Section 5: Emergency Planning Roles and Responsibilities
Anchor: #i1010368District and Division Responsibilities
During emergencies and disasters, various personnel throughout TxDOT have different responsibilities for the mitigation, response and recovery. This section delineates some of the necessary responsibilities that each position holds.
Anchor: #i1010425Maintenance Section
Each maintenance section should have emergency preparedness plans in place. These plans should include:
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- 24 hour contact information for:
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- Maintenance section employees Anchor: #LGSLBEUJ
- Maintenance section employee emergency contacts Anchor: #ISJMJJYK
- District office response personnel Anchor: #QTNDBYBW
- Area office response personnel Anchor: #DRWGTNPF
- Division response personnel Anchor: #LPUBJYVM
- Maintenance section personnel from adjacent sections Anchor: #IUORFNWT
- Public Information Officer Anchor: #WLFHSDPJ
- Law enforcement dispatch centers
Anchor: #XMKTIOWA - Written plan to ensure law enforcement has latest TxDOT contact information Anchor: #LWQYFIDP
- Methodology to ensure employee accountability for emergency response Anchor: #UKDGDELN
- Planned pre-event meetings with law enforcement and other response agencies Anchor: #AFHVMLWL
- Inclement weather plans, if applicable,
to include
- Anchor: #LCETFOCK
- Snow and Ice Control Plan in accordance with the Snow and Ice Control Operations Manual Anchor: #ICYMNFWX
- Hurricane procedures, including H-120 hour checklists Anchor: #OHUHXEPI
- Flood response procedures
Anchor: #JHBKOTHO - Traffic accident response procedures Anchor: #FHAFWTGG
- Hazardous material spill response procedures Anchor: #IRMUBOAC
- Highway Condition Reporting System update
procedures
- Anchor: #WFQKKYQG
- Designation of personnel to be notified Anchor: #LOBJXPGO
- Designation of a recommended minimum of three authorized HCRS users to update conditions during and after an event Anchor: #NNAAKYLN
- Procedures to notify those HCRS users of conditions to be updated
Anchor: #JUIFEFQE - FHWA notification procedures using
Form
2111 in accordance with the
Occupational Safety Manual
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Anchor: #GTUXXAWN
- Designation of personnel to be notified Anchor: #NHRTDXQE
- Procedures to notify those users of conditions to be reported
Anchor: #JLYWFGMQ - Documentation procedures
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Anchor: #GMKJHXSS
- Designation of personnel to take photographic documentation Anchor: #XXNCWENE
- Designation of personnel to ensure correct task numbers are used for various charges
Anchor: #GWWIPGOV - 24 hour scheduling - typically two crews
(day and night) working 12 hour shifts
- Anchor: #EDNCWKCW
- Scheduling of crews for designated shifts Anchor: #SGICUXFM
- Assignment of dispatch duties for designated shifts Anchor: #DGAJOECP
- 24 hour access issues - all employees have ability to access necessary facilities, equipment, and materials
Anchor: #WOJSFLOK - Staffing plans during pandemic flu Anchor: #SVKRUMWH
- Procedures to ensure appropriate materials are on hand in sufficient quantities for various emergencies.
District Maintenance Management
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- Provide charge information. Projects
will be created in the Maintenance Management System (MMS) and a
unique task number will be generated by the system.
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Anchor: #GITQFNYE
- Districts must track all applicable work done to mitigate the damages from eligible disasters by assigning task numbers to either a specific type of work, a specific location or to a specific county for countywide damages and by using the correct charge information. Anchor: #CODETAVY
- For statewide disasters, the Maintenance Division will create the project in the MMS project and disseminate the task number to ensure consistency across district borders.
Anchor: #YYNKECDP - Manage mobilization of emergency response
crews. Districts may be called upon to mobilize forces to another
district. District maintenance administration must ensure:
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- Logistics support (food, water, fuel, lodging, etc.) of mobilized forces is made available at the receiving district Anchor: #BNVCMPCT
- Correct charge information (MMS project(s), MMS work orders, task numbers, districts, county, etc.) Anchor: #OTHQONFJ
- Coordination with the TxDOT Emergency Operations Center (when activated) Anchor: #LQNWWFCE
- Employee compliance with safety policies Anchor: #QSSJLEMW
- Equipment is interchangeable with inter-district equipment (equipment interoperability) Anchor: #RVQINTYJ
- Ability to communicate with inter-district personnel (communications interoperability) Anchor: #VRIVTETL
- Hurricane Response Reentry Plan has been reviewed and district is aware of its function as a support district, responding district or staging district. Plan can be found on the MNT Emergency Management website.
