Hurricanes Lessons Learned Changing the Way We Think

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

Effect on Florida Schools: Number of Days of School Closings • 2 -5 Days 29 Districts • 6 -10 Days 24 Districts • 11 -15 Days 11 Districts • 16 -21 Days 3 Districts

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

Florida Department of Education 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 Other Florida Department of Education Disaster-Related Activities • 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.

Florida Department of Education 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 ØCampus Closed for over Two Weeks

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

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

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

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

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

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

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

Appropriate Education Placement Cost Savings to the State Human Impact

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

Presented By: Carol Calfee Director of Federal Programs Santa Rosa School District 5086 Canal Street Milton, FL 32570 calfeec@mail. santarosa. k 12. fl. us 850 983 5001 Steven F. Sharp Division Chief Security, Safety & Emergency Ops Escambia School District Escambia 51 East Texar Drive Pensacola , FL 32503 ssharp@escambia. k 12. fl. us 850 439 2638

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

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

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

School District Impact n n n n Ivan Damage: n Santa Rosa- $21 million n Escambia - $75 million Dennis Damage: n Santa Rosa - $3. 5 million n Escambia - $6 million Debris Removal: n Escambia Ivan n 31, 000 cubic yards, $2. 5 million n Escambia Dennis n 12, 483 cubic yards, $981, 660 Thousands of students significantly impacted Hundreds of staff lost homes or suffered severe damage Lost school days – Ivan: n Escambia – 19 n Santa Rosa – 17 Lost school days – Dennis: n Escambia – 4 n Santa Rosa – 4

Emergency Operations n n Shelter Operations Response and relief support n n 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

Lessons Learned Response & Initial Recovery

Emergency Operations n Shelter Operations n n n 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 Shelter management training for school administration 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 Provide adequate and multiple means of communication with shelters

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

Food Service n n 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

Transportation n n n 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 Assess safety and availability of routes prior to announcing opening of schools Design alternate routes (for destroyed neighborhoods) Determine impact of students left homeless or forced to move because of hurricane damage – FEMA housing centers Computerized routing system – no power

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

Finance n n Cash flow! 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 Access to remote computer servers

Initial Post Storm Response n n Make decisions based on sustaining life and health – you can ask forgiveness later Determine pre-arranged meeting locations and time for critical/senior staff Shelter for critical district staff Communicating with community n n n 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? ” Provide limited fuel ration for district staff required to work in initial recovery efforts

Lessons Learned Long Term Recovery

Multi-Hazard Planning

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

Moving on up…

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

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

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

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

Impact on Housing n 23, 196 housing units damaged or destroyed (46. 9% of county’s housing stock) n 1 in 5 apartment units n 879 multi-family homes n 3, 409 mobile homes n 3, 254 homes destroyed or uninhabitable

Long Term Recovery/Risk Management n n n 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

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

Lessons Learned n n n n 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 School systems ARE critical first responders! A strong relationship with local and state public safety officials is critical 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. Early dismissal of schools may have saved lives!

Lessons Learned n n n 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. 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. 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 Trying to Reason with Hurricane Season

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

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

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

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

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

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

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

FLORIDA HURRICANES: LESSONS FOR THE FUTURE Tips for Counseling Professionals: Utilize psychological first aid principles n Provide individual, group and classroom interventions n Create a drop-in counseling center n Make connections/referrals with communitybased mental health resources n Be sensitive to emerging and longitudinal reactions that require attention n

Sharing Information Steve Sharp and Paula Shea

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

EERT TEAM COMPOSITION Escambia Educational Recovery 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

Escambia Educational Recovery Team SCHOOL DISTRICTS THAT EERT ASSISTED IN 2005 -2006 Mississippi: n n Moss Point St. George Hattiesburg Public Petal Pass Christian Gulfport Green County George County Lamar n Biloxi Public Long Beach Bay St. Louis Hancock Harrison Jackson Co St. Martin Ocean Springs Pascagoula Poplarville n Orleans Parish, La. n St. Bernard Parish, La. n n n n Louisiana:

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

Escambia Educational Recovery Team 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 EERT SUPPORT VEHICLES

Escambia Educational Recovery Team

Escambia Educational Recovery Team

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

On-Scene Recovery Consultation Escambia Educational Recovery Team ØFacility Recovery ØEducation Process Impact Assessment and Recovery ØStudent/Staff Psychological Services ØOperations Recovery ØOrganizational Communication (Pre and Post Event) ØShelter and Inter-Agency Management (EOC, Red Cross) ØFinancial Recovery (Insurance & FEMA) ØDocumentation and Recovery Agency Coordination ØAdaptive Education Alternatives (Tent and Modular Schools)

Escambia Educational Recovery Team Facility Recovery High Water Mark Shifted Structure

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

Escambia Educational Recovery Team Financial Recovery (Insurance & FEMA)

Organizational Communication (Pre and Post Event)

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

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

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

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

Escambia Educational Recovery Team Pass Christian – 4 of 5 Schools Totally Destroyed

Student/Staff Psychological Services

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

“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

Operations Recovery

Documentation and Recovery Agency Coordination

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

E. E. R. T. Web Site www. escambia. k 12. fl. us/eert/

Escambia Educational Recovery Team Restoring The Education Process

Hope

Questions?

Florida Team Contact Information Lorraine Husum Allen Director, Office of Safe Schools Florida Department of Education 325 West Gaines St. , Room 501 Tallahassee, FL 32399 -0400 Phone: 850 -245 -0668 E-Mail: Lorraine. Allen@fldoe. org Carol Calfee Director of Federal Programs Santa Rosa School District 5086 Canal St. , Milton, FL 32570 Phone: 850 -983 -5001 E-Mail: calfeec@mail. santarosa. k 12. fl. us Steven F. Sharp Division Chief Security, Safety & Emergency Ops Escambia School District 51 East Texar Drive, Pensacola , FL 32503 Phone: 850 -439 -2638 E-Mail: ssharp@escambia. k 12. fl. us Paula Shea Emergency Management and Domestic Security Liaison Commissioner's Office Florida Department of Education 325 West Gaines Street, Room Tallahassee, FL 32399 -0400 Phone: 850 -245 -5072 E-Mail: Paula. Shea@fldoe. org Frank Zenere School Psychologist Miami-Dade County Public Schools Division of Student/Career Services 1500 Biscayne Boulevard, Suite 341 Miami, Florida 33132 Phone: 305 -995 -7319 E-Mail: FZenere@dadeschools. net