This Debris Management Plan identifies the actions required to plan for and respond to a natural or man-made debris-generating event.  It is designed to identify County, State and Federal agencies responsible for debris operations and defines the procedures to be followed in the event of a major debris-generating event. This Debris Management Plan is an Annex to the Bertie County Emergency Operations Plan.

The Director of the Bertie County Office of Emergency Management (OEM) and the County Economic Development Department recognize the need for close coordination between their departments and from other County departments, State and Federal agencies identified in this plan.  Therefore, debris operations will be directed and coordinated from a centralized Debris Management Center (DMC) located at 106 Dundee Street, Windsor, NC, 27893.  The Director of OEM has designated the Director of Economic Development as the County Debris Manager.    

The County Debris Manager will be responsible for coordinating all disaster debris operations with respect to the emergency clearance and permanent removal and disposal of all debris deposited along or immediately adjacent to public rights-of-way in consultation with other County and State departments.  This approach will ensure a seamless and efficient cleanup operation. This plan solely covers the unincorporated areas of Bertie County. All incorporated areas within Bertie County have been made aware of the development of this plan.

Your support and understanding of the importance of having a coordinated Debris Management Plan in place prior to a natural or man-made disaster will contribute to the safety and well being of all residents of Bertie County.
 

• Article 36A of chapter 14, Chapter 166A, and Chapter 153A of North Carolina General Statutes
• Public Law 93-288 as amended by Public Law 100-107, the Stafford Disaster Relief and Emergency Assistance Act and in this plan as �the Stafford Act
• 44 CFR Part 201.6 et seq
• Bertie County Emergency Operations Plan

The institutions of Bertie County, NC, along with the natural and built environment, present opportunities for a number of potential natural and technological disasters or emergencies.  The County Emergency Management Coordinator is responsible for planning and emergency preparedness, response and recovery, and mitigation activities.  The County coordinates with the North Carolina Division of Emergency Management (NCEM) office in response to disasters, emergencies, severe weather conditions, and other catastrophic events.

The County subscribes to the guidance developed by the Bertie County Office of Emergency Management (OEM) and the State Emergency Operations Plan (EOP) developed by the NCEM.  The EOP establishes responsibilities for each State government agency and sets forth lines of authority and organizational relationships that are essential for the protection of the public.  The EOP also establishes the concepts and policies under which all elements of the State government will operate during disasters and emergencies by providing for the integration of those resources.

This Plan is based on guidance provided by Bertie County and procedures outlined in the State Debris Management Plan. This Plan focuses on the types of activities that are likely to be required during a disruption or emergency, without regard to the type or cause of that disruption or emergency.
 

This Plan has been developed to provide the framework for Bertie County government and other entities to clear and remove debris generated during a public emergency within the limits of Bertie County.  This Plan unifies the efforts of public and private organizations for a comprehensive and effective approach to:

• Provide organizational structure, guidance, and standardized guidelines for the clearance, removal, and disposal of debris caused by a major debris-generating event.
• Establish the most efficient and cost effective methods to resolve disaster debris removal and disposal issues.
• Implement and coordinate private sector debris removal and disposal contracts to maximize cleanup efficiencies.
• Expedite debris removal and disposal efforts that provide visible signs of recovery designed to mitigate the threat to the health, safety, and welfare of County residents.
• Coordinate partnering relationships through communications and pre-planning with local, State, and Federal agencies that have debris management responsibilities.

Bertie County is vulnerable to numerous natural and technological hazards, including severe weather and hazardous materials spills.  Tropical storms, hurricanes, tornadoes, severe lightning, wind storms, hail and floods pose the highest natural threats to the County.  Critical government and private facilities are potential targets for terrorist attack.  The County can manage many disaster situations with internal resources.  However, there are potential debris-generating events that may overwhelm the County�s assets and capabilities.   

This Plan establishes the framework within which the County will respond and coordinate the removal and disposal of debris generated by potential manmade and natural disasters. This Plan will also address the potential role that State and Federal agencies and other groups will take in a debris operation. 

This Plan defines the roles and responsibilities of unincorporated Bertie County government, the North Carolina Department of Transportation (NCDOT), as well as state and federal agencies, with respect to debris planning prior to an event and actions following a major debris-generating event.   

The Bertie County OEM has the responsibility of coordinating and conducting Debris Removal and Disposal Operations on all non-system roads within the unincorporated portions of the County.  The Bertie County OEM is also responsible for identifying and operating any necessary Temporary Debris Storage and Reduction sites (TDSRs) for debris from non-system roads.  Final disposal of all disaster-generated debris will be to licensed landfills.  The County TDSR sites may also be used as secondary or backup sites for NCDOT and the municipalities if coordinated with the County Debris Manager. 

