
recommendations to water system customers on how to protect their health
when drinking water is considered unsafe. These advisories are issued
when the health risks to the consumers are sufficient, in the estimation
of the water system or EPA officials, to warrant such advice.

Health advisories usually take the form of a drinking water warning or
boil water advisory. Communication during these times is critical.
Health advisories should always be well thought out and provide very
clear messages.

Having common health advisories previously prepared can give you time
think through the wording and save time during emergencies. There are a
number of examples available from many sources. The Washington State
Department of Health Division of Drinking Water has put together a
number of tools, including fact sheets, brochures, forms, and templates
to help prepare for a health advisory. Any system can adapt these to
their individual needs. Templates are on the Web at:
<http://www.doh.wa.gov/ehp/dw/Our_Main_Pages/purveyor_assist_2.htm>.
Check the web, neighboring states, EPA documents and professional
organizations for additional templates.

[]{#__RefHeading___Toc40595454 .anchor}Section 9.\
The Vulnerability Assessment

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

This is an evaluation of each water system component to identify
weaknesses or deficiencies that may make them susceptible to damage or
failure during an emergency. It also assesses facilities for security
enhancements that may guard against unauthorized entry, vandalism, or
terrorism.

######## Facility vulnerability assessment and improvements identification

  -----------------------------------------------------------------------------------------
  **System            **Description   **Vulnerability**   **Improvements   **Security
  component**         and condition**                     or mitigating    improvements**
                                                          actions**        
  ------------------- --------------- ------------------- ---------------- ----------------
  **Source**                                                               

  **Storage**                                                              

  **Treatment**                                                            

  **Pump-house and                                                         
  pumping                                                                  
  facilities**                                                             

  **Computer and                                                           
  telemetry system**                                                       

  **Other                                                                  
  consider-ations**                                                        
  -----------------------------------------------------------------------------------------

[]{#__RefHeading___Toc40595455 .anchor}Section 10.\
Response Actions for Specific Events

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

In any event there are a series of general steps to take:

1.  Confirm and analyze the type and severity of the emergency.

2.  Take immediate actions to save lives.

3.  Take action to reduce injuries and system damage.

4.  Make repairs based on priority demand.

5.  Return the system to normal operation.

The following tables identify the assessment, set forth immediate
response actions, define what notifications need to be made, and
describe important follow-up actions.

A.  **Power outage**

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

B.  **Transmission or main break**

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

C.  **Distribution line break**

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

D.  Chlorine treatment equipment failure

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

E.  Treatment equipment

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

F.  Source pump failure

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

G.  Microbial (coliform, E. coli) contamination

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

H.  Chemical contamination

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

I.  Vandalism or terrorist attack

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

J.  Reduction or loss of water in the well

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

K.  Drought

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

L.  Flood

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

M.  Earthquake

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

N.  Hazardous materials spill in vicinity of sources or system lines

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

O.  **Electronic equipment failure**

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

P.  Cyber attack

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

Q.  Other

+---------------+------------------------------------------------------+
| # Assessment  |                                                      |
+---------------+------------------------------------------------------+
| **Immediate   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+
| **No          |                                                      |
| tifications** |                                                      |
+---------------+------------------------------------------------------+
| **Follow-up   |                                                      |
| actions**     |                                                      |
+---------------+------------------------------------------------------+

[]{#__RefHeading___Toc40595456
.anchor}![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}Section 11.\
Alternative Water Sources

Intertie to adjacent water supply system

+-------------------------------+--------------------------------------+
| ###                           | ######### Feasibility of connecting  |
| ###### Water systems within o |                                      |
| ne-quarter mile of our system |                                      |
+-------------------------------+--------------------------------------+
| #########                     | #########                            |
+-------------------------------+--------------------------------------+
| #########                     | #########                            |
+-------------------------------+--------------------------------------+
| #########                     | #########                            |
+-------------------------------+--------------------------------------+
| #########                     | #########                            |
+-------------------------------+--------------------------------------+

Alternate source(s) of water

  -------------------------------------------------------------------------------
  **Alternative    **Names**      **Phone**      **Availability**   **Is the
  sources**                                                         water safe
                                                                    for
                                                                    drinking?**
  ---------------- -------------- -------------- ------------------ -------------
                                                                    

                                                                    

                                                                    

                                                                    

                                                                    

                                                                    
  -------------------------------------------------------------------------------

[]{#__RefHeading___Toc40595457 .anchor}Section 12.\
Curtailing Water Usage

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

Curtailing water use

  ------------------------------ ----------------------------------------
  **Water curtailment measures** **Actions**

                                 

                                 

                                 

                                 

                                 

                                 
  ------------------------------ ----------------------------------------

[]{#__RefHeading___Toc40595458 .anchor}Section 13.\
Returning to Normal Operation

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

Returning to normal operations

  --------------------- -------------------------------------------------
  **Action**            **Description and actions**

                        

                        

                        

                        

                        

                        

                        

                        

                        
  --------------------- -------------------------------------------------

[]{#__RefHeading___Toc40595459 .anchor}Section 14.\
Training and Rehearsals

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

**Training**

Identify staff position training needs and expectations.

+------------------+---------------------------------------------------+
| ##               | ######### Training needs and expectations         |
| ####### Position |                                                   |
+------------------+---------------------------------------------------+
| ######### Wate   |                                                   |
| r System Manager |                                                   |
+------------------+---------------------------------------------------+
| ######### Wate   | #########                                         |
| r System Manager |                                                   |
+------------------+---------------------------------------------------+
| #######          | #########                                         |
| ## Field support |                                                   |
+------------------+---------------------------------------------------+
| ######### Admini |                                                   |
| strative Support |                                                   |
+------------------+---------------------------------------------------+

###### Emergency rehearsals

**Schedule for drills, tabletop exercises, and other ways to practice
emergency response:**

+----------+------------------------+---------------------+-----------+
| #######  | ######### Description  | #####               | #####     |
| ## Event |                        | #### People and org | #### Date |
|          |                        | anizations involved |           |
+----------+------------------------+---------------------+-----------+
| ##       | #########              | #########           | #         |
| #######  |                        |                     | ########  |
+----------+------------------------+---------------------+-----------+
| ##       | #########              | #########           | #         |
| #######  |                        |                     | ########  |
+----------+------------------------+---------------------+-----------+
| ##       | #########              | #########           | #         |
| #######  |                        |                     | ########  |
+----------+------------------------+---------------------+-----------+
| ##       | #########              | #########           | #         |
| #######  |                        |                     | ########  |
+----------+------------------------+---------------------+-----------+

####  

[]{#__RefHeading___Toc40595460 .anchor}Section 15.\
Plan Approval

![](media/image2.wmf){width="0.7854166666666667in"
height="0.7451388888888889in"}

**Plan approval**

This plan is officially in effect when reviewed, approved, and signed by
the following people:

+---------------------------+---------------------------+-------------+
| ######### Name/Title      | ######### Signature       | ###         |
|                           |                           | ###### Date |
+---------------------------+---------------------------+-------------+
| #########                 | #########                 | #########   |
+---------------------------+---------------------------+-------------+
| #########                 | #########                 | #########   |
+---------------------------+---------------------------+-------------+
| #########                 | #########                 | #########   |
+---------------------------+---------------------------+-------------+