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Hurricanes Lessons Learned: Changing the Way We Think State of Florida Florida Team: Lorraine Husum Allen, Florida Department of Education Paula Shea,

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Presentation on theme: "Hurricanes Lessons Learned: Changing the Way We Think State of Florida Florida Team: Lorraine Husum Allen, Florida Department of Education Paula Shea,"— Presentation transcript:

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2 Hurricanes Lessons Learned: Changing the Way We Think State of Florida Florida Team: Lorraine Husum Allen, Florida Department of Education Paula Shea, Florida Department of Education Carol Calfee, Santa Rosa Public Schools Steve Sharp, Escambia Public Schools Frank Zenere, Miami-Dade Public Schools

3 2-5 Days29 Districts 6-10 Days24 Districts Days11 Districts Days 3 Districts Effect on Florida Schools: Number of Days of School Closings

4 Florida Department of Education State Emergency Operations Center DOE is a visible partner in Florida’s EOC DOE buddy system links a single point of contact with each district Provided Mission Tracking/ Problem Solving, such as Expediting Fuel Deliveries to Schools Following Frances and Ivan

5 Emergency Contact Center Provided Disaster Information to Students and Staff Statewide, such as: School Closings/Openings Created Single Point of Contact for DOE Officials to Contact Assigned DOE “Buddies” Florida Department of Education

6 Protection of DOE Facilities Single DOE Point-of-Contact for Each Impacted Institution or School District Central Review/Verification of Incoming Information to Ensure Accuracy Program-Specific Assistance with Issues Such as Sources of Food Commodities, Facility Assessments, Mutual Aid, Securing of Relocatable Classrooms, Health and Safety Questions, Securing of Bus Drivers, Bus Parts, etc. Other Florida Department of Education Disaster-Related Activities Florida Department of Education

7 Colleges and Universities Aid to Campuses Aid to Communities State University System Responded with Resources, Experts and Recovery Teams Students, Faculty, and Staff Volunteered Statewide University of West Florida Took Direct Hit from Ivan  Campus Closed for over Two Weeks Florida Department of Education

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11 Florida’s Response: Hurricane Displaced Students Florida Department of Education

12 Evacuees in Florida Shelter numbers increased. Shelter numbers increased. Hotels were at capacity. Hotels were at capacity. Schools had students coming in to enroll. Schools had students coming in to enroll.

13 Executive Order Toll-Free Hotline for Displaced Students Toll-Free Hotline for Displaced Students Immunization Requirement Waiver Immunization Requirement Waiver Exceptional Students - IEP Exceptional Students - IEP In-state Tuition In-state Tuition Class Size Exception Class Size Exception Temporary Teacher Certification Temporary Teacher Certification

14 Displaced Students Displaced Students 60 of 67 Florida Counties received displaced students from Katrina and Rita. 60 of 67 Florida Counties received displaced students from Katrina and Rita. 17, 776 Displaced Students were enrolled in K-12 schools 17, 776 Displaced Students were enrolled in K-12 schools

15 Displaced Students Displaced Students 1,461 Students were in Special Education 1,461 Students were in Special Education 1,547 Enrolled in Private Schools 1,547 Enrolled in Private Schools

16 Escambia 1,875 Students Okaloosa 1,844 Students Duval 1,414 Students Bay 1,413 Students Dade 1,320 Students

17 Data Conversion Data Conversion 15-Member FLDOE Team 15-Member FLDOE Team Within 2 Weeks – Process was developed for conversion Within 2 Weeks – Process was developed for conversion “Crosswalk” for School Districts developed for use via the Internet. “Crosswalk” for School Districts developed for use via the Internet. Shared with other Agencies. Shared with other Agencies.

