Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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Photo Credit: FEMA/Liz Roll
Fairfax County Community Resiliency Collaboration
Tabletop Exercise Series: Mason District
Situation Manual
December 3, 2014
Heritage Building
Annandale, VA
Team Rubicon Table Top Exercise: Hurricane Department of Homeland Security
Situation Manual (SitMan) Federal Emergency Management Agency
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TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................. 1
PREFACE ...................................................................................................................................... 2
HANDLING INSTRUCTIONS ................................................................................................... 3
EXERCISE SCHEDULE ............................................................................................................. 4
ACRONYMS ................................................................................................................................. 5
INTRODUCTION......................................................................................................................... 6
SCENARIO ................................................................................................................................... 9
DISCUSSION QUESTIONS ...................................................................................................... 10
Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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PREFACE
This Fairfax County Community Resiliency Tabletop Exercise: Mason District Tabletop
Exercise (TTX) is sponsored by Volunteer Fairfax and has been selected for inclusion in the
National Exercise Program. Supporting documents for this exercise, including the Situation
Manual (SitMan), were produced with input, advice, and assistance from the Volunteer
Fairfax Planning Team and FEMA National Exercise Division staff. These documents follow
the guidance set forth by the U.S. Department of Homeland Security (DHS) Homeland
Security Exercise and Evaluation Program (HSEEP).
This SitMan provides exercise participants with all the necessary tools for their roles in the
exercise. It is tangible evidence of FEMA’s commitment to ensure public safety through
collaborative partnerships that will prepare the whole community to respond to disaster
events.
The Mason District TTX is an unclassified exercise. Control of exercise information is based
on public sensitivity regarding the nature of the exercise rather than actual exercise content.
Some exercise material is intended for the exclusive use of exercise planners, facilitators, and
evaluators, but players may view other materials that are necessary to their performance. All
exercise participants may view the SitMan.
All exercise participants should use appropriate guidelines to ensure proper control of
information within their areas of expertise and protect this material in accordance with current
jurisdictional directives. Public release of exercise materials to third parties is at the
discretion of Volunteer Fairfax, FEMA National Exercise Division and the Mason District
TTX Planning Team. The After Action Report produced for this event will be made non-
attributable and submitted for inclusion in the National Exercise Program Rolling Summary
Report. Please refer to the handling instructions for further guidance.
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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HANDLING INSTRUCTIONS
1. The title of this document is the Mason District TTX Situation Manual.
2. Information gathered in this SitMan is designated as For Trusted Agents, and should be
handled as sensitive information that is not to be disclosed. This document should be
safeguarded, handled, transmitted, and stored in accordance with appropriate security
directives. Reproduction of this document, in whole or in part, without prior approval from
Volunteer Fairfax is prohibited.
3. Information in this document is intended for the exclusive use of the exercise planners and
participants, and is not to be released to the public or other personnel who do not have a
valid need-to-know without prior approval from an authorized sponsor organization
representative. This document is not releasable to any public website.
4. For more information about the exercise, please consult the following points of contact
(POCs):
Tracy Friend
Volunteer Fairfax Emergency Response Program Manager
703-246-3553
Matt Lyttle
FEMA National Exercise Division Exercise Project Manager
202-786-9664
Ben Berger
FEMA National Exercise Division
202-786-9571
Torrey L. Cunningham
FEMA National Exercise Division
202-550-0903
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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EXERCISE SCHEDULE
The following table summarizes the TTX schedule for December 3, 2014.