The Director of Economic Development will be designated as the County Debris Manager and will coordinate all Debris Removal and Disposal Operations from the Economic Development offices located at 106 Dundee Street, Windsor, NC, 27983. 

The County Debris Manager will be the County�s single point of contact responsible for all disaster debris removal and disposal operations and interfacing with representatives from municipal, state, and federal agencies.  

NCDOT has the sole responsibility of coordinating and conducting Debris Clearing, Removal and Disposal Operations from all system roadways within Bertie County utilizing NCDOT personnel and/or private Contractors.  The County is responsible for identifying and obtaining and operating any TDSRs.  Final disposal of all disaster-generated debris will be to licensed landfills. 

Each municipality within Bertie County has the responsibility of coordinating and conducting Debris Clearing and Debris Removal and Disposal Operations within their own jurisdictions. This plan is written to cover Bertie County Unincorporated areas exclusively.  Each municipality is responsible for pickup and disposal of all disaster-generated debris independently.
 

Natural disasters such as hurricanes, tornadoes, and flooding precipitate a variety of debris that includes, but is not limited to, trees and other vegetative organic matter, construction materials, appliances, personal property, mud, and sediment.  Man-made disasters such as terrorist attacks may result in a large number of casualties and heavy damage to buildings and basic infrastructure.  Crime scene constraints may hinder normal debris operations, and contaminated debris may require special handling.  These factors will necessitate close coordination with local and Federal law enforcement, health, and environmental officials. 

This Plan takes an all-hazards approach to identifying and responding to the following hazards that may pose a threat to Bertie County: 

• Natural Hazards � severe weather, hurricanes, tornadoes, flooding, or earthquakes;

• Human-caused Events and Hazards � urban fires, special events, civil disorder, or transportation accidents; and

• Terrorist Incidents � bomb threats or attacks, sabotage, hijacking, armed insurrection, or Weapons of Mass Destruction (WMD) incidents. 

The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will have a direct impact on the type of removal and disposal methods utilized, the associated costs, and the speed with which the problem can be addressed.  Further, the quantity and type of debris generated from any particular disaster will be a function of the location and kind of event experienced, as well as its magnitude, duration, and intensity.   

For planning purposes and for pre-positioning response assets, this plan is based on the debris-generating capacity of a Category 4 Hurricane, which has the following characteristics or effects: 

• Wind speeds ranging from 131-155 miles per hour;  
• Heavy rainfall and a potential storm surge of 15 to 20 feet;  
• Foliage torn from trees and some large trees uprooted;  
• Practically all poorly constructed signs blown down;  
• Damage to roofing materials of most buildings;  
• Some window and door damage, and structural damage to small buildings; and     
• Mobile homes usually destroyed.

The fact that this Plan is based on a particular size and type of event in no way diminishes the value of the Plan for use in response to other types and categories of events.  This Plan establishes a general framework that can, with minor modifications, be used in any debris-generating event.

• This Plan addresses the clearing, removal, and disposal of debris generated by the above hazards based on the following assumptions: 

• A major natural or man-made disaster that requires the removal of debris from public or private lands and waters could occur at any time;

• The amount of debris resulting from a major natural disaster will exceed Bertie County�s in-house removal and disposal capabilities;

• Bertie County will contract for additional resources to assist in the debris removal, reduction, and disposal processes;

• The County Commission will issue a local State of Emergency Declaration Executive Order as a prerequisite to requesting emergency or major disaster assistance under a Presidential Disaster Declaration; and

• Federal assistance will be requested by the State to supplement Bertie County�s debris capabilities in coordination with the Debris Manager.

The County Debris Manager may request Federal assistance through the NCEM when the debris-generating event exceeds Bertie County�s in-house debris clearing, removal, and disposal capabilities.  The request will be submitted to the NCEM who will then forward it to the Federal Emergency Management Agency (FEMA) Region IV requesting that the US Army Corps of Engineers (USACE) be given a mission assignment. 

The USACE may provide a liaison to the State EOC when activated.  This liaison will serve as an advisor to the State EOC staff providing advice as needed and ensuring that the USACE is prepared to respond when tasked. 

The USACE will alert a Debris Planning and Response Team (PRT) and the Advance Contracting Initiative (ACI) contractor under contract for that area and have them ready to respond when a mission assignment is received.  Once the USACE receives a mission assignment from FEMA, the management groups for both the PRT and ACI contractor will be available to meet with the Debris Manager to conduct contingency planning as required.   

The USACE will also provide staffing to the County Debris Management Center (DMC) when activated to ensure a coordinated debris operation.  USACE will coordinate with the County DMC staff on the use of any pre-identified TDSRs and identify/acquire other sites as required to accomplish the mission assignment.
 

