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[EMERGENCYACTIONPLAN(EAP) 1
EmergencyActionPlan(EAP) 1
Approvedby:______________________
Date:
ABSTRACT
TheseguidelinesaredesignedforWPOA,BrownCounty,theStateofOhioandFederalagenciestogenerallyfollowtocoordinateandexpeditedecisionsneededduringanemergencytoreturntheaffectedfacilitiestotheirformeroperatingconditions.Thedocumentcontainsthepurpose,goalsandanoverviewofthelogic,timing,andresponsiblepartiescontributingtothetimelydecisionmakingthatisrequiredtoaccomplishthegoals.Adetailedlistofstepsandresponsiblepartiesforthosestepsareincluded.AperiodicreviewofthismaterialistoensurethatitisupdatedasrequiredbyWPOABoardmembersandmembershiptoensurethattimelydecisionsaremade.
EmergencyActionPlan(EAP)LakeWaynokaPlanningProcessStepsAddendum1toEarthenDamReport
TerryBorgmanJune8,2019
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IntentionallyBlank
[EMERGENCYACTIONPLAN(EAP) 3
EmergencyActionPlan(EAP) 3
TableofContentsVision .................................................................................................................................................... 4Purpose ................................................................................................................................................ 4Goals&Objectives ............................................................................................................................ 4ProcessStepsNarrative.................................................................................................................. 5FlowChart ........................................................................................................................................... 6ResponsibilityMatrix ...................................................................................................................... 7Schedule............................................................................................................................................... 8PlanningActivity205:Decision1EventNotification .......................................................... 9PlanningActivity208:LakeInterface&MediaControl.....................................................10PlanningActivity91:MembershipDiscussion ....................................................................11PlanningActivity12:InvestigationofIssue .........................................................................12PlanningActivity207:ExternalNotifications.......................................................................13PlanningActivity92:MembershipFinanceVotingDiscussion......................................14PlanningActivity13:EngineeringSolutions ........................................................................16PlanningActivity14:EngineeringDocuments ....................................................................17PlanningActivity56:PrepareBidDocuments.....................................................................18PlanningActivity77:ConstructionBidsSubmitted...........................................................19PlanningActivity114:EngineeringPermitting...................................................................20PlanningActivity87:MembershipVote.................................................................................21PlanningActivity42:WPOADecision2ProceedwithFinancing ..................................22PlanningActivity47A:FinanceCommitteeRecommendations:Assessments .........23PlanningActivity47B:AdvisoryandFinanceCommitteeRecommendations..........24PlanningActivity52:WPOADecision3(Bids,Finance,PermitEvaluation) ..........25PlanningActivity88:WPOADecision4AwardContract .................................................26PlanningActivity206:FacilityOperational..........................................................................27
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LakeWaynokaEAP-EmergencyActionPlan
Vision• WPOAdoesnothaveacomprehensivewrittenplantohandleemergencies.• ThisprocessfillsthatneedforthemembershipandtheWPOABoard.
Purpose• Tobepreparedtoprovidedirectionsinatimelymanner• ToprovideguidancetothreedecisionActionGroups• TounderstanddecisionsActionGroupsneedtomake• TodefineactionsneededforeachActionGroup• ToprovideInformationsothatthenextgroupcantakeactionsneeded
Goals&Objectives• Emergencyactionsshouldtakeplaceinasafe,timelyandcost-effective
manner.• Delaysinactiondecisionscouldcostlives,orresultinadditionalcosttothe
WPOAmembership• WPOAGM(GeneralManager)shallcoordinateactionactivitiestorestore
thefacilitiesimpactedbytheemergency.• ActionDecisionGroups
• ExternalAgenciesareODNR,BrownCounty911CommunicationsCenter,LocalFireandPoliceDepartments,EPA,BrownCountyEMA,CincinnatiHAZMATservices,Sardinia/RussellvilleSquadservices,BuildingPermitagencies
• Engineering/TechnicalServicesincludeengineeringfirms,outside
contractors,architects,banks,insurancecompanies,legalfirms,WRWSD
• TheWPOABoardwhoauthorizesWPOAfundstorespondtotheemergencies
[EMERGENCYACTIONPLAN(EAP) 5
EmergencyActionPlan(EAP) 5
ProcessStepsNarrativeThisnarrativedescribeshowtousethisentiredocument.Thedocumentcanbeusedformanyemergencysituationsthatrequireinvestigation,facilityengineering,financeoffundswhicharebeyondtheexistingmeansoftheWPOAboardrulesandregulations,constructionandreturntooperatingconditions.
• TheFlowchart,page6,definestheorderinwhichprocessstepsshouldbeexecuted.
• TheResponsibilityMatrixSummary,page7,defineswhoaretheprimaryand
secondarypositionsinvolvedineachactivity.
• TheSchedule,page8,definesthetimesequenceandapproximatedurationoftheprocesssteps.
