1. Tampa Bay Harbor Safety & Security Committee
Serving the Ports of Tampa, Port Manatee & St. Petersburg
Port Heavy Weather
Advisory Group
(PHWAG)
The Port Heavy Weather Advisory Group is a sub-committee of the Tampa Bay Harbor Safety & Security Committee which serves the three port within Tampa Bay.

2. Before PHWAG Decision Making Process
Primary - US Coast Guard 7th District
Secondary - Captain of the Port, Tampa
Decision Based on Limited Information
Gathered Outside of AOR (Area of Responsibility)
Based upon USCG’s Limited Ability to Respond
Decision Timeliness – Critical Point
Too Early
Too Late
Before the formation of the Port Heavy Weather Advisory Group in 1997, the decision of how to implement the heavy weather plan came form the US Coast Guard 7th District Command. Very often when Miami was threatened, Tampa which had no threat was order closed. When Tampa was directly threatened with a storm, the Captain of the Port would need to acquire authority to act from District Command in Miami.
Thus the decision made for Tampa Bay was based on limited information. District Command would gather information. Unfortunately, many of the problems evident to the Tampa Bay maritime community was not evident in Miami. Furthermore, since a clear view of Tampa Bay can’t be acquired from a single location, the Captain of the Port was also unaware of certain limitations or problems encountered in preparing for a storm. This meant that any decision to implement any part of a heavy weather contingency plan was based more upon the Coast Guard’s ability to respond rather than the entire maritime community.
In most cases the decisions were either made too early or too late as was the case with Tropical Storm Josephine which was the stimulus for forming the Port Heavy Weather Advisory Group.

3. (Consistent Method of Determining Port Evacuation Order)
Where Are We Now?
(Consistent Method of Determining Port Evacuation Order)
Decision Making Process
Port Heavy Weather Advisory Group
COTP Tampa
Decision Foundation
Critical Risk Factors
Awareness of Needs
Limitation of Resources
Decision Element
Local Focus
Timely Application
Today all decisions for the maritime community are based on the recommendations from PHWAG and made by the COTP Tampa. Each action order by the COTP is based on the critical risk to the port and vessel within the port, an awareness of the needs of the community, and with regards to the limitation of resources including logistical concerns. Finally, each decision made by the COTP made in a timely fashion based on the all the information available.

4. Tampa Bay Port Heavy Weather Advisory Group
Key Maritime Stakeholders
Primary Purposes
Review & evaluate the effectiveness of Tampa Bay Port Heavy Weather Contingency Plan & make recommendations for improvements;
Identify critical infrastructure and maritime industry issues to facilitate the securing or reopening of the port.
Advise the COTP of critical risk factors to port and vessel operations relating to tropical storms or hurricanes.
What is the Port Heavy Weather Advisory Group? It is a committee made up of key maritime stakeholders whose expertise and local knowledge are relied upon by the Captain of the Port to make sound decisions as to the securing and reopening of the port. When a storm is 72 hours out or as soon as a potential threat becomes imminent, the PHWAG calls a meeting to evaluate the forecast to asses the threat it poses, identify critical infrastructure and other maritime issues, and then advises the COTP of the critical risk factors to the port and vessels operations.

5. PHWAG Decision Making Model
Analyzes the Critical Risk Factors:
weather, vessels, berths, facility operations, hazardous materials, resources available
Determine Appropriate Course of Action:
none; control traffic; cease all traffic
Recommendation to COTP:
No Evacuation
Partial Evacuation
Complete Evacuation & Cessation of Vessel Traffic and Transfer Operations
The decision making model used by the Port Heavy Weather Group follows essentially three basic steps. First the an analysis of the critical risk factors is made. Then a determination is made as to the appropriate action. Finally a recommendation is made to the COTP. A detailed flow of this decision making model is presented in your handouts.

6. What is Considered in Controlling
Vessel Traffic
Evaluation Of Evasion Routes
The first step in analyzing the risk factor is to look at the storm forecast. PHWAG uses the latest version of HURRTRAC Pro, a forecast analysis tool, to asses the storms threat.