1. The Economic Development Department:

• Designate the Economic Development Department Director as the County Debris Manager responsible for overall control of the Debris Management Center (DMC).
• Provide a Public Information Officer (PIO) to the DMC staff to coordinate all media reports with the County PIO on debris operations.
• Coordinate with NCDOT to ensure clearing of major evacuation routes and access to critical facilities.
• Assign personnel to operate and staff the Debris Contractor Oversight Team (DCOT) element of the DMC, including communications equipment, transportation, etc.
• Ensure that the DMC is provided all needed administrative staff and equipment support, including administrative support personnel, computers, desks, chairs, etc.
• Appoint a Deputy Debris Manager responsible for daily operation control of the DMC.
• Manage all necessary contracts and/or temporary employees associated with debris removal activities, including, but not limited to, debris removal and disposal and debris management monitoring (Roving, Load Site, and Disposal Site Monitors).
• Coordinate traffic control at all loading sites and at entrances to and from debris management sites.
• Provide annual training and refresher training for all personnel assigned to debris management monitoring responsibilities.
• Coordinate training requirements with County Emergency Management Director.

Primary Point of Contact: Director of Public Works

2. County Office of Emergency Management:
   
   County OEM�s responsibilities include, but are not limited to, the following with respect to any and all debris management activities:
    
   • Coordinate between State EMA and County Agencies and Administrators.
   • Ensures all agencies with responsibilities outlined in this plan are aware of and carryout their respective responsibilities.

   Primary Point of Contact:  Director, Office of Emergency Management.
    

3. Department of Parks and Recreation:
   
   The Department of Parks and Recreation�s responsibilities include, but are not limited to, the following with respect to any and all debris management activities:
    
   • Provide a DPR Debris Coordinator to the DMC staff to coordinate all DPR debris assignments.
   • Ensure that debris removal from parks and recreational facilities is coordinated through and approved by the Debris Manager.
   • Ensure that the DPR Debris Coordinator keeps the Debris Manager informed of cleanup progress and any problems encountered or expected.
   • Assist in debris management site investigations.
   • Provide digital map files of all identified DPR property greater than 10 acres.
   • Coordinate with the Debris Manager for the removal, storage, burning, and disposal of debris at debris collection/management sites at DPR parks.

   Primary Point of Contact: Director of Parks and Recreation

1. NC Department of Transportation
    
   • Clear and remove debris from all system roadways in Bertie County.  Debris will be taken directly to the East Carolina Regional Landfill or, if necessary, to a predetermined County TDSR for processing and hauling by the County.

   Primary Point of Contact: NCDOT County Maintenance Engineer
    

2. Fire and Emergency Medical Services
    
   • Respond to fire and other emergencies at TDSR sites.
   • Respond to request to investigate and handle hazardous materials incidents.
   • Approve TDSR burn sites in accordance with appropriate local requirements to ensure safe burning.
   • Issue bans on open burning based upon assessment of local conditions and ensure dissemination of information to the public.
   • Supervise burn sites in accordance with all appropriate local requirements to ensure safe burning, subject to amendments by the Health Department and/or Fire Marshall.

   Primary Point of Contact: Emergency Management Coordinator
    

3. Police / Sheriffs Department
    
   • Assist in monitoring illegal dumping activities.
   • Assist in monitoring TDSR sites to ensure compliance with local traffic regulations.
   • Coordinate traffic control at all loading sites and at entrances to and from debris management sites.

   Primary Point of Contact: Sheriff
    

4. Health Department
    
   • Assists in monitoring TDSR site operations and closeout activities.
   • Assistance as necessary on all environmental and health issues.
   • Regulate the burning at TDSR sites.

   Primary Point of Contact: Albemarle Regional Health Department
    

5. Maintenance Department
    
   • Coordinate debris removal and disposal requirement on public facilities with the Debris Manager.

   Primary Point of Contact: Maintenance Department Director
    

6. Water Department
    
   • Coordinate debris removal and disposal requirement on Water facilities with the Debris Manager.

   Primary Point of Contact: Superintendent, Water Department
    

7. Electric Utilities
    
   • Coordinate with the Debris Manager with regards to debris removal along electrical easements and rights-of-way to ensure that all lines are de-energized.
   • Provide a debris coordinator to the DMC.

   Primary Points of Contact: Roanoke Electrical Cooperative & Dominion Power
    

8. NC Division of Forest Resources
    
   • Coordinate with the Debris Manager during Phase I recovery to assist in emergency debris clearing on roads. The NCDFR�s role is secondary to NCDOT and only activated when necessary for clearing hazards on system and non-system roads.

