Writing your Electric Cooperative Chapter

July 7, 2011

Project Background and Purpose Partnership through MACOG between

SEMA, regional planning commissions, and the Association of Missouri Electric Cooperatives.

Purpose of this project is to make all rural electric cooperatives (REC’s) eligible for funding through PDM, HMGP, and the 406 Stafford Act.

How is this similar to county-level HM plans? The same requirements still apply.

Planning process Public involvement Documentation Risk Assessments Mitigation strategies

Must include “brick and mortar” projects Plan maintenance

How is this different from county-level HM plans? The plan has been developed in two

sections: Statewide information REC-specific chapters with local data,

information, and mitigation actions. Each RPC has been assigned RECs which

generally correspond to their geographic service area.

REC chapters will NOT meet the requirements by themselves.

How is this different from county-level HM plans? All chapters will be identical in layout

and formatting. The process has been standardized

across the state for: Public Involvement Risk Assessments Implementation and Maintenance

Section 1 The first section is a statewide plan

which includes: Introduction Planning Process Public Involvement Process Risk Assessment Hazard profiles Generalized Mitigation Strategies Plan Implementation and Maintenance

Section 2 Series of 47 REC chapters following the

same format. Cooperative-specific information

including: Asset inventory by type Standardized Local Risk Assessment

Historical hazard events Non-historical hazard event

Mitigation Strategies

What’s the deadline? Chapters must be completed by December

1, 2011. Includes time for quality control and review by the lead RPC.

Project Schedule: Mapping and data collection: July/August

2011 Meeting 1: Early August 2011 Meeting 2: Late August 2011 Meeting 3: Early September 2011 Chapter composition: September-October

2011 First draft due October 15, 2011

How do I get started?

Step 1: Make contact Initial contacts between the RPCs and RECs

were established during meetings in January/February 2011.

During the month of July, re-establish contact via email or telephone. Schedule your first meeting as soon as

possible. Follow public involvement process.

Invite other local jurisdictions, critical facilities, non-profits, higher education, large industrial facilities, etc.

Public review and commentary of plan.

Step 2: Mapping Preparation Work to complete generalized mapping

for the REC. Identify cooperative boundaries. Use selected sources for information.

Maps must coordinate with the identified hazards.

Step 2: Mapping, continued USGS Quadrangle

Maps Population Density

within the cooperative boundary

Hazard-specific mapping by cooperative Tornadoes Floodplain Levee networks Dam Network Sinkhole

occurrences/soil types

Earthquake zones, fault lines, etc.

Step 3: Meeting preparation Prior to your first meeting, gather data

related to the following: Hazard types for the REC area Hazard event records for the REC area

Sources to utilize: NCDC and NOAA CERI DNR MO State Hazard mitigation plan County-level plans

Step 4: Meeting 1 During your first meeting, explain the

purpose to all participants. Learn about the structure of your REC

Business structure General customer information Critical facilities which receive service

Review natural hazards which affect your REC. These will vary widely based on geographic location.

Step 4: Meeting 1(cont.) Request help from your REC with

gathering data related to the following: Asset inventory (see worksheet) Damage estimates by hazard event Outage estimates by hazard event

Ask each committee member to consider ongoing and potential mitigation actions for their REC.

Step 4: Meeting 1(cont.) Set a date for your 2nd meeting. The 2nd meeting will be your deadline

for: REC data collection Identification of ongoing and potential

mitigation actions.

Step 5: Meeting 2 Collect information requested.

Asset data, hazard event information, etc. Discuss the ongoing and potential hazard

mitigation actions which were identified by the committee. Provide suggestions for potential actions if

you feel the list is lacking. Create groups of actions which have similar

characteristics, purposes, or intentions.

Step 5: Meeting 2 Use these groups to identify overarching

goals and objectives. Analyze each action for placement

within the goals and objectives. Many actions may fit into more than one

goal and/or objective!! Set date for meeting #3.

Step 6: Meeting 3 Prioritization of actions is the goal of

meeting #3. The prioritization process has been

standardized for all RECs.

Prioritization Process All action should be divided into three

groups: Tier 1 Actions: Focus on physical

infrastructure protection and improvements which ensure continued, quality service to reduce power outages.

Tier 2 Actions: Create and maintain working relationship to reduce and prevent the impact of power outages.

Tier 3 Actions: Potential projects for other system improvements.

Cost-benefit analysis Ask group members to assign a cost

ranking and benefit ranking to each of the identified actions.

Include a short narrative concerning the capabilities of your REC. Do they have in-house engineering or

GIS? What does their overall budget look like?