December 3, 2014
Time Activity
5:00 p.m. Arrival and Registration
5:30 p.m. Welcome, Introductions, and Opening Brief
5:40 p.m. Dinner is served
5:45 p.m. Module 1
6:30 p.m. Break
6:35 p.m. Module 2
7:30 p.m. Break, Dessert is served
7:35 p.m. Hot Wash & Closing Remarks
8:00 p.m. Adjourn
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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ACRONYMS
Acronym Definition
ACCA Annandale Christians For Community Action
AAR After Action Report
CBO Community Based Organization
CRG Community Resiliency Group
DHS U.S. Department of Homeland Security
EEG Exercise Evaluation Guide
EOC Emergency Operations Center
EOP Emergency Operations Plan
FEMA Federal Emergency Management Agency
FCIA Faith Communities in Action
HOA Home Owners Association
HSEEP Homeland Security Exercise and Evaluation Program
IP Improvement Plan
NCS Fairfax County Neighborhood and Community Services
NED National Exercise Division
OEM Fairfax County Office of Emergency Management
Ops Operations
PDRP Fairfax County Pre-Disaster Recovery Plan
PTA Parent Teacher Association
SitMan Situation Manual
SME Subject Matter Expert
TTX Tabletop Exercise
VF Volunteer Fairfax
VOAD Voluntary Organization Active in Disaster
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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INTRODUCTION
Background
Effective disaster response and recovery depends on a whole community effort. Coordination
between federal, tribal, state, local, and private sector stakeholders is vital. In order to
strengthen partnerships between governmental and non-governmental organizations, the Federal
Emergency Management Agency (FEMA) is sponsoring tabletop exercises (TTXs) designed to
examine non-governmental organizations’ disaster recovery plans, processes, and procedures;
identify best practices; and address capability shortfalls.
The Fairfax County Community Resiliency Group (CRG) is comprised of community partner
organizations that serve the public in day to day services, such as food, finances, furniture,
clothing, residential organizations, PTAs, schools, local police and fire and other organizations.
In the event of disaster, the members of the CRG will be convened to discuss their local situation
and problem solve how to best support each other, the community and the government in some
response, and mostly recovery efforts.
Eventually, there will be a CRG for each supervisor district in Fairfax County, comprised of the
above groups, and others as applicable.
Purpose and Scope
This Mason District TTX is a three-hour, scenario-driven, facilitated discussion that will
provide an opportunity for a single jurisdictional exercise between neighboring community
partners allowing for organized response and recovery, resource sharing, and relationship
building.
Core Capabilities
Core capabilities are the distinct critical elements needed to achieve our National Preparedness
Goal. Conducting evaluations using core capabilities allows for data to be aggregated across
the homeland security enterprise, which supports a growing understanding of preparedness at
the national level. The Mason District TTX objectives align to the following core capabilities:
Operational Coordination
Planning
Public Information and Warning
Housing
Health and Social Services
Exercise Design Objectives
This exercise will focus on the following objectives selected by the Exercise Planning Team:
1. Provide an opportunity for a single jurisdictional exercise between neighboring
community partners, allowing for organized response and recovery, resource sharing,
relationship building.
2. Determine reporting and communicating best practices among whole community
partners.
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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3. Develop database of Whole Community Partners and their resources, to facilitate
coordination of resources, response and recovery.
4. Provide a setting to secure MOAs with Whole Community Partners (these partners
assist in sheltering, mass care, emotional and spiritual care and other essential services) to support the Volunteer and Donations Management Annex.
Participants
The Mason District TTX will include Fairfax County Community Resiliency Group members
drawn from the Mason District of Fairfax County, Volunteer Fairfax, and various offices within
Fairfax County Government. FEMA National Exercise Division personnel will be present.
During the exercise, these participants will take one of the following roles:
Players. Players respond to the situation presented, based on expert knowledge of
their organization’s procedures, current plans and procedures, and insights derived
from experience and training.
Note takers. Note takers are not active participants; however, they may have insight
or technical expertise that allows them to accurately summarize the discussion at their
table for further review.
Facilitators. Facilitators provide situation updates and moderate discussions. They
also provide additional information or resolve questions as required. Key Exercise
Planning Team members also may assist with facilitation as subject matter experts
(SMEs).
Evaluators. Evaluators take notes on the discussion to compare to plans and
procedures in the context of the target capabilities and corresponding Exercise Evaluation Guides (EEGs).
Exercise Structure
This exercise will be a three-hour, scenario-driven, facilitated discussion. The exercise will be
divided into two modules, and the facilitator will provide relevant information to the
participants according to a scenario timeline in order to drive discussion. Participants will then
converse in table groups, periodically reporting back their main findings to the larger plenary.
Module 1
During Module 1, players will be grouped by specialization. For instance, those
representing home owners associations (HOAs) will discuss a problem set of questions
with a focus on their constituents.
Module 2
During Module 2, players will discuss in a plenary format the findings of Module 1,
and become familiar with neighboring organizations’ existing resources and capabilities.
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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Hot Wash
After the exercise has concluded, a facilitator will lead participants in a discussion of their key
takeaways from the exercise.