   Primary Point of Contact: Bertie County NCDFR Forester

One of the primary functions of this Plan is to clearly delineate a basic organization and assign specific responsibilities. During the conduct of debris operations, many issues will arise that are not specifically mentioned in this Plan. However, responsibilities are sufficiently defined so that unexpected issues can be assigned and resolved efficiently.

This section of the Plan provides a listing of primary debris-related responsibilities for directors and managers, as well as debris-specific assignments for tasks and issues that normally arise during debris operations.

1. Debris Manager
   
   The Executive Director of Economic Development will assume the role of the County Debris Manager.  In the role of Debris Manager, the Executive Director of Economic Development�s responsibilities include, but are not limited to, the following with respect to any and all debris management activities:
    
   • Overall control of the DMC.   
   • Provide a Public Information Officer (PIO) to coordinate all media reports on debris operations. 
   • Coordinate with NCDOT to ensure clearing of major evacuation routes and access to critical facilities. 
   • Assign personnel to operate and staff the Debris Contractor Oversight Team (DCOT) element of the DMC, including communications equipment, transportation, etc. 
   • Ensure that the DMC is provided all needed administrative staff and equipment support, including administrative support personnel, computers, desks, chairs, etc. 
   • Receive regular updates from the Deputy Debris Manager regarding cleanup progress and any problems encountered or expected. 
   • Manage all necessary contracts and/or temporary employees associated with debris removal activities, including, but not limited to, debris removal and disposal and debris management monitoring (Roving, Load Site, and Disposal Site Monitors) 
   • Provide yearly training and refresher training for all personnel assigned to debris management monitoring responsibilities. 

   • Coordinate training requirements with the County Emergency Management Coordinator.

   • Communicate timely information to the County Administrator and the County EOC staff regarding the status of the debris clearing, removal, and disposal operations. 
   • Assure that the County is represented at all meetings with other government and private agencies involved with the debris cleanup operation.  
   • Coordinate with appropriate County, State, and Federal agencies, including FEMA, USACE, and others as appropriate. 
   • Convene emergency debris coordinating meetings. 
   • Appoint a Deputy Debris Manager responsible for daily operation control of the DMC. 
   • Ensure that the DMC is provided all needed administrative staff support. 
   • The Deputy Debris Manager will act as DMC Liaison to the County EOC to coordinate and respond to any debris removal or disposal request.  Actions will focus on keeping track of Debris Control Zone assignments and progress of the initial debris clearance (Phase I) from emergency evacuation routes and critical facilities.  The Deputy Debris Manager will keep the County EOC staff informed of any problems encountered or expected.

   Point of Contact: Executive Director of Economic Development
    

2. Deputy Debris Manager
    
   • The Debris Manager will be supported by a joint debris staff made up of personnel from other County department staff personnel.  The joint staff will constitute the daily operating element of the DMC. 
   • The Deputy Debris Manager is responsible for daily operational control of the DMC staff.  The Deputy Debris Manager will receive current information on the severity of the disaster from the County EOC.  All requests for debris removal or disposal from the EOC staff will go to the Deputy Debris Manager.  Requests for debris removal from public facilities and roadways will be reviewed and approved by the Debris Manager before being directed to implement the request. 
   • The Deputy Debris Manager will appraise the extent of damage and resulting debris and coordinate with the Debris Manager to ensure that appropriate contracts are put place to efficiently an effectively remove the debris. 
   • The Debris Manager will ensure that all Contractor debris removal and disposal operations are properly monitored utilizing personnel assigned to the Debris Contractor Oversight Team. 
   • The Deputy Debris Manager will keep the Debris Manager and DMC staff informed on all ongoing debris management operations through, at a minimum, daily meetings and/or reports. 
   • The Deputy Debris Manager will maintain a daily journal and file on all debris related documents and issues.
      
3. Department of Parks and Recreation (DPR) Director
   
   The Director of DPR�s responsibilities include, but are not limited to, the following with respect to any and all debris management activities:
    
   • Act as DPR Debris Coordinator to the DMC staff to coordinate all P&R debris assignments. 
   • Ensure that debris removal from parks and recreational facilities is coordinated through and approved by the Debris Manager. 
   • Keeps the Debris Manager informed of cleanup progress and any problems encountered or expected. 
   • Assist in debris management site investigations. 
   • Provide digital map files of all identified DPR property greater than 10 acres. 
   • Coordinating with the Debris Manager for the removal, storage, burning, and disposal of debris at debris collection/management sites at PDR parks.
      
4. Debris Management Center Staff

   The DMC is organized to provide a central location for the coordination and control of all debris management requirements. The DMC will be located at 106 Dundee Street, Windsor, NC.              