• Thescopeofeachplanningactivityisincludedinpages9through27.Each
planningactivityincludesthefollowing:o Whoisinvolvedinthetasko WPOAboardinvolvemento Whatneedstobedone,documentsneeded,decisionstobemadeo Wheredoestheworktakeplaceo Durationoftheactivityo Whymustthisactivitytakeplace
TherearefourgroupsofprocessstepsasshownintheFlowchartonPage6.
• Technical–Activity12-13-14-56-77-36-114• ExternalAgency–Activity205-207• WPOABoardresponsibility–92-8• General
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FlowChart• TheFlowchart,page6,definestheorderinwhichprocessstepsshouldbe
executed.Priortoanyactivitystarting,theprioractivitiesshouldbecompleted.Specificdecisions(1-2-3)requirethatinformationneededbytheWPOAboardshouldbeprovidedbyvariousorganizationsinorderthatadecisionismadeandanauthorizationtoproceedwiththefollowingactioncanstart.
• Theflowchart(below)isasampleofacomplexemergencysuchasfailureoftheEarthenDam.
Thisflowchartrepresentsthetypesofprocesssteps,thesequenceandrelationshipsofdetailedactivitiesincludedinanEmergencyactionplan.
[EMERGENCYACTIONPLAN(EAP) 7
EmergencyActionPlan(EAP) 7
ResponsibilityMatrix
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ScheduleDescription Thescheduleshownbelowrepresentsthetypicalsequenceoftypicalactivitiesforanemergencysituation.Thesequencesaretypical,butthedurations(estimated)canvaryduetothetypeofemergency.TheemergencyshownisforoneofthegreaterriskatLakeWaynoka.Thisriskhasalowprobability,butahighimpact.ThecriticalpathflowsthroughthetechnicalactivitiesuntiltheWPOAboardapprovestheexecutionofthetechnicalcontractandtheoperationalapprovaloftherestoredfacility.
[EMERGENCYACTIONPLAN(EAP) 9
EmergencyActionPlan(EAP) 9
PlanningActivity205:Decision1EventNotification1. Whatresourcesareneededforthistask?
GeneralManager,WPOABoardPresident,ODNR,InsuranceCompanyrepresentative,BrownCounty911CommunicationsCenter
2. WhatistheWPOABoardinvolvementinthistask?TheGeneralManagerwillfollowtheEmergencyActionPlanfromBrownCounty(incaseofaDamEmergency)orcalltheBrownCounty911Communicationscenter.
3. Whatisthescopeofthistask?a.Whatneedstobedone?
• GMcallexternallythe911CommunicationsCenterwhointurncallstheEMA,EPA,FireDepartmentnecessary,SheriffOffice,andtheBrownCountyofficialsasnecessary,
• GMinternallycallsSecurity,PresidentoftheWPOAboardwhointurnnotifiestheWPOAboardmembers.
b.Whatdocumentsmaybeneeded?BrownCountyEAP(EmergencyActionPlan)
c.Whatdecisionswillneedtobemadetocontinue?NotificationoftheeventfollowedbyActivityExternalAgencyMobilizationatalatertime.
4.Wherewilltheworktakeplace?Willitbeinternaltothelake?YesWillitbeexternaltothelake?YesWillitbelocatedinanothercity?Yes
5 Whenandhowlongwillittaketoperformthetasks?Why?Nolaterthan3hoursaftertheevent
6 Whyshouldthistasktakeplace?Itisnecessarytoensuresafetyandsecurityofpeopledown-streamofthedamorfireinaWPOAfacility.Differentemergencieswilldemandtheirownsetofresourcesandnotificationprocesses.
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PlanningActivity208:LakeInterface&MediaControl1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
o Duringinitialresponse-BrowncountyEMA,ODNR,Waynokamaintenance,andpolicedepartment.
o Afterstabilization-WaynokaMaintenance,ODNR,BuckeyeEngineering,ArmyCorpofengineers,Misccontractorsforitemsbeyondourability.
2.WPOABoardinvolvements:o Carefullyinformmembershipofthesituationandactionsbeingtaken.o HaveanemergencymeetingoftheboardandgivetheboardPresidentsome
temporaryemergencypowerstoactontheboard’sbehalfandaccessmoney’sthatmayneedtobereleasedandspentduringtheresponse.
o Afterstabilizationappointacommitteeformembershipcommunicationandacommitteetodealwiththecomingreconstruction.
3.Whatisthescopeofthistask?Useactionverbstodefineactions.a.Whatneedstobedone?
Stopthewaterfromdoingmoredamageandstabilizewhatisleftofthedamforwatercontrol.Startworkingaplanforlongandshort-termrepairs
b.Whatdocumentsmaybeneeded?ThedamEAPBrownCountyEAPEngineeringdrawingsofthedamitself.AnemergencydeclarationisneededtoempowertheWPOAPresidenttoactfortheboard.
c.Whatdecisionswillneedtobemadetocontinue?Financeandbidawarding.
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?