18 Appropriate Education Placement Appropriate Education Placement Cost Savings to the State Human Impact

19 Hurricane Preparedness, Response & Recovery: Santa Rosa and Escambia Counties Hurricane Ivan ~ September 2004 Tropical Storm Arlene ~ June 2005 Hurricane Dennis ~ August 2005 Escambia County School District Superintendent Jim Paul Pensacola, Florida Santa Rosa School District Superintendent Johnny Rogers Milton, Florida

20 Steven F. Sharp Division Chief Security, Safety & Emergency Ops Escambia District 51 East Texar Drive Pensacola, FL Steven F. Sharp Division Chief Security, Safety & Emergency Ops Escambia School District 51 East Texar Drive Pensacola, FL Presented By: Carol Calfee Director of Federal Programs Santa Rosa School District 5086 Canal Street Milton, FL

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22 Hurricane Ivan Statistics Classified upper category 3 storm Classified upper category 3 storm Hurricane force winds for 13 hours: Sustained wind at 130 mph, with stronger bands Hurricane force winds for 13 hours: Sustained wind at 130 mph, with stronger bands Very slow, very large – 29 hours of storm conditions Very slow, very large – 29 hours of storm conditions 16-foot storm surge 8 miles north of the coast into bays and bayous 16-foot storm surge 8 miles north of the coast into bays and bayous

23 Impact on Utilities Electricity Electricity Portions of communities without power for months Portions of communities without power for months Most major power out 2 – 3 weeks Most major power out 2 – 3 weeks Water Water Water system in majority of Escambia County out for over a week Water system in majority of Escambia County out for over a week No potable water available for even longer No potable water available for even longer Sewage Sewage Main sewage treatment plant serving majority of Escambia population damaged by storm surge Main sewage treatment plant serving majority of Escambia population damaged by storm surge Sewage system inoperable for over a week in large portion of Escambia Sewage system inoperable for over a week in large portion of Escambia Communications Communications Phone, cell phone, fax, , television, radio inoperable for extended period Phone, cell phone, fax, , television, radio inoperable for extended period Local broadcast radio was the first return Local broadcast radio was the first return

24 Impact on Transportation 40-foot wave destroyed I-10 bridge 40-foot wave destroyed I-10 bridge Other major roads & bridges closed, isolating community from rest of Florida Other major roads & bridges closed, isolating community from rest of Florida Hundreds of local roads clogged with debris and flood water Hundreds of local roads clogged with debris and flood water

25 School District Impact Ivan Damage: Santa Rosa- $21 million Escambia - $75 million Dennis Damage: Santa Rosa - $3.5 million Escambia - $6 million Debris Removal: Escambia Ivan 31,000 cubic yards, $2.5 million Escambia Dennis 12,483 cubic yards, $981,660 Thousands of students significantly impacted Hundreds of staff lost homes or suffered severe damage Lost school days – Ivan: Escambia – 19 Santa Rosa – 17 Lost school days – Dennis: Escambia – 4 Santa Rosa –4

26 Emergency Operations Shelter Operations Response and relief support Public safety operations Distribution centers, (P.O.D.S.) Responder staging/housing, i.e. National Guard, power companies, public safety agencies, church relief organizations, etc. Professional and technical assistance

27 Lessons Learned Response & Initial Recovery

28 Shelter Operations Shelter Operations Ensure shelter management team knows what part of facility is designated as shelter space Ensure shelter management team knows what part of facility is designated as shelter space MOU with Red Cross with clear understanding of responsibilities and expectations MOU with Red Cross with clear understanding of responsibilities and expectations Shelter management training for school administration Shelter management training for school administration Specify expectations re: closing and consolidation of shelters to transition school back to education operation Specify expectations re: closing and consolidation of shelters to transition school back to education operation Have two management teams for each shelter in event of extended operations Have two management teams for each shelter in event of extended operations Provide adequate and multiple means of communication with shelters Provide adequate and multiple means of communication with shelters Emergency Operations

29 Recalling staff when they had significant damage to their own homes Recalling staff when they had significant damage to their own homes Care and feeding of maintenance staff and families Care and feeding of maintenance staff and families Initial damage assessment - life safety and initial documentation Initial damage assessment - life safety and initial documentation Extended work hours Extended work hours 24/7 shelter support 24/7 shelter support Emergency generators Emergency generators Pre-storm agreements with critical contractors and vendors Pre-storm agreements with critical contractors and vendors Ensures the schools are on top of their response list Ensures the schools are on top of their response list Locks in cost of initial repair work Locks in cost of initial repair work FEMA guidelines FEMA guidelines Lack of contractors, building materials, supplies, increased costs Lack of contractors, building materials, supplies, increased costs Getting buildings sealed up and dried out is critical re: mold remediation and prevention Getting buildings sealed up and dried out is critical re: mold remediation and prevention Maintenance & Facilities Management