   The DMC organizational diagram shown in Figure 1 below identifies the DMC staff positions required to coordinate the actions necessary to remove and dispose of debris using both County and contractor assets. 

   Specific DMC staff actions will include the following: 

   • Making recommendations for County force account and Contract assignments and priorities based on the County�s Debris Control Zones.  Attachment 2 contains a map showing the boundaries of the various Debris Control Zones. 
   • Reporting on debris removal and disposal progress, and preparing of status briefings. 
   • Providing input to the EOC PIO on debris removal and disposal activities. 
   • Coordinating with the State on debris issues affecting adjacent counties. 
   • Coordinating with the following Federal agencies in the event of a major natural or man-made debris-generating disaster that exceeds the County�s capabilities:
     • Federal Emergency Management Agency (FEMA)
     • U.S. Army Corps of Engineers (USACE)
     • Local Office of the Federal Bureau of Investigation (FBI)
        
5. Public Information Officer
   
   The DMC PIO will serve as the DMC liaison to the County PIO. The PIO will develop a proactive information management plan. Emphasis will be placed on actions that the public can perform to expedite the cleanup process. Flyers, newspapers, radio, and TV public service announcements will be used to encourage public cooperation for such activities as:
   • Separating burnable and non-burnable debris;
   • Segregating Household Hazardous Waste (HHW);
   • Placing disaster debris at the curbside;
   • Keeping debris piles away from fire hydrants and valves;
   • Reporting locations of illegal dump sites or incidents of illegal dumping;
   • Segregating recyclable materials; and
   • Disseminate pickup schedules through the local news media.

Figure 1
Debris Management Center - Organization Chart

The Debris Manager will be the single point of contact to coordinate and control all personnel and equipment responding to a major debris-generating event. This Plan provides guidance for the efficient and effective control and coordination of initial debris assessments through debris clearance, removal, and disposal operations.
 

The County Debris Manager is responsible for coordinating impact assessment for all County public structures, equipment, and debris clearance immediately following a large-scale disaster. Impact assessments are performed by Bertie County Tax Department personnel and used to prioritize impacted areas and resource needs as well as make initial estimates of debris quantities.

NCDOT has the primary mission of identifying debris impacts on critical roads.  Based on the state-mandated prioritization of roads, NCDOT will clear debris from at least one lane on all evacuation routes and identified primary and secondary roads to expedite the movement of emergency service vehicles such as fire, police, and medical responders.  A listing of Critical Facilities is provided in Attachment 3. The state-mandated prioritization process will be followed in all circumstances.

Assessment teams will conduct initial zone-by-zone windshield surveys to identify the type of debris and to estimate amounts of debris on private and public property.  The results of the windshield surveys will be provided to the Debris Manager and the Deputy Debris Manager located at the County EOC.

During the debris clearance and removal process, the DMC staff will be responsible for coordinating with the Electric Power Company Debris Coordinator and other utility companies (telephone and cable TV) as appropriate to ensure that power lines do not pose a hazard to emergency work crews.
 

For ease of control and coordination, debris management operations are divided into two phases.

Phase I will be implemented immediately after a debris-generating event to open emergency evacuation routes and roadways to critical facilities and affected neighborhoods. The major emphasis during this phase is to simply push debris from the traveled way to the right-of-way or curb. This activity is commonly referred to as Debris Clearance. Little or no effort is made to remove debris from the right-of-way.

As noted above, NCDOT will be responsible for implementing all Phase I activities along system roads, with support as required from NCDFR. The Debris Manager is responsible for implementing all Phase I activities along non-system roads and other public facilities. Requests for additional assistance will be submitted to the Debris Manager located at the DMC.

Phase I activities for the Debris Manager include:

• Implementation of the Debris Management Plan. 
• Determination of incident-specific debris management responsibilities. 
• Establishment of priorities based on evacuation needs and prediction models. 
• Identification and procurement of TDSRs. 
• Activation of pre-positioned contracts, if necessary to support Phase I clearance operations. 
• Implementation of Public Information Plan. 
• Coordination and tracking of resources. 
• Formal documentation of costs.

Phase II will be implemented within two to five days following a major debris-generating event, and will encompass the processes of debris removal and disposal. This delay is normal and allows time for affected citizens to return to their homes and begin the cleanup process. Debris must be brought to the rights-of-way or curb to be eligible for removal at public expense. 

The Debris Manager will be responsible for implementing all Phase II activities. All debris removal and disposal operations on non-system roads and public facilities will be coordinated by the Debris Manager located at the DMC. Phase II may be quite lengthy as disaster recovery continues until pre-disaster conditions are restored.  