OnsiteatthedamforthoseworkingonthedamFrontofficeforsmallmeetingsLodgeorRecCenterformembershipmeetings.
b.ExternaltotheLake?CountyEMAorCommissionersofficeODNR
c.Locatedinanothercity?Possibly5.Whenandhowlongwillittaketoperformthistask?Why?
Fullrestorationcouldtake3to5years.Thegearsofgovernmentmoveslowly.6.Whyshouldthisactivitytakeplace?
Theoperationofthelakecommunityshouldremainasnormalasreasonableduringtherestorationofafacility.
[EMERGENCYACTIONPLAN(EAP)11
EmergencyActionPlan(EAP) 11
PlanningActivity91:MembershipDiscussion1.Whatresourcesareneededforthistask?
• Themembership,theWPOABoard,theGeneralManager
2.WhatistheWPOABoardinvolvementinthistask?• Conductmonthlymeetingoradhocmeetingtoappraisetheemergency
restorationprogressandcurrentsituation.3.Whatisthescopeofthistask?
a.Whatneedstobedone?ConductanormalmonthlyWPOAmonthlymeetingincludingaspecialagendaitemabouttheemergencysituation.Asnecessary,thePresidentoftheBoardshallcallanadhocmeetingthatthemembershipwillbeaskedtoattend.
b.Whatdocumentsmaybeneeded?Normalagenda
c.Whatdecisionswillneedtobemadetocontinue?Discussionontheprogresstobemade
4.Wherewilltheworktakeplace?
Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?N0
5.Whenandhowlongwillittaketoperformthetasks?ThisgatheringwillhappenonthesecondSaturdayofeachmonth.ItemsfordiscussionwillalsotakeplaceattheMonthlyWorkshopontheMondaypriortotheMonthlyboardmeeting.
6.Whyshouldthistasktakeplace?Thepurposeofthistaskistokeepthemembershipappraisedofupcomingdecisionsandtheprogressofallactivities.
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PlanningActivity12:InvestigationofIssue1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
GeneralManager,WRWSD,Security,ODNR,BuckeyeEngineering(EngineerofRecord),BrownCountyEMA,SoilsContractor
2.WPOABoardinvolvements:
Authorizeinitialactionsandcontracts 3.Whatisthescopeofthistask?
a.Whatneedstobedone?Stopspillagefromthedam,closeroadsasnecessary,assessdamagetoWRWSD,investigatestatusofdam,stabilizetopreventfurtherfailure
b.Whatdocumentsmaybeneeded?Damdesigndrawingsandspecifications,WRWSDdesigndocumentsfordamarea,BrownCountyEmergencyActionPlan
c.Whatdecisionswillneedtobemadetocontinue?Willneeddecisionstoaddressallitemsin3.a
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?Yesc.Locatedinanothercity?Yes
5.Whenandhowlongwillittaketoperformthistask?
Approximately2months,butishighlydependentontheextentofthedamagetothedam,roadways,andpipelines
6.Whyshouldthisactivitytakeplace?Investigationoftheextentofdamageandtheprobablecauseisnecessaryinordertodeterminesolutionsandconducttherequiredrepairs.
[EMERGENCYACTIONPLAN(EAP)13
EmergencyActionPlan(EAP) 13
PlanningActivity207:ExternalNotifications
1. Whatresourcesareneededforthistask?• BrownCountyPublicSafetyDirector–whowillnotifythefollowing
organizations:EMA,ApplicableFireDepartments,Sheriff’sOffice,EPA,WRWSD,911CommunicationsCenter,ODNR
• WPOABoardPresident• LakeWaynokaInsuranceProvider• LakeWaynokaSecurity&PoliceDepartment
2. WhatistheWPOABoardinvolvementinthistask?TheGeneralManagerwillnotifytheexternalnotificationmemberslisted
• TheGMwillnotifythePresidentoftheWPOAwhowillinturnnotifyWPOABoardMembers
• Contactsneedtobeprioritizedaheadofanevent.3. Whatisthescopeofthistask?
a. Whatneedstobedone?Phonenotificationsandmessages
b. Whatdocumentsmaybeneeded?Dam–BrownCountyEAP(EmergencyActionPlan)locatedintheEMAoffice,ODNR,theAdministrationOffice
c.Whatdecisionswillneedtobemadetocontinue?o TheGMwillarrangeforthecorrectpartiestocometotheLaketo
coordinateactivitiesrelatedtothelake.o TheDirectorofPublicSafetywillserveasthecoordinatorofall
activitiesrelatedtothedownstreamactivitiesasrelatedtoaDamreleaseemergency.
o ImplementtheODNR,EPAdecisionso ImplementtheemergencyplansastoLakeWaynokaactionssuch
assiteaccess,trafficrouting,4.Wherewilltheworktakeplace?
a.Willitbeinternaltothelake?Yesb.Willitbeexternaltothelake?Yes–atthecommunicationscenterinGeorgetownOHc.Willitbelocatedinanothercity?Yes
5.Whenandhowlongwillittaketoperformthetasks?TheGMofLakeWaynokashouldnotifytheBrownCountyauthoritiesimmediatelyupontheincidentevent.ThisshouldbeasinglecallandBrownCountyispreparedtonotifytheotherresponsiblepartiesimmediately.Thismaytakeplaceinthefirst1-2hoursaftertheevent.