Exercise Evaluation
The goal of exercise evaluation is to validate strengths and identify improvement opportunities
for the participating organizations. In this exercise, evaluation will attempt to validate plans,
procedures, and protocols of participating agencies and determine their level of capability.
The Mason District TTX evaluators will use Exercise Evaluation Guides (EEGs) to evaluate
participants’ abilities to address Core Capabilities and critical tasks that fall under each exercise
objective. Evaluators will be provided with EEGs for each of their assigned areas.
Additionally, players will be asked to complete participant feedback forms. These documents,
coupled with hot wash notes, will be used to evaluate the exercise and compile an After Action
Report (AAR)/Improvement Plan (IP). The evaluation results will be distributed to Volunteer
Fairfax and Mason District TTX Planning Team members with the goal of providing insight
and developing a Corrective Action Plan.
Exercise Guidelines
This TTX will be held in an open, low-stress, no-fault environment. Varying
viewpoints, even disagreements, are expected and encouraged.
Respond on the basis of your knowledge of current plans and capabilities (i.e., you
may use only existing assets) and insights derived from your training.
Decisions are not precedent setting and may not reflect your organization’s final
position on a given issue. This exercise is an opportunity to discuss and present
multiple options and possible solutions.
Issue identification is not as valuable as suggestions and recommended actions that could improve response efforts. Problem-solving efforts should be the focus.
Assumptions and Artificialities
In any exercise, assumptions and artificialities may be necessary to complete play in the time
allotted. During this exercise, the following apply:
The scenario is plausible, and events occur as they are presented.
There is no hidden agenda, and there are no trick questions.
All players receive information at the same time.
Participants are expected to respond from the viewpoint of the organization they
represent.
Unless otherwise stated in the scenario, participating organizations can assume their
resources and staff are fully intact.
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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SCENARIO
On Saturday, November 29, an arctic jet stream collided with a winter oceanfront storm system
pushing across Virginia. Snow fell consistently throughout the weekend, resulting in an
average snow accumulation of two feet across Northern Virginia. In addition to heavy
precipitation, wind speeds were measured at a sustained 20 mph with gusts up to 45 mph.
Snow tapered off Sunday night into Monday morning and changed into freezing rain, which
continued throughout the day. As a result, much of Fairfax County has seen ice accumulation
on power lines and trees, with heavier accumulation to the west of the county.
The precipitation ended overnight Tuesday. It is now Wednesday, December 3rd. Although
weather looks to be clear through the weekend, average temperature highs will remain below
the freezing mark across central and Northern Virginia.
The snow and ice have caused major disruptions in transportation and power across the county.
Fairfax County schools were closed Monday, Tuesday, and Wednesday, and may stay closed
through the rest of the week. In Northern Virginia, several major roads and intersections
remain partially blocked due to snow drifts, downed power lines, and fallen trees. Secondary
roads are still icy and clogged with shoveled snow piles. Officials recommend staying off the
roads for non-essential travel, but many routes are now safe for non-essential travel.
The included map titled “Affected Utilities Map” shows power outages across the Mason
District. Some local hospitals and municipal water systems are operating on back-up
generators. Multiple senior living communities are reported to be without power. There are
also reports of roof collapses at schools, warehouses, houses of worship, and private homes.
Fairfax County emergency services have been working since Saturday to ensure life safety.
They remain fully capable to meet the needs of the community. The Fairfax County
Emergency Operations Center (EOC) has been on full activation since early Saturday morning.
Volunteer Fairfax has been at the EOC since Saturday and has recommended the activation of
the Community Resiliency Group. In addition, Volunteer Fairfax has been sending daily
updates to CRG member organizations. On Tuesday, county officials requested a meeting of
community- and faith-based organizations to discuss the unmet needs of Fairfax County
residents. Meetings are being held in each supervisor district on Wednesday night.
You are attending that meeting on behalf of the organization you represent. With a focus on
collaboration and coordination, your task is to review the situation at hand and develop
strategies for success that leverage the resources and capabilities of the organizations in your
district. Your discussion should focus on the following capabilities requested by local officials:
Improve situational awareness and operational coordination among responding agencies
Ensure health and social service needs of all residents are met
Secure temporary housing of residents until rebuilding is completed
Set priorities for short term and long term community recovery
Leverage community networks to inform the general public and emergency officials of progress and ongoing needs
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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DISCUSSION QUESTIONS
The following questions are provided as suggested general subjects that you may wish to
address as the exercise progresses. These questions are not meant to constitute a definitive list
of concerns to be addressed, nor is there a requirement to address every question.