Phase II activities include:

• Activation of pre-positioned contracts. 
• Notification to citizens of debris removal procedures. 
• Activation of TDSRs. 
• Removal of debris from rights-of-way and critical public facilities. 
• Movement of debris from TDSRs to permanent landfills.

It should be noted that all efforts will be made to dispose of debris in the most efficient manner possible. Normally, due to the close proximity and adequate cell space at the East Carolina Regional Landfill, there may not be a need to utilize TDSRs. In that case, debris will be taken directly to the landfill and processed at the landfill.
 

The general concept of debris removal operations includes multiple, scheduled passes by each critical site, location, or right-of-way. This manner of scheduling debris removal allows residents to return to their properties and bring debris to the edge of the right-of-way as property restoration proceeds. 

The County has been divided into three Debris Control Zones to control and expedite debris-removal and disposal operations (please refer to Attachment 2 for zone delineation). The estimated quantity of debris that would be generated by a Category 4 Hurricane for each Debris Control Zone is shown below in Table 1. Estimated debris quantities for Hurricane Categories 1 through 5 are shown in Figure 2.
 

Table 1
Debris Control Zone Estimates

Table 2
Estimated Debris Quantities for Bertie County, NC

 
 

The Debris Manager and staff will coordinate debris removal and disposal operations for all portions of the County non-system roads and public facilities. Phase II operations involve the removal and disposal of curbside debris by County force account and/or Contractor crews. All County-hired debris removal and disposal Contractor operations will be overseen by the Debris Contractor Oversight Team (DCOT).  

Under this Plan, mixed debris will be collected and hauled from assigned Debris Control Zones to County-designated TDSRs or to a designated landfill location. Clean woody debris will be hauled to the nearest designated vegetative TDSR for eventual burning or grinding. A listing of TDSRs can be found in Appendix E. 

The primary tracking mechanism for all debris loaded, hauled, and disposed of under this plan will be the Load Ticket, which is shown in Figure 2 below. Load tickets will be initiated at pickup sites and closed-out upon drop-off of each load at a TDSR or permanent landfill, and are to be used to document both force account and Contracted haulers. Load tickets will serve as supporting documentation for contractor payment as well as for requests for FEMA reimbursement.
 

Figure 2
Sample Load Ticket
(click here for a MS Word version of the form below)

1. Debris Contractor Oversight Team

   The DCOT is responsible for the coordination, oversight, and monitoring of all debris removal and disposal operations performed by private Contractors (see Attachment 6, Debris Contract Oversight Team Standard Operating Guidelines). 

   The DCOT supervisor and team members will be detailed from the Economic Development Department, County OEM, as well as from other County departments as required. The DCOT team may also be supplemented with contracted inspectors and other personnel as needed. 

   The DCOT team supervisor will be located at the DMC and will provide overall supervision of the three monitoring elements described below. Specific responsibilities include the following:

   • Planning and conducting debris management site inspections, quality control, and other contractor oversight functions. 
   • Receiving and reviewing all debris load tickets that have been verified by a Disposal Site Monitor (see description below). 
   • Making recommendations to the Debris Manager regarding distribution of County force account and Contractor work assignments and priorities. 
   • Reporting on progress and preparation of status briefings. 
   • Providing input to the DMC PIO on debris cleanup activities and pickup schedules. 
   • The DCOT Supervisor will oversee the activities of three types of monitors. The functions and responsibilities of the field monitors are described below (see Appendix F, Debris Removal and Disposal Monitoring Plan).
      
   1. Roving Monitors
      
      Two-person teams of Roving Monitors will be assigned to a specific Contractor depending upon the distribution of work assignments. The Roving Monitors� mission is to act as the �eyes and ears� for the Debris Manager and DCOT Supervisor to ensure that all contract requirements, including safety, are properly implemented and enforced.  

      Staff to fulfill the Roving Monitor positions will be provided by temporary local hires or by third party contract personnel. Roving Monitors will have the authority to monitor County Contractor operations and to report any problems back to the DCOT Supervisor. Roving Monitors may request contract compliance, but do not have the authority to otherwise direct Contractor operations or to modify the contract scope of work.  

      Roving Monitors will monitor debris operations on a full-time basis and make unannounced visits to all loading and disposal sites within their assigned debris management zone(s). In addition, Roving Monitors shall do the following:

      • Assist in the measuring of all Contractor trucks and trailer with the Contractors representative. Take photographs of all trucks and trailers. 
      • Obtain and become familiar with all debris removal and disposal contracts for which they are providing oversight. 
      • Observe all phases of debris management operation, to include loading sites, TDSRs, and final landfill sites. 
      • Prepare a daily written report of all Contractor activities observed to include photographs. 
      • Periodically monitor each TDSR to ensure that operations are being followed as specified in the applicable Debris Removal and Disposal Contract with respect to local and Federal regulations and the Debris Removal and Disposal Monitoring Plan (Appendix F), as well as the TDSR Baseline Checklist (Appendix G). 
        