6.Whyshouldthistasktakeplace?Itisimperativethattheemergencynotificationsareissuedinthefastestandmostefficientmannertominimizetheimpactoninjuriesandlife.
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PlanningActivity92:MembershipFinanceVotingDiscussion1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthis
task?WPOABoardWPOAFinanceCommitteeWPOAGeneralManager Membership WPOATreasurerWPOARules&RegulationsCommittee
2. WPOABoardinvolvement:TheWPOABoard…
a. Needstoconveneameetingwiththenamedparticipantstodiscusswhatoption(s)areavailabletoselectamethodtofinanceanemergencythatmaycostmoremoneythantheWPOAhasinitsemergencyreservefund.
b. WillprovideguidancetotheElectionInspectorstoprepareaballottothoseoptionsrequiringavoteundertheWPOACODEofRegulations.
3. Whatisthescopeofthistask?a. Whatneedstobedone? There are two options under the 1996 Code of Regulations and theWPOA2018RestrictiveCovenants:1. TheWPOABoardcandevelopanamendmenttotheCODEof
RegulationspermittingtheBoardtoborrowmoney.Suchanamendmentcouldtakeatleastthreedifferentforms:
a. AnamendmenttoART.V,Section1oftheCODEofRegulationsthatwouldpermittheBoardtoborrowmoneyinanyamountwithoutamembershipvote.
b. AnamendmenttoART.V,Section1oftheCODEofRegulations,thatwouldpermittheBoardtoborrowmoneyuptoacertainamount,abovewhichamembershipvotewouldberequired.
c. AnamendmenttoART.V,Section1oftheCODEofRegulations,thatwouldpermittheBoardtoborrowmoneyforaspecificprojectortypeofproject,suchasemergency,damfailure,weather-relatedevent,etc.
2. TheWPOABoardcanadjustduesand/orassessmentsatanytime.[CODEDefinitions:DUES;ART.II,Sub-section6.1;RestrictiveCovenants,Par.8,asamended6/23/2018.]
[EMERGENCYACTIONPLAN(EAP)15
EmergencyActionPlan(EAP) 15
b. Whatdocumentsmaybeneeded?WPOACODEofRegulationsWPOARestrictiveCovenants
c. Whatdecisionswillneedtobemadetocontinue?TheBoardwillneedtoprovideadiscussiononeachoffinancingoption(s)asastartingpoint.
1.aIftheBoardselectsOption3.a.1.a,SeeActivityNumber87fortheprocessthatneedstobefollowed.Ifproposaltoborrowmoneyisapprovedbymembershipvote,seeActivityNumber47Bforprocessthatneedstobefollowed.1.bIftheBoardselectsOption3.a.1.b,SeeActivityNumber87fortheprocessthatneedstobefollowed.Ifproposaltoborrowmoneyisapprovedbymembershipvote,seeActivityNumber47Bforprocessthatneedstobefollowed.1.cIftheBoardselectsOption3.a.1.c,SeeActivityNumber42fortheprocessthatneedstobefollowed.1.dIftheBoardselectsOption2,SeeActivityNumber42fortheprocessthatneedstobefollowed.
4. Wherewillthisworktakeplace?a. WillitbeinternaltoLakeWaynoka?
MostoftheactivitywillbeatLakeWaynoka,althoughinformationmayneedtobesecuredfromoutsidetheLake.
b. ExternaltotheLake?No.c. Locatedinanothercity?No.
5. Whenandhowlongwillittaketoperformthistask?Probablyabouttwomonthsinordertounderstandandexplorethevariousoptions.
6. Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairand/orre-constructionoftheaffectedemergencyfacility.
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PlanningActivity13:EngineeringSolutions
1. Whatresourcesareneededforthistask?ExternalAgencies,includingONDR,EPA,BrownCountyEMA,Internal-WRWSD,GM
2. WhataretheWPOABoardinvolvementsinthistask?
Monitorthesituation,arepresentativeatmeetingstogainanunderstanding,providefundingfromGeneralEmergencyReservefundforpaymentsrequiredfortheactivitiestakingplace.
3. Whatisthescopeofthistask?
Whatneedstobedone?EngineerswilluseresultsgatheredduringtheinvestigationactivitytodevelopasafeconceptualengineeringsolutionforreviewbyODNR,EPAandBrownCountyofficials.LakeWaynokaofficialsleadbytheGMwillworktocontrollevelsofthelakeinasafemannertoprotectdownstreamassetsandinformWPOAmembershipofprogressbeingmade.GMwillhavetoattendmeetingstoassesstheengineeringprogress.