7. 1 Jun - Nov 30 Hurricane Seasonal Alert
The table below provides each of the Port Hurricane Conditions Used by the COTP.
Port Hurricane
When Set
Condition
Condition IV
1 Jun - Nov 30 Hurricane Seasonal Alert
(Return to this condition after storm passage)
Condition Whiskey
Arrival of sustained gale force winds anticipated within 72 hours
Condition X-Ray
Arrival of sustained gale force winds anticipated within 48 hours
Condition Yankee
Arrival of sustained gale force winds anticipated within 24 hours
Condition Zulu
Arrival of sustained gale force winds anticipated within 12 hours
The table below provides the potential orders the COTP may issue.
Port Hurricane
Potential Action
Condition
Condition IV
Recommend preparations for hurricane season
Condition Whiskey
No action, control traffic, suspend vessel traffic
Condition X-Ray
Condition Yankee
No action, control traffic, suspend vessel traffic, suspend cargo operations
Condition Zulu
All traffic and cargo operations suspended (mandatory action)
Based upon the forecast, the PHWAG will recommend the Captain of the Port to set a Port Hurricane Condition
The top table explains the criteria for setting these conditions. Notice that on the approach of a storm, a Condition will indicate that gale force winds are expected within so many hours. For instance, when Condition X-Ray is set, it means that winds are anticipated to arrive within 48 hours. Within 48 hours means that it could arrive anytime within the next 48 hours. So far as planning is concerned, plan for the unexpected. As we have all experienced over the past several seasons, storms may accelerate or they may stall. Hurricane forecasts still have a considerable error especially in the area of storm intensity and speed of advance.
One fact that is very important to understand is the setting of Hurricane Conditions. It does not necessarily have to follow a sequential order. For instance, with the setting of Hurricane Condition Yankee, winds are expected within 24. Just because we went Condition Yankee doesn’t mean we will go to Condition Zulu. If the storm changes direction or falls apart we may go to Condition IV from Yankee.
Looking at the bottom table, each Hurricane Condition shows what a port user can expect when the Captain of the Port sets a particular Hurricane Condition. Because his aim is to maximize safety while minimizing the economic impact, the plan provides a fair range of flexibility. The COTP may impose no action on vessel movements, control vessel traffic, or suspend vessel traffic. The restrictions placed on vessel movements will depend on the severity of the storm and its projected. Please note if Condition Zulu is set all traffic and cargo operations will be suspended. So for planning purposes, you must always be aware that once Zulu is set all action on the water stops.

8. When Is the Port Closed? 3 Stages Towards Port Closure
1 – Vessel Movements & Cargo Transfers
2 – Facility and Terminal Closure
3 – EOC Orders Evacuation
Stopping of traffic or vessel cargo operation doesn’t mean the port is closed.
One of the greatest causes of confusion is the phrase, “the port is closed.” Very often when vessel traffic is stopped people refer to this situation as the port is closed. For the port to be truly closed three processes or stages must take place. First, vessel movements & vessel cargo operations must be ordered stopped by the Captain of the Port. Second, facilities and terminals determine when to close based on the individual heavy weather plans. And finally, when the EOC orders an evacuation of low lying areas all landside traffic must cease to ingress and egress the port. So please remember that when vessel traffic and vessel cargo operations have been terminated, it doesn’t mean the port is closed.

9. Determining the Need to Control Vessel Traffic & Port Operations
Storm Location and Path
Current State of the Sea
Wave Forecast
Vessel Information
Having Established a Port Hurricane Condition, PHWAG must decide whether to recommend the control traffic and to what extent. As Tampa Bay is not considered a safe port of refuge during a hurricane, the critical risk factors may dictate that vessel movements into the port need to stop and vessels in the port need to evacuate. Of course it is just as dangerous to life and property if a vessel is put out in the face of a storm, as riding out a storm is a recipe for disaster. PHWAG also considers the need for the port to be secured from flying missiles and potentially polluting substances. When this becomes a risk, a recommendation is also made to stop port operations involving the transfer cargo between terminal and vessel.