        Roving Monitors will also submit daily written reports to the DCOT supervisor outlining their observations with respect to the following:
        • Is the Contractor using the site properly with respect to layout and environmental considerations? 
        • Has the Contractor established lined temporary storage areas for ash, household hazardous wastes, and other materials that can contaminate soil and groundwater?  
        • Has the Contractor established environmental controls in equipment staging areas, fueling, and equipment repair areas to prevent and mitigate spills of petroleum products and hydraulic fluids? 
        • Are plastic liners in place under stationary equipment such as generators and mobile lighting plants? 
        • Has the Contractor established appropriate rodent control measures? 
        • Are burn sites constructed and operating in accordance with the plans and requirements in Appendix G? 
        • Has the Contractor established procedures to mitigate smoke, dust, noise, and traffic flow?

        Roving Monitors� reports will also include written observations at loading sites, disposal sites, and the locations of any illegal dumping sites. If the monitor sees a problem they are to notify the DMC immediately and take photographs of the site.
         

   2. Load Site Monitors

      Load Site Monitors will be stationed at designated Contractor debris loading sites. The Load Site Monitors� primary function is to verify that debris being picked up is eligible under the terms of the contract. 

      Load Site Monitor positions will be staffed by temporary local hires or by third party contract personnel and supplemented by other County department personnel depending on the magnitude of the debris-generating event. Load Site Monitors will be assigned to each Contractor�s debris loading site within designated Debris Control Zones, and will initiate and sign load tickets as verification that the debris being picked up is eligible.
       

   3. Disposal Site Monitors

      Disposal Site Monitors will be located at both TDSRs and landfill sites as identified by the DMC through out the recovery process. The Disposal Site Monitors� primary function is to ensure that accurate load quantities are being properly recorded on pre-printed load tickets (see Figure 2). 

      At each TDSR and landfill disposal site, the Contractor will be required to construct and maintain a monitoring station tower for use by the Disposal Site Monitor. The Contractor will construct the monitoring station towers of pressure treated wood with a floor elevation that affords the Disposal Site Monitor a complete view of the load bed of each piece of equipment being utilized to haul debris. The Contractor will also provide each site with chairs, table, and portable sanitary facilities. 

      The Disposal Site Monitor will estimate the quantity (in cubic yards) of debris in each truck/trailer entering the Contractor�s selected TDSR or landfill disposal site and will record the estimated quantity on pre-numbered debris load tickets. The Contractor will only be paid based on the number of cubic yards of material deposited at the disposal site as recorded on debris load tickets. This is to be done on all types of debris removal contracts and force account vehicles.  

      Disposal Site Monitors will be staffed by temporary local hires or by third party contract personnel depending on the magnitude of the debris-generating event. The Disposal Site Monitors will be stationed at all TDSRs and landfill disposal sites for the purpose of verifying the quantity of material being hauled by the contractor. The Disposal Site Monitor will be responsible for closing out and signing each load ticket and returning a copy to the DCOT Supervisor at the end of each day.
       

2. Household Hazardous Waste Drop-Off Locations

   The  Emergency Management Coordinator, will identify one or more Household Hazardous Waste (HHW) drop-off locations within each of the Debris Control Zones. Contractors will be encouraged to separate HHW at the curb and not haul it to a TDSR or landfill. Residents will be encouraged to separate and transport HHW to pre-identified drop-off points. The County Emergency Management Coordinator will coordinate with local Environmental Protection Agency (USEPA) officials for the collection of eligible industrial or commercial hazardous waste resulting from the disaster.
    

3. Utility Company Property
   
   Roanoke Electric Cooperative, Dominion Power, and other utility crews will remove and dispose of all utility related debris such as, power transformers, utility poles, cable, and other utility company material.
    
4. Contractor Debris Removal and Disposal Operations

   The County recognizes that disasters may generate debris of types and quantities that exceed the County�s capabilities. The County does not own equipment nor have personnel for debris removal activities. Thus, the County will implement a pre-positioned contracting process to have Contractors on stand-by to respond within a pre-determined period to assist in requested aspects of the debris operation.  

   The Debris Manager or his or her authorized representative will contact the firm(s) holding pre-positioned debris removal and disposal contract(s) and advise them of impending conditions. The scope of the pre-positioned contract provides for the removal and lawful disposal of all natural disaster-generated debris, excepting household, industrial, or commercial hazardous waste. Debris removal will be limited to County-maintained streets, roads, and other public rights-of-way based on the extent of the disaster. Debris removal will be limited to disaster related material placed at or immediately adjacent to the edge of the rights-of-way by residents within designated Debris Control Zones.  