Operational Coordination
1. Fairfax County OEM recognizes the valuable resource of community groups when it
comes to improving situational awareness and the common operating picture. Others
normally tasked with providing updates (Fire, EMS, and Law Enforcement ) are occupied
responding to emergency calls and are unable to provide the systematic neighborhood
damage reports needed by the EOC.
a. How can community groups in the Mason District best share the damage and needs
in their neighborhood to responding agencies? What networks can be leveraged to
help meet this need? What training or orientation would be needed to prepare your community group for this task?
2. What guidance is provided in the Donations Management Annex to the Fairfax County
Emergency Operations Plan that might assist the Donations Coordination Team in this kind
of event?
3. Which resources and capabilities provided by your organization might be relevant to short
term recovery planning? What about long term recovery planning?
4. When faced with a crisis, how does your organization identify its needs and request support
from other community partners or local government?
Health and Social Services
5. Volunteer Fairfax, the Volunteer and Donations Management Lead at the Fairfax County
EOC, has been communicating with several local businesses interested in supporting
community groups. A sporting goods chain is willing to donate 500 pairs of winter
gloves. The gloves are currently stored in a large warehouse near Woodbridge, VA and
must be picked up. The business will provide the gloves for free as long as the gloves are
distributed to both volunteers helping clear away snow and debris and to people in need.
a. Do Mason District organizations have a need for this kind of donation? How can
local groups work together to distribute the gloves in accordance with the donor’s
intent? What additional information is needed?
6. With respect to social services, how have your capabilities and plans evolved over time to
meet the needs of your neighbors?
7. Is your organization prepared to provide assistance to children, seniors, and people with
access and functional needs? List potential accommodations included in your plans.
8. Due to the excessive snow drifts and significant ice accumulation at its warehouse, ACCA
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Fairfax County Community Resiliency Collaboration U.S. Department of Homeland Security
Mason District TTX Situation Manual Federal Emergency Management Agency
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is unable to use the box trucks to assist in the distribution of clothing and furniture across
the Mason District to residents whose homes have not been affected. There are, however,
other individuals and groups with capable personal vehicles interested in distributing
ACCA furniture and clothing to their neighbors.
a. Can these individuals assist? Who will coordinate the effort? What kind of
reporting needs to be done back to the relevant Fairfax County Government agencies to ensure those volunteers are safe and effective?
Housing
9. The Fairfax County Pre-Disaster Recovery Plan calls for the organization of an Intermediate
Housing Recovery Group in the event that “significant numbers of people are without
permanent shelter for a long period of time” (p. Annex D-7). In your opinion, when does an
incident warrant the activation of such a group?
10. How might your organization assist community members in need of short term sheltering and
feeding? Is this something you have done in the past?
11. What might your organization contribute to transition of sheltering to intermediate housing
solutions?
Community Recovery Planning
12. Given the level of damage across the county, local officials are recommending the
organization of a Recovery Agency, as outlined in the Fairfax County Pre-Disaster
Recovery Plan. The first Recovery Action Plan is set to be developed this Saturday by a
group of individuals from county offices and nongovernmental stakeholders. Community
Resiliency Group members have been asked to develop a list of potential representatives
that can effectively advocate for the recovery priorities in the Mason District.
a. Please develop a high level strategy that will ensure those best situated to represent
the Mason District understand the issues and concerns of the community? How
can the community work together to establish the priorities that will inform the
larger Recovery Agency?
13. After a disaster like this, what does community recovery mean to you and your
organization? What priorities sit at the top of your list?
14. The Fairfax County Pre-Disaster Recovery Plan (PDRP) calls for community leaders to serve
as a conduit for residents to obtain information and express their vision for the future. Is this
a role your organization is willing to fill? Are you ready to fill that role today?
Public Information and Warning
15. How does your organization answer requests for information that come from your
constituents? How does your organization verify the information it provides?
16. Can volunteers augment your capabilities during a disaster? What is your process for
recruitment and training? How do you message your volunteer needs to the larger
community?
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