Cost-benefit of actionsLow Cost Mitigation actions which are included in regular business practice and do

not require outside funding or resources. -Inspections-Minor system improvements (replacement and repair)-Vegetation management-Public education-Cooperative agreements with outside agencies-Research on potential system improvements

Medium Cost Mitigation actions which would require additional budgeting by local cooperatives in conjunction with outside funding.-Intermediate system improvements (alternate source wiring, line conversion, back-up generators, etc.)-Planning tools (GIS, mapping, etc.)-Implementation of research

High Cost Mitigation actions which are beyond the internal capabilities of the cooperative OR require sizeable costs upfront which the cooperative cannot achieve fiscally without outside funding. -Major system improvements (system wide pole and wiring upgrades, etc.)-Work which requires contracting with outside sources or firms-Implementation of new technology

Benefit of actionsLow Benefit - Actions which do not directly impact system preservation or

improvements.- Actions which do not improve customer service and reduce

outages.

Medium Benefit

- Actions which directly impact system preservation, but may not address improvements.

- Actions which improve customer service and reduce response time to outages.

High Benefit - Actions which directly impact system preservation and improvement.- Actions which prevent further asset loss or damage. - Actions which reduce system-wide outages.

Writing your chapter All REC chapters will utilize the same

template in order to ensure continuity. 7 sections

Introduction Planning process Asset inventory Hazards and Risk Assessment Methodology Risk Assessment Mitigation Strategies Plan Implementation and Maintenance

Sections 1-3 Introduction: Includes basic business

information (customers, business policy, etc.)

Planning process: Information on participants and meeting summaries

Asset Inventory: Overview of all cooperative assets.

Sections 4-5: Hazards and Risk Assessment Methodology Identifies hazards specific to the

cooperative. Hazards divided into two types:

Historical hazards: those with measurable previous impact upon the service area.

Non-historical hazards: those with no previous record of impact.

Sections 4-5: Hazards and Risk Assessment Methodology The risk for each Historical Hazard is

based on two characteristics: Probability of occurrence Potential extent of damage

Historical Hazards Probability of Occurrence:

Formula 1: Total # of events/number of years of record = potential frequency

Formula 2: Number of damage-causing events/total number of events = percentage of occurrences which cause damage

Historical Hazards Potential Extent of Damage

Formula 1- Total cost of damages / total number of events = Average damage cost per event

Formula 2: Average cost per event / total assets affected = Percentage of infrastructure damaged.

Formula 3: Number of outages reported / total number of customers services = percentage of customers affected.

Sections 4-5: Hazards and Risk Assessment Methodology The risk for each Non-Historical

Hazard is based on two characteristics: Probability of Occurrence Assumes less

than 1% in any given year based on lack of data.

Potential Extent of Damage – Base upon research or note data insufficiency.

Chart examples Table 1.9 AHEC Thunderstorm/High Wind Event

Summary

Event date Damage

estimatesOutages

Reported

Event date Damage

estimatesOutages

Reported

7/19/96 $1,000 125 4/15/03 $50 66/21/97 $1,500 152 8/19/03 $50 87/23/97 $2,000 199 5/22/04 $300 124/14/98 $1,000 129 6/12/04 $500 175/15/98 $400 12 8/25/04 $1,500 1505/20/98 $1,500 148 8/26/04 $1,000 127

4/5/99 $1,200 139 6/28/05 $50 54/8/99 $2,000 210 3/30/06 $1,200 136

6/27/99 $1,000 106 8/8/07 $500 187/30/99 $2,500 272 4/25/08 $500 166/13/00 $800 24 6/5/08 $2,000 2046/23/00 $200 9 6/1/09 $50 78/19/00 $700 21 8/4/09 $500 164/11/01 $1,500 148 8/9/09 $50 45/10/01 $300 10 7/18/10 $500 187/18/01 $300 13 8/31/10 $1,200 1318/17/02 $500 19    

Data provided based on internal AHEC records which reflect cost from the referenced event year.

Chart examples

Chart examples

Section 6: Mitigation Strategies

Section 6: Tiered actions, goals and objectives spelled out in this section. Cost-benefit score

determines priority of the action.

9 is high; 1 is low

Section 7: Implementation and Maintenance Section 7: Statewide processes

established in the first section. Exception in Other Local Planning

Mechanisms Be sure to include any and all planning

mechanisms relevant to your REC!

Documentation Documentation is required for REC

chapters as well. Sign-in sheets for each meeting. Meeting minutes or summaries for each

meeting. Timesheets for all participants. Wage approval form for all participants. Participation letters and list of all solicited

parties or jurisdictions.

Questions?