10. Vessel Traffic Management Movement Stops – Movement Starts
Maximize Efficiencies & Minimize Economic Impact
Prioritize Vessels by Cargo, Delay Time, Tides, Speed, etc.
Establish Queue based on Needs of Port, Logistics of Resources, and Maximization of Traffic Flow
Vessel Must Have CG Control # for Entry or Re-Entry
When vessel traffic controls are recommended to the COTP, the goal is to maximize efficiencies, including safety, and to minimize the economic impact. The imposition of traffic controls by the COTP often results in various questions with regards to port operations.

11. What if a Major Hurricane Strikes?
The ports of Tampa Bay are essential for recovery of the surrounding communities.
The surrounding communities are essential for the recovery of the ports of Tampa Bay.
Another issue of importance is the relationship between the port community and the surrounding communities should we be hit by a major hurricane. An expeditious recovery can only be accomplished if we understand that there needs to be a cooperative approach. Both the maritime community and the surrounding communities have the knowledge and resources which are essential to their mutual recovery.

12. Restoring the Infrastructure of the Community
Critical Factors
Exchange of Information – Timely & Factual
Cooperation/Partnership
Priorities Based upon Maximizing Recovery Efforts
Decision Making
At Local Level
Impact on Overall Recovery Effort
In the post storm recovery, how we function in a unified effort in restoring the infrastructure of the community will determine the time it will take to reach normalcy. It is imperative that information is readily exchanged as this is the vital tool. The exchange of information must be timely and factual to expedite the recovery of the local gov’t structure and implement the recovery effort. Information relating to the extent of damage, the immediate needs, and the resources available to help mitigate further loss is vital in the initial response. Cooperation within the whole Tampa Bay area will become essential. The partnership of effort to mitigate further loss should be a high priority. The port areas stores products that are essential to our overall recovery of our area but at the same time, if not properly contained, can cause further harm and under the right circumstances dramatically prolong the recovery. There will be a need to establish priorities based on maximizing of the recovery efforts. Everyone will want their domain restored first. However, it is far better to concentrate our efforts on those items which will restore our lives and our economy in the most expeditious manner. Once the information has been gathered, partnerships formed, and the priorities established, the decisions which are made should come at the local level. Knowledge of the local resources, needs, and logistical limitations can only come from the local level. With information from the stakeholders sound decisions can be made that will benefit the recovery of the entire community.

13. Lessons Learned – Best Practices
Identified the Lack of a Seaport Management System to address the Preparation & Recovery
Identified the Lack of Tiered System to Address Power Restoration to the Maritime Community
Identified the Need to Establish Contracts with Outside Vendors (Pros/Cons)
Must Implement System for Granting Immediate Access for First Responders – Maritime Facilities
Overall - Must Have an Unified Approach
Our experience here in the Tampa Bay area in recent years as well as the lessons learned from the victims of Hurricanes Katrina, Rita, and Wilma have added to our knowledge base of best practices. One key lesson learned is that maritime community can’t provide petroleum or any other needed product if the terminals or facilities are without power. Another potent lesson is that we may not rely exclusively upon our own resources and therefore we need to establish business relationships with outside vendors to assure continuation of operations even if at only a minimum level. Another crucial lesson is that every effort should be made to assure first responders gain immediate access to the port area as mitigation of potential problems is essential to avoid undo delays in recovery.

14. PHWAG – Partner for Success “Safe Passage Throughout Tampa Bay”
As you can see from the statistics provided in this screen, the ports of Tampa Bay are not only vital to the economy of this area but also to the entire state of Florida. If we are to maintain this prominent position in Florida’s economy we must make sure we are all prepared for hurricane season and that when a storm approaches or in the aftermath of a storm everyone carries out their responsibilities towards keeping our ports viable.
60 Million Tons of Cargo
~ 50% of all seaborne commerce passing through the state
~ 50% of Florida’s Fuel Supply
5.7 billion gallons of Petroleum Products
~ 50 % of Florida Hazardous Chemicals
~ 800,000 Cruise Passengers

15. Questions?