Whatdocumentsmaybeneeded?Investigationresults,StandardsforDamsafetyforaClassonedam,EPAdownstreamrequirements.
Whatdecisionswillneedtobemadetocontinue?Engineeringwillhavetoprovideinitialguidelinestodivertwatertokeepthelakewatershedworkingupstream,provideguidelinesastolakelevelsastheywillvarythroughouttheseasons,proposeacorrectsolutionthatcanbeengineeredinthefastestmanner.
4.Wherewilltheworktakeplace?
Willitbeinternaltothelake?NoWillitbeexternaltothelake?YesWillitbelocatedinanothercity?Yes
5.Whenandhowlongwillittaketoperformthetasks?2-3monthsbutnomorethan4monthstodevelopasolution.UponagreementofallexternalagenciesandtheWPOA,Engineeringcanbegivenanoticetoproceed.
6. Whyshouldthistasktakeplace?
Acorrectsolutionmustbedevelopedwhichprovidestheleastrisktodownstreamassetsandrestorethelaketoasafenormaloperatinglevelintheleastamountoftimeattheleastcostpossible.
[EMERGENCYACTIONPLAN(EAP)17
EmergencyActionPlan(EAP) 17
PlanningActivity14:EngineeringDocuments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
-Engineeringfirm–identifyscope,developdesignandspecifications-ODNR–designreviewandconsultation-GeneralManager–designreviews-WRWSD–designreviews
2.WPOABoardinvolvements:-Maintainknowledgeofdesignprocess,reviewandapprovalsasrequired
3.Whatisthescopeofthistask?Useactionverbstodefineactions.a.Whatneedstobedone?
IdentifyanddocumentprojectscopeSeekinputfromGMandWRWSDasrequiredPerformsiteinvestigationsDevelopdesignandconstructiondrawingsDevelopprojectspecificationsObtainrequiredagencyapprovals
b.Whatdocumentsmaybeneeded?WRWSDdesigndocumentsrelatedtointerruptedsystemsOriginaldamdesigninformationODNRdesignrequirementsEMAdamsafetyrequirements
c.Whatdecisionswillneedtobemadetocontinue?Designapprovals
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?
Forsiteinvestigationsb.ExternaltotheLake?
Designprocessatengineeringofficesc.Locatedinanothercity?
Engineeringoffices5.Whenandhowlongwillittaketoperformthistask?
• Canbeginupondeterminationofthecauseoffailureandproblemsolution
• Willinvolvesiteinvestigation• WillinvolvereviewoforiginaldamdesignandWRWSDutilitydesigns• Designwillhavetobedefinedtoadegreeofcompletenessthatwill
permitthedevelopmentofcontractorbids6.Whyshouldthisactivitytakeplace?
- Theengineeringsolutionmustbedeterminedanddocumentedinordertobeabletoallowconstructionbiddevelopmentandprojectcompletion.
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PlanningActivity56:PrepareBidDocuments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
GM–Providesiterulesforaccess,workhours,storageEngineer–ProvideplansandspecificationsEngineer–ProvidedraftprojectcontracttermsandconditionsWPOALegal–ReviewcontracttermsWPOABoard–Approvebiddocuments
2.WPOABoardinvolvements:ProvideinputtositerulesProvideinputtocontractandapproveforbidding
3.Whatisthescopeofthistask?a.Whatneedstobedone?
AssembletechnicaldocumentstoallowcontractorstounderstandandevaluateworkscopeProvidecontracttermsandconditionsthatwillcontrolthework
b.Whatdocumentsmaybeneeded?Engineeringdrawings,engineeringspecifications,contracttermsandconditions,scopedescription,bidderslist,schedulefortheworkormilestonestobemet,andWPOAsiterules
c.Whatdecisionswillneedtobemadetocontinue?PackagereviewforcompletenesstoalevelforcontractorstoevaluatetheworkWPOABoardapprovaltogooutforbidsMethodoffundingtheproject
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?
WPOABoardandlegalreviewsb.ExternaltotheLake?
Primarilyattheofficeoftheengineerc.Locatedinanothercity?
5.Whenandhowlongwillittaketoperformthistask?• Shouldtake2-3monthsforassemblyoftechnicalinformation,site
inspectionandsiterulestobedeveloped,andcontractdraftstobepreparedandreviewed.
• Couldbeginonastart-to-startbasiswiththeengineeringestimatetoallowsomeoverlapbetweenthefunctions.
6.Whyshouldthisactivitytakeplace?
Requiredinordertosolicitbidsforthework
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EmergencyActionPlan(EAP) 19
PlanningActivity77:ConstructionBidsSubmitted1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
Engineerforbidpackage,bidderslist;WPOAGM/Securityforconstructionaccess,storagearea,workareas,siterules,sitesecurity,contractors
2.WPOABoardinvolvements:WPOABoard/GMrespondstobidderquestionsProvidesitetoursAttendbidopening
3.Whatisthescopeofthistask?a.Whatneedstobedone?