30 Food Service Establish agency contacts for supporting extended feeding at shelters and supplying mobile canteens Salvaging food and supplies – transferring refrigerated food to available functioning coolers – manpower & transportation Disposing of spoiled food – manpower required to move a lot of supplies Distribute food before it goes bad

31 Transportation Do not allow drivers to take buses home, have them parked in central SAFE locations Do not allow drivers to take buses home, have them parked in central SAFE locations Assessing fuel supply is critical in relation to assuring future deliveries Assessing fuel supply is critical in relation to assuring future deliveries Assess safety and availability of routes prior to announcing opening of schools Assess safety and availability of routes prior to announcing opening of schools Design alternate routes (for destroyed neighborhoods) Design alternate routes (for destroyed neighborhoods) Determine impact of students left homeless or forced to move because of hurricane damage – FEMA housing centers Determine impact of students left homeless or forced to move because of hurricane damage – FEMA housing centers Computerized routing system – no power Computerized routing system – no power

32 Human Resources Locating displaced personnel Locating displaced personnel Tiered recall of critical employees Tiered recall of critical employees Determining basic needs of impacted employees – colleague support system Determining basic needs of impacted employees – colleague support system Modified work schedules Modified work schedules Make-shift phone banks Make-shift phone banks Long-term modified schedules of employees suffering significant damage/impact and/or Post Traumatic Stress Disorder (PTSD) Long-term modified schedules of employees suffering significant damage/impact and/or Post Traumatic Stress Disorder (PTSD)

33 Finance Cash flow! Cash flow! Loss of power – no paychecks – run payroll prior to shut down of system and storm Loss of power – no paychecks – run payroll prior to shut down of system and storm Alternate plan for distribution of paychecks – regional paycheck distribution points Alternate plan for distribution of paychecks – regional paycheck distribution points Access to remote computer servers Access to remote computer servers

34 Initial Post Storm Response Make decisions based on sustaining life and health – you can ask for forgiveness later Make decisions based on sustaining life and health – you can ask for forgiveness later Determine pre-arranged meeting locations and time for critical/senior staff Determine pre-arranged meeting locations and time for critical/senior staff Shelter for critical district staff Shelter for critical district staff Communicating with community Communicating with community The community needs information after a major disaster, everyone has a sense of familiarity with our schools The community needs information after a major disaster, everyone has a sense of familiarity with our schools School resuming is a big step to assuming some sense of normalcy, “Is football season going to be cancelled?” School resuming is a big step to assuming some sense of normalcy, “Is football season going to be cancelled?” Provide limited fuel ration for district staff required to work in initial recovery efforts Provide limited fuel ration for district staff required to work in initial recovery efforts

35 Lessons Learned Long Term Recovery

36 Multi-Hazard Planning

37 2 years later……Improvements! Infrastructure Improvements Infrastructure Improvements Gasoline, contracts, roofs, generators, power lines, flag poles, ITV towers, vendor disaster plans, pre- storm mitigation routines, etc. Gasoline, contracts, roofs, generators, power lines, flag poles, ITV towers, vendor disaster plans, pre- storm mitigation routines, etc. Planning Improvements Planning Improvements Advanced planning and coordination Advanced planning and coordination Pre-disaster agreements with vendors Pre-disaster agreements with vendors Chairs in the EOC Chairs in the EOC County Disaster Housing Plan County Disaster Housing Plan

38 Moving on up…

39 2 years later…improvements Collaborations Galore! Collaborations Galore! Faith-based community Faith-based community Long Term Recovery Committees Long Term Recovery Committees Community Emergency Response Teams Community Emergency Response Teams Confidentiality barriers (somewhat) overcome Confidentiality barriers (somewhat) overcome Sharing Sharing Information and resources Information and resources Services Services Resources Resources Maximizing funds Maximizing funds

40 2 years later…Improvements Student sensitivity and role in disaster preparedness and response Student sensitivity and role in disaster preparedness and response Participation in response efforts Participation in response efforts “When the Hurricane Blew” “When the Hurricane Blew” Red Cross Project for the elderly Red Cross Project for the elderly Donations to Hurricane Katrina and Rita victims! Donations to Hurricane Katrina and Rita victims! Welcoming the evacuees Welcoming the evacuees