Anchor: #FQEVSSQS - Ensure the TxDOT EOC website is updated. As requested, update survey or other information on the TxDOT EOC website on the MNT Crossroads page under EOC procedures. Anchor: #RAJIJFEI
- Ensure the district EOC is manned and operated. Districts may find it beneficial to open a district emergency operations center based on the disaster's impact or duration. District maintenance office personnel are responsible for the planning and operation of this center. District EOC procedures may be based on the TxDOT EOC operations manual located on the MNT Emergency Management website under EOC Operational Procedures. Anchor: #YMNCLGSX
- Ensure each maintenance section has planned and prepared appropriately. Perform annual reviews of each maintenance section's emergency plans. Anchor: #TIHDNQRU
- "Ensuring reimbursements are received
from applicable federal agencies.
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- For eligible events, special procedures must be followed to secure reimbursements from FHWA or FEMA. Refer to the "Federal Reimbursement Process" link on the MNT website for guidance. Anchor: #DFHGVHOY
- Ensure local government agencies are informed of the FHWA Emergency Relief Program.
Anchor: #PAUSDRBE - Overseeing and managing the emergency contracting processes. Guidance is in the Maintenance Contract Manual. Anchor: #RWITLDHM
- Performing the duties of the District
Homeland Security Coordinator. The Homeland Security Coordinator
is responsible for all district homeland security issues, including:
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Anchor: #KLVYVIJY
- Serving as point of contact for the district on homeland security matters Anchor: #AFMCEKFM
- Receiving and distributing homeland security correspondence Anchor: #AOCWEYCY
- Managing homeland security action plans Anchor: #XWHPNOFO
- Coordinating critical infrastructure emergency plans Anchor: #OAUOGBTD
- Ensuring all applicable personnel have received homeland security training Anchor: #PYJEFNEE
- Ensuring all potential responders are adequately trained on NIMS.
Anchor: #COGLHXVI - Ensuring maintenance sections and district personnel are trained in and perform the required reporting requirements (HCRS, FHWA Alert Bulletin Form 2111, etc.) Anchor: #EFJOFFDV
- Coordinating off-system assistance with the Disaster District Chairman Anchor: #FIVLISKT
- Providing personnel for the Disaster District
Committee Emergency Operations Center (DDC EOC) when requested.
The Department liaison at the DDC EOC must have the authority to make
immediate decisions on behalf of the Department. This liaison will
assist with the coordination of disaster response and their duties
will include:
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- Receiving and managing requests for assistance from the DDC Anchor: #NFDNWAIK
- Coordinating TxDOT activities with other agencies Anchor: #HXWCYOIV
- Working with officials from local jurisdictions to ensure effective relief operations.
Anchor: #MPPYWARY - Working with the TxDOT EOC, if activated, or, if not activated, working directly with the TxDOT Emergency Management Coordinator and the State Operations Center. Anchor: #WRJXXWBT
- Ensuring the district has a valid Business Continuity plan. The plan should be reviewed periodically for necessary updates and additions. Anchor: #EANMNCOD
- Reviewing and ensuring familiarity with the State of Texas Emergency Management plan and annexes. TxDOT is the primary agency for Annex K, "Public Works and Engineering." TxDOT is a supporting agency for multiple annexes, including Communication, Direction and Control, Evacuation, Fire Fighting, Hazard Mitigation, Hazardous Materials and Oil Spill Responses, Public Information, Recovery, Terrorism incident Response, and Transportation. Anchor: #GBPGOBHY
- Ensuring compliance with the National Incident Management System (NIMS). Anchor: #BGDEKGWU
- Performing the duties of the district Government Emergency Telecommunications Service (GETS) and Wireless Priority Service (WPS) coordinator.
Maintenance Division Management
TxDOT's Emergency Management statewide point of contact, under the Maintenance Division Director, has various emergency preparedness responsibilities, including:
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- Ensuring all TxDOT employees are prepared for emergencies Anchor: #YCXECATW
- Serving as primary liaison to the Texas Division of Emergency Management Anchor: #MIGNBSVC
- Serving as primary liaison to the Federal Highway Administration for all emergency response activities Anchor: #LAGLDMWX
- Guiding disaster response activities statewide Anchor: #TSJKCCGM
- Guiding hurricane response planning activities Anchor: #YBCGLIUU
- Guiding Homeland Security preparedness activities Anchor: #HTBFERLC
- Guiding Pandemic Flu planning activities Anchor: #IDWEOTEE
- Serving as a Texas Drought Preparedness Council member Anchor: #PKQGDVOX
- Serving as Emergency Management Council member Anchor: #SDWXTWHV
- Ensuring NIMS compliance Anchor: #HGXYUOOS
- Serving as primary liaison for the FHWA emergency relief reimbursement program Anchor: #OSFJVDRO
- Serving as primary liaison for the FEMA reimbursement program Anchor: #ANYWVJXV
- Maintaining the statewide emergency contact list Anchor: #PNAXUQNW
- Maintaining the Statewide Listing of Maintenance Supervisors and Area Engineers Anchor: #WSUDHAOG
- Serving on the State Emergency Response Commission.