Contractorswillreviewbidpackages(incl.design/specs/siterulesandaccess/safety)anddeterminetheircoststoperformthework.Bidpackagesshouldalsorequirecontractorstoidentifytheirscheduleforthework.Sitevisitswilloccur.
b.Whatdocumentsmaybeneeded?Engineeringdrawings,specifications,safetyrequirements,siteaccessrules,andsiteareastobeavailableforcontractoruse,contracttermsandconditions.(CompletebidpackagefromAct56)
c.Whatdecisionswillneedtobemadetocontinue?Packagereviewforcompletenesstoalevelforcontractorstoevaluatethework.
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?
Contractorsiteinvestigationsandfamiliarizationb.ExternaltotheLake?
Bidpackagesassembledandmailed,pre-bidmeetings,processQ&Aandclarificationsfromengineer’soffice.
c.Locatedinanothercity?Contractorswillperformworkattheirofficelocations.
5.Whenandhowlongwillittaketoperformthistask?Activitywilltakeplaceafterpreparationofthebidpackage,permitting,andmethodoffundingtheworkisdetermined.Shouldtake3-4months,realizingthatcontractorsneedsufficienttimetodevelopandobtainanswerstoquestionstobeabletoprovideabidwithleastamountofcontingencytocoverunknowns.
6.Whyshouldthisactivitytakeplace?Purposeistoselectthecontractorwiththelowestevaluatedresponsiblebidtoperformthework
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PlanningActivity114:EngineeringPermitting
1. Whatresourcesareneededforthistask?EngineeringFirmODNREPABuildingPermitsLegal
2. WhatistheWPOABoardinvolvementinthistask?TheWPOABoardreceivesthescopeofthePermitsthatarerequiredandapprovesfundingforthepermitworktoproceed.TheWPOAreceivesthecompletedandapprovedpermitsfromthevariousagenciesasarequirementtomakeadecisiontoproceedwiththework(Activity52).
3. Whatisthescopeofthistask?a.Whatneedstobedone?
Permitapplicationsneededtobefilledoutbytheengineeringfirm,reviewedbytheODNR,submittedtotheauthorizedapprovers,reviewapproversquestionsandcommentsandresubmitthepermitforms,accepttheapprovedformsandincludewiththeengineeringdocumentstoODNR.ODNRapprovesthepermitsandreturnstheapproveddocumentstoLakeWaynokaWPOABoard.
b.Whatdocumentsmaybeneeded? PermitsdesignatedbyODNRforthework. Permitapplicationsc.Whatdecisionswillneedtobemadetocontinue? TheWPOABoardacceptsandapprovescompletionofthework.
4.Wherewilltheworktakeplace?a.Willitbeinternaltothelake?Nob.Willitbeexternaltothelake?TheworkwilltakeplaceattheEngineeringofficesandtheODNRdesignatedoffices.c.Willitbelocatedinanothercity?Yes
5.Whenandhowlongwillittaketoperformthetasks?Thepermittingprocesscanstartwhentheengineeringdocumentsareessentiallycomplete.Itcouldtake3-4months.Thefederalandstatereviewprocessesarefairlylengthybecauseoftheinterfacesbetweenengineering,stateandfederalagencies.Buildingpermitsmaytakeamuchshortertimeastheyarecontrolledbycountyagencies.
6.Whyshouldthistasktakeplace?Lawinmostinstancesrequirespermits.Compliancewithinthelawisrequired.
[EMERGENCYACTIONPLAN(EAP)21
EmergencyActionPlan(EAP) 21
PlanningActivity87:MembershipVote1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
ElectionInspectors,NominatingChairperson,ElectionVolunteers,WPOAPresidentandBoard,WPOAFinanceCommittee,WPOAAdminStaff,RulesandRegulations
2.WPOABoardinvolvements:DecisiononwhentovoteDecideballotwordingforcoderevision,i.e.,nofinancelimit,Specificlimit,specificsituationortaskDecideamountoffundingrequired,conceptualornoamountApprovevoteschedule
3.Whatisthescopeofthistask?a.Whatneedstobedone?
DeterminecoderevisionwordingDeterminevotescheduleDetermineperiodforvotingPreparevotedocumentsCollectballotsIDlistofeligiblevotersCountballotsDistributevotingmaterialReportelectionresults
b.Whatdocumentsmaybeneeded?IdentificationofconceptualprojectcostsFinanceCommitteeReview/approvalVotinginstructionsCodeamendmentwordingBallots
c.Whatdecisionswillneedtobemadetocontinue?Ifvoteisapproved,approachtoproceedwithfinancingIfvoteisnotapproved,determineassessmentrequiredinordertoproceedwiththework
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?c.Locatedinanothercity?
5.Whenandhowlongwillittaketoperformthistask?Why?2½monthsDeterminethevotingschedule;preparedocuments,mail–1moVotingWindow–1moResultstabulationandcommunication/resolutionofconcerns–2wks
6.Whyshouldthisactivitytakeplace?Boarddoesnothavetheabilitytofinanceprojects,requiresMemberapproval.Otherwise,determineotherfundingsources.