41 RIGOROUS McKinney-Vento Program Community collaboration beyond just homeless network Community collaboration beyond just homeless network McKinney Vento Rights McKinney Vento Rights Mental Health & Academic Needs Mental Health & Academic Needs Confidentiality Barriers Confidentiality Barriers Upcoming publication: Upcoming publication: A McKinney-Vento Toolbox: Constructing a Robust and Rigorous McKinney-Vento Program, In Case of Disaster and Every Day (NAEHCY) A McKinney-Vento Toolbox: Constructing a Robust and Rigorous McKinney-Vento Program, In Case of Disaster and Every Day (NAEHCY)

42 Continuing Issues and Unexpected Results Population of students Population of students Increase in immigrant population Increase in immigrant population Personnel Shortages Personnel Shortages Bus drivers Bus drivers Teachers Teachers Contractors Contractors

43 Impact on Housing 1 in 5 apartment units 1 in 5 apartment units 879 multi-family homes 879 multi-family homes 3,409 mobile homes 3,409 mobile homes 3,254 homes destroyed or uninhabitable 3,254 homes destroyed or uninhabitable 23,196 housing units damaged or destroyed (46.9% of county’s housing stock) 23,196 housing units damaged or destroyed (46.9% of county’s housing stock)

44 Long Term Recovery/Risk Management Coverage that is broad, multi-company! Adjustors survey dozens of schools in short time period Request advance in funds to start repairs – school board involvement Flood insurance on high risk schools (collaboration with Mitigation planning) Documentation

45 Continuing Issues Financial Loss Financial Loss Local projects on hold Local projects on hold Hidden expenses (i.e., replacing ESE equipment) Hidden expenses (i.e., replacing ESE equipment) FEMA paperwork – time and personnel strain FEMA paperwork – time and personnel strain FEMA audit FEMA audit Mental health Mental health Students Students Adult “Compassion Fatigue” Adult “Compassion Fatigue”

46 Be prepared to think outside the box, as it will either float away with the storm surge or was blown into the next county Be prepared to think outside the box, as it will either float away with the storm surge or was blown into the next county Make a decision… it’s about survival Make a decision… it’s about survival School systems ARE critical first responders! School systems ARE critical first responders! A strong relationship with local and state public safety officials is critical A strong relationship with local and state public safety officials is critical Institute geographic response plan triggers, (latitude/longitude), instead of time-based Institute geographic response plan triggers, (latitude/longitude), instead of time-based Community-wide disasters change all of the rules – new “normal” - and may be indicative of terrorism activities. Community-wide disasters change all of the rules – new “normal” - and may be indicative of terrorism activities. Early dismissal of schools may have saved lives! Early dismissal of schools may have saved lives! Lessons Learned

47 Back-up POWER systems should be installed for all “core” functions – data processing, food service, maintenance, central office, and schools designated as shelters. Back-up POWER systems should be installed for all “core” functions – data processing, food service, maintenance, central office, and schools designated as shelters. Communications: multi-layered planning is critical. Communications: multi-layered planning is critical. Planning needs to include biggest picture over longest time for all 4 phases (prevention, preparedness, response, and recovery). Planning needs to include biggest picture over longest time for all 4 phases (prevention, preparedness, response, and recovery). Schools are a critical part of the community’s infrastructure. A return to normal for the school district indicates a return to normal for the community. Schools are a critical part of the community’s infrastructure. A return to normal for the school district indicates a return to normal for the community. Balancing the decision to quickly open schools is difficult when you are dealing with the safety, security and mental health of students and staff. Balancing the decision to quickly open schools is difficult when you are dealing with the safety, security and mental health of students and staff. Lessons Learned

48 Trying to Reason with Hurricane Season

49 Florida Hurricanes: Lessons for the Future! Presented by: Frank Zenere, Ed.S. School Psychologist Miami-Dade Public Schools

50 FLORIDA HURRICANES: LESSONS FOR THE FUTURE Historical view Historical view Seven hurricanes and two tropical storms over last two year period Seven hurricanes and two tropical storms over last two year period Impact of multiple storm experiences Impact of multiple storm experiences

51 Raise student awareness of potential disasters Raise student awareness of potential disasters Provide disaster preparation and mitigation education for students and families Provide disaster preparation and mitigation education for students and families Develop inter-district and inter-agency agreements that foster sharing of human and material resources Develop inter-district and inter-agency agreements that foster sharing of human and material resources FLORIDA HURRICANES: LESSONS FOR THE FUTURE