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PlanningActivity42:WPOADecision2ProceedwithFinancing 1. Whoisinvolved?
WPOABoardManagerFinanceCommitteeFinanceAdvisoryCommittee
2.WPOABoardinvolvements a.ReceiveandreviewtheresultoftheMembershipvote(Activity87) b.Receiveandreviewadvicefromexternalagencies,GM(Activity207)
c.Receiveandreviewengineeringcostestimatesandengineeringconstructionscheduleforecasts
3.Whatisthescopeofthistask?Useactionverbstodefineactions.a.Whatneedstobedone?
WPOABoardshouldreviewalloptionswiththeguidanceofManagerandFinanceCommittee
b.Whatdecisionswillneedtobemadetocontinue?1.DiscusswhatdirectiontheWPOAboardshouldprovidetheFinancecommittee.2.DecisiontoassessmembershipforemergencyrepairsordirecttheFinanceadvisoryCommitteeastowhatdirectionandinformationtoprovidetheWPOAboardinordertoconfirmthecommercialtermsanddocumentstomakethenextBoarddecision.
4.Wherewilltheworktakeplacea. WillitbeinternaltoLakeWaynoka?Yesb. ExternaltotheLake?Noc. Locatedinanothercity?No
5.Whenandhowlongwillittaketoperformthistask?a.Thedecisioncouldtake1-2months
6.Whyshouldthisactivitytakeplace?Thedecisionmustbemadeinordertoenablefinancingactionsappropriatetotheemergencysituation.
[EMERGENCYACTIONPLAN(EAP)23
EmergencyActionPlan(EAP) 23
PlanningActivity47A:FinanceCommitteeRecommendations:Assessments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
WPOAFinanceCommittee GeneralManager
2.WPOABoardinvolvements:DiscussionswithFinanceCommitteeaboutoptions.
3.Whatisthescopeofthistask?a.Whatneedstobedone?
TheCommitteereviewsvariousoptionsforfundingtheemergencyrepairbyadjustingdues/assessments.Determineamounttobeneededandhowbesttoacquirefunds.DevelopplantosubmittoBoard.
b.Whatdocumentsmaybeneeded?FinancialdatafromOperatingAccount,reserves,andAssessmentaccounts.WrittenPlantoincludetheamountneededtopayforrepair,whenfundsareneeded,amountofadjustmenttoDuesandAssessments,andotherconditionsthatmayberequired.
c.Whatdecisionswillneedtobemadetocontinue?TreasurerpresentsrecommendationtotheBoard
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?No.c.Locatedinanothercity?No.
5.Whenandhowlongwillittaketoperformthistask?About2months,inordertoexplorevariousoptions.
6.Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairandre-constructionofthe
affectedfacility.
24
PlanningActivity47B:AdvisoryandFinanceCommitteeRecommendations1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?
WPOAFinanceAdvisoryCommitteeWPOAFinanceCommitteeLegalCounselGeneralManagerWPOATreasurerTheWPOAFinanceAdvisoryCommitteeischargedwithevaluatingandmakingrecommendationstotheTreasurerforthefundingofmajorcapitalimprovementprojects.(CODEofRegulations,ART.VII,Sub-section10.3.4.)
2.WPOABoardinvolvements:ConsultasnecessaryApproveRFQ,loanapplication,loandocuments,assessmentneededtorepayloan.
3.Whatisthescopeofthistask?a.Whatneedstobedone?
TheFinanceAdvisoryCommitteesolicitsbidsfrompotentiallenders,selectsasuitablelender,negotiatestheloanconditions,andmakesarecommendationtotheTreasurer.
b.Whatdocumentsmaybeneeded?DataonWPOAfinancialstatus,reserves,audits.RequestforQuotation–includestheamounttobeborrowed,purposeofloan,sourceofpaybackfunds,andotherconditionsthatmayberequired.Proposedloandocument.
c.Whatdecisionswillneedtobemadetocontinue?TreasurerpresentsAdvisoryrecommendationtotheWPOAFinanceCommittee.FinanceCommitteedetermineslevelofassessmentneededtopaybacktheloan.TheWPOATreasurerpreparesarecommendationfortheWPOAboard.
4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?
TheCommitteemaymeeteitherattheLakeoroff-site.BoardmeetingstakeplaceattheLake.
b.ExternaltotheLake?Lenders’workwilltakeplaceatthebank.
c.Locatedinanothercity?Lenderswillbeinotherlocationsinstateorout-of-state.
5.Whenandhowlongwillittaketoperformthistask?About7months.
6.Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairandre-constructionofthestructureorfacility.
[EMERGENCYACTIONPLAN(EAP)25
EmergencyActionPlan(EAP) 25
PlanningActivity52:WPOADecision3(Bids,Finance,PermitEvaluation)1.Whatresourcesareneededforthistask?