52 Provide training for school mental health professionals and instructional staff that will assist post-disaster student coping and recovery Provide training for school mental health professionals and instructional staff that will assist post-disaster student coping and recovery Develop academic enrichment activities for student use during periods of school closure (Emergency Youth Education Plan) Develop academic enrichment activities for student use during periods of school closure (Emergency Youth Education Plan) Utilize instructional personnel in determining the post- disaster status of students and families Utilize instructional personnel in determining the post- disaster status of students and families Conduct student/family/staff needs assessment Conduct student/family/staff needs assessment FLORIDA HURRICANES: LESSONS FOR THE FUTURE

53 Assess student and family needs in school-based shelters Assess student and family needs in school-based shelters A school district representative should be present at all FEMA Disaster Recovery Centers to provide information A school district representative should be present at all FEMA Disaster Recovery Centers to provide information Utilize auditory/visual media to provide parents with guidance in assisting post-disaster recovery and coping of children and youth Utilize auditory/visual media to provide parents with guidance in assisting post-disaster recovery and coping of children and youth Utilize school mental health professionals as consultants, advocates, trainers and interventionists Utilize school mental health professionals as consultants, advocates, trainers and interventionists FLORIDA HURRICANES: LESSONS FOR THE FUTURE

54 TIPS FOR TEACHERS Remain calm and reassuring Remain calm and reassuring Acknowledge and normalize feelings and reactions Acknowledge and normalize feelings and reactions Provide opportunities for children to share their concerns Provide opportunities for children to share their concerns Promote and praise positive coping and problem solving skills Promote and praise positive coping and problem solving skills Involve children in recovery-oriented activities and projects Involve children in recovery-oriented activities and projects Lazarus, Jimerson and Brock, 2003 FLORIDA HURRICANES: LESSONS FOR THE FUTURE

55 For displaced children, investigate resources to allow a return to activities they previously enjoyed. For displaced children, investigate resources to allow a return to activities they previously enjoyed. Talk to displaced children about how they would like to handle questions from new friends about their hurricane experience. Talk to displaced children about how they would like to handle questions from new friends about their hurricane experience. Displaced adolescents may want to reconnect with extracurricular activities (sports, dance, band, etc.). Displaced adolescents may want to reconnect with extracurricular activities (sports, dance, band, etc.). College bound students may have some special concerns following relocation. College bound students may have some special concerns following relocation. University of Oklahoma Health Science Center, 2005 FLORIDA HURRICANES: LESSONS FOR THE FUTURE

56 Tips for Counseling Professionals: Utilize psychological first aid principles Utilize psychological first aid principles Provide individual, group and classroom interventions Provide individual, group and classroom interventions Create a drop-in counseling center Create a drop-in counseling center Make connections/referrals with community- based mental health resources Make connections/referrals with community- based mental health resources Be sensitive to emerging and longitudinal reactions that require attention Be sensitive to emerging and longitudinal reactions that require attention

57 Sharing Information Steve Sharp and Paula Shea

58 Escambia Education Recovery Team Steve Sharp, Escambia County Schools The School District of Escambia County, Florida Jim Paul, Superintendent of Schools

59 EERT TEAM COMPOSITION Escambia Educational Recovery Team Team Leader Risk Management, Insurance & FEMA Coordination Curriculum & Instruction - Adaptive Education Options Specialist FEMA Liaison, FEMA Guidelines and Project Worksheet Expert Curriculum & Instruction - Adaptive Education Options Specialist Emergency Management, Security, Safety, Shelter Operations, Paramedic Maintenance & Facilities Coordination – Recovery Contractor Expert Transportation – Vehicle Recovery and Student Transportation Expert Information Technology/ Communications – Network and Communications Systems Recovery Expert Food Service Specialist, USDA Expert Finance, Payroll, Recovery Accounting Psychological Services – Staff & Student Reintroduction

60 Biloxi Public Biloxi Public Long Beach Long Beach Bay St. Louis Bay St. Louis Hancock Hancock Harrison Harrison Jackson Co Jackson Co St. Martin St. Martin Ocean Springs Ocean Springs Pascagoula Pascagoula Poplarville Poplarville SCHOOL DISTRICTS THAT EERT ASSISTED IN Moss Point Moss Point St. George St. George Hattiesburg Public Hattiesburg Public Petal Petal Pass Christian Pass Christian Gulfport Gulfport Green County Green County George County George County Lamar Lamar Escambia Educational Recovery Team Mississippi: Louisiana: Orleans Parish, La. Orleans Parish, La. St. Bernard Parish, La. St. Bernard Parish, La.