WPOABoardGeneralManagerFinanceCommittee Legalcounsel Bankrepresentatives EngineeringFirm
2.WhatistheWPOAInvolvements?• ReceivetheSealedbidsfortheconstructioncontractors• ReceivetheLetterofApproval(s)fromtheexternalAgencies(e.g,ODNR,
EPA,EMA,Engineering,applicableBuildingpermits)declaringtheplans,specificationsandotherengineeringdocuments(asapplicable)
• ReviewtheFinancecommitteefundingrecommendation3.Whatisthescopeofthistask?Useactionverbstodefineactions.
a.Whatneedstobedone? • AcceptanceoftheExternalAgencyapprovals• Reviewofandacceptanceofengineer’stechnicalevaluation• Reviewandfinaldecisionofthebestconstructionprice• Reviewandacceptanceofthebestfundingprogramtomeettheapproved
permits,andbestpriceincludingfundsforconstructioncontingencyb.Whatdocumentsareneeded?
Copiesofallapprovedpermitsoracceptanceletters• CopyofSealedconstructionbids• CopyofConstructionContractsignedbytheBidders• CopyoftheLegalcounsel’sreview• RecommendationoftheGeneralManagerofthebestbidtoaward.• FinalBidreviewdocumentsofallconstructionbidders
c.Whatdecisionswillneedtobemadetocontinue?• Acceptanceofthebestconstructioncontractorbidpendingcontractor
pre-awardnegotiations.• AcceptanceofLettersofapprovalfromexternalagencies• Acceptanceoftherecommendedproposedfunding
4.Wherewillthisworktakeplace?
a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?Noc.Locatedinanothercity?No
5.Whenwillittaketoperformthistask?2months
6.Whyshouldthisactivitytakeplace?Finalapprovaloffundingisessentialtotheplanforrestorationofthedamandreclamationofthelakecommunity
26
PlanningActivity88:WPOADecision4AwardContract1.Whatresourcesareneededforthistask?
WPOARepresentative,GeneralManager,WRWSDrepresentative,Legal,Contractor
2.WhatistheWPOABoardinvolvementinthistask?AftertheWPOAboardhasdecidedtoawardthecontract,Theabovelistedrepresentativeswillparticipateintheformalawardproceedings
3.Whatisthescopeofthistask?
a.Whatneedstobedone?TheGeneralManagerwillconductameetingwiththeapprovedcontractortoarrangeforanylast-minutedetails,conductapreawardconference,answeranycontractorquestions,assignanysecuritypasses,finalizethemobilizationdateandfinalizetheconstructionschedule,paymentterms,etc.
b.Whatdocumentsmaybeneeded?SignedcontractfromtheWPOAboard,Finalcontractschedule,listofcontractorpersonnel,listofcontractorvehicles,layoutofcontractor’sofficefacilitiesandlaydownyard,forexample.
c.Whatdecisionswillneedtobemadetocontinue?Finalapprovalandsignthecontract
4.Wherewilltheworktakeplace?
Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?No
7. Whenandhowlongwillittaketoperformthetasks?Approximately2-4weeks
6.Whyshouldthistasktakeplace?Aformalawardmeetingmusttakeplacetoexecuteasignedcontract
[EMERGENCYACTIONPLAN(EAP)27
EmergencyActionPlan(EAP) 27
PlanningActivity206:FacilityOperational
1. Whatresourcesareneededforthistask?• WPOABoard,WRWSD• GeneralManager,• Legal,• ODNR
2. WhatistheWPOABoardinvolvementinthistask?• ReviewandapproveattherecommendationoftheGeneralManager
thatthetechnicalrequirementshavebeencompleted.• ReviewwiththeLegalcounselthatthecontractorhascompletedthe
contractinasatisfactorymanner• Thecontractorcanbepaidinfullfortheworkcompleted.• InformtheWPOAmembershipthatthefacilityhasbeenrestoredand
isreadyformembershipuse.• Approvethecloseoutofthecontract
3. Whatisthescopeofthistask?a.Whatneedstobedone?
• EnsurethattheContractorhascompletedalltheprovisionsofthecontract,includingrestorationofallworkareasinthecontractorworkareas
• Workmeetsthepermittingrequirementsandtherequiredorganizationscandeclarethattherepairstothefacilitymeetthequalityspecifications
• Technicalrequirementsmetandapprovedbythetechnicalorganizations.
b.Whatdocumentsmaybeneeded?• Inspectionreports,paymentrequests,resolutionofallcontractor
claimsandexternalorganizationsapprovedsignoffdocumentsc.Whatdecisionswillneedtobemadetocontinue?
• Declarethefacilityoperational
4.Wherewilltheworktakeplace?Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?No
5.Whenandhowlongwillittaketoperformthetasks?• Oneto2monthsunlessextenuatingcircumstancesexist
6.Whyshouldthistasktakeplace?• Allcontractprovisionsmustbefulfilled,thebankingrequirements
completed,externalorganizationrequirementscompleted.
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