61 The Escambia Educational Recovery Team is dedicated to the recovery and preservation of educational processes disrupted by disasters

62 The EERT is a fully self-contained team complete with all essential logistics and support equipment. The team can operate independent of the affected area agencies so as not to burden those in need of our assistance. The EERT is a fully self-contained team complete with all essential logistics and support equipment. The team can operate independent of the affected area agencies so as not to burden those in need of our assistance. Escambia Educational Recovery Team

63 EERT SUPPORT VEHICLES Escambia Educational Recovery Team

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66 EERT SERVICES On-Scene Recovery Consultation On-Scene Recovery Consultation Pre-event Preparedness and Technical Assistance Pre-event Preparedness and Technical Assistance Post-event Technical Assistance Post-event Technical Assistance Crisis Management/Mitigation Workshops Crisis Management/Mitigation Workshops

67 On-Scene Recovery Consultation  Facility Recovery  Education Process Impact Assessment and Recovery  Student/Staff Psychological Services  Operations Recovery  Organizational Communication (Pre and Post Event)  Shelter and Inter-Agency Management (EOC, Red Cross)  Financial Recovery (Insurance & FEMA)  Documentation and Recovery Agency Coordination  Adaptive Education Alternatives (Tent and Modular Schools) Escambia Educational Recovery Team

68 Facility Recovery High Water Mark Shifted Structure Escambia Educational Recovery Team

69 Education Process Impact Assessment and Recovery “This Team Is A Godsend – Thank you!” - Kim Stasny, Superintendent: Bay St. Louis School District

70 Financial Recovery (Insurance & FEMA) Escambia Educational Recovery Team

71 Organizational Communication (Pre and Post Event)

72 WE CAN BE A RESOURCE WHEN IT’S OVERWHELMING AND YOU’RE NOT SURE WHERE TO START Escambia Educational Recovery Team

73 Water Line at Gorenflo Elementary in Biloxi. Six feet of water throughout the entire school. Escambia Educational Recovery Team

74 A message from a principal to one of his teachers. Escambia Educational Recovery Team

75 Nichols Elementary School in Biloxi The school Media Center had about a foot of mud mixed with the remaining books. 10 foot water line in every room of the school Escambia Educational Recovery Team

76 Pass Christian – 4 of 5 Schools Totally Destroyed

77 Student/Staff Psychological Services

78 Long Beach, Mississippi – Estimated 30+ Foot Wall of Water Gutted Schools

79 “Communities don’t truly begin to recover from disasters until students are back in school.” - Florida Governor Jeb Bush in the aftermath of Hurricane Ivan “Recovering communities need to feel a sense of normalcy returning – re-opening schools is often the first step back.” - John Winn, Florida Commissioner of Education

80 Operations Recovery

81 Documentation and Recovery Agency Coordination

82 Escambia Educational Recovery Team Re-Opening Schools Can Restore Community Spirit

83 E.E.R.T. Web Site E.E.R.T. Web Site

84 Restoring The Education Process Escambia Educational Recovery Team

85 Hope

86 Questions?

87 Florida Team Contact Information Lorraine Husum Allen Director, Office of Safe Schools Florida Department of Education 325 West Gaines St., Room 501 Tallahassee, FL Phone: Carol Calfee Director of Federal Programs Santa Rosa School District 5086 Canal St., Milton, FL Phone: Steven F. Sharp Division Chief Security, Safety & Emergency Ops Escambia School District 51 East Texar Drive, Pensacola, FL Phone: Paula Shea Emergency Management and Domestic Security Liaison Commissioner's Office Florida Department of Education 325 West Gaines Street, Room Tallahassee, FL Phone: Frank Zenere School Psychologist Miami-Dade County Public Schools Division of Student/Career Services 1500 Biscayne Boulevard, Suite 341 Miami, Florida Phone:


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