   Each Contractor, upon receipt of notice to proceed, will mobilize such personnel and equipment as necessary to conduct the debris removal and disposal operations detailed in the Contractor�s General Operations Plan (required by the Debris Removal and Disposal Contract). All Contractor operations will be subject to review by the Debris Manager. 

   The Contractor will make multiple, scheduled passes of each site, location, or area impacted by the disaster according to assigned Debris Control Zones and as directed by the Debris Manager. Schedules will be provided to the DMC PIO for publication and notification by the news media.  

   The load ticket, coupled with inspections by Roving, Load Site, and Disposal Site Monitors, will be the primary mechanism for monitoring Contractor performance and tracking quantities for pay purposes. 

   Federal support will be requested if the incident is beyond the County�s capability and its Contractors. The USACE will be tasked by FEMA through the mission assignment process to provide the necessary support to the County.  

   The USACE will respond by providing trained and experienced Debris PRTs that are responsible for managing the debris mission from removal to final disposal. These tasks are accomplished utilizing pre-awarded contracts to private industry contractors experienced in debris removal operations. The USACE also has Debris Subject Matter Experts available to provide advice and support to the Contractor and the DMC staff.
    

5. Temporary Debris Storage and Reduction Sites (TDSRs)

   The County recognizes the economic benefits of debris volume reduction, and will realize this benefit through the use of local TDSRs for processing of clean woody debris. The County will identify pre-designated vegetative TDSRs for the sole purpose of temporarily storing and reducing clean woody debris through either burning or grinding. A listing of TDSRs is located in Appendix E. This listing will be modified as further sites are identified. 

   Contractors will operate the TDSRs made available by the County. Each Contractor will be responsible for all site setup, site operations, rodent control, closeout, and remediation costs at each of its sites. The Contractor is also responsible for the lawful disposal of all by-products of debris reduction that may be generated.  

   The Contractor will restore the TDSR sites as close to the original condition as is practical so that it does not impair future land uses. All sites are to be restored to the satisfaction of the Debris Manager with the intent of maintaining the utility of each site.  

   Contractors are also expected to haul and manage construction and demolition (C&D) waste. C&D materials will be hauled to debris management sites for temporary sorting and storage until final disposal arrangements are made.

   It is important to note that all material deposited at TDSRs will eventually be taken to a properly permitted landfill for final disposal. Under certain circumstances, the Debris Manager may direct contractors to bypass C&D TDSRs and approve the hauling of mixed C&D debris directly to a properly permitted landfill for disposal. 

   While residents will be encouraged to segregate HHW at curbside, small amounts of HHW may be mixed in with material deposited at the TDSRs. Therefore, the Contractor must be prepared to place any HHW in a separate enclosed and lined area for temporary storage, and must report any accumulation of HHW at the TDSRs to the DCOT staff. The DCOT staff will notify the Debris Manager, who will coordinate for removal and disposal.
    

6. Load Ticket Disposition

   The Load Ticket will be a 5-part pre-printed form (see Figure 2).  

   At initiation of each load, the Load Site Monitor will fill out all items in Section 1 of the Load Ticket and will retain Part 1 (White Copy). The remaining copies will be given to the driver and carried with the load to the disposal site.  

   Upon arrival at the disposal site, the driver will give all four copies to the Disposal Site Monitor. The Disposal Site Monitor will complete Section 2 of the Load Ticket and retain Part 2 (Green). Parts 3, 4, and 5 will be given either to the contractor�s on-site representative or to the truck driver for subsequent distribution. 

   All trucks will be measured by the Contractor and DMC staff before the operation begins and periodically rechecked throughout the operation.

   The Contractor will be paid based on the number of cubic yards of eligible debris hauled per truckload. Payment for hauling debris will only be approved upon presentation of Part 4 (Pink) of the Load Ticket with the Contractor�s invoice. 

   Load tickets will also be completed and retained for County force account vehicles as a primary mechanism for tracking debris quantities deposited at TDSRs.
    

7. Temporary Debris Storage and Reduction Site Setup and Closeout Procedures
   
   The Contractor will be responsible for preparing and closing out a TDSR site in accordance with specifications in the Debris Removal and Disposal Contract.
    
8. Private Property Debris Disposal
   
   Dangerous structures are the responsibility of the owner to demolish in order to protect the health and safety of adjacent residents. However, experience has shown that unsafe structures will often remain in place due to lack of insurance or absentee landlords. Care must be exercised to ensure that the County properly identifies structures listed for demolition.
   
   The Debris Manager will coordinate with the County and State and FEMA Public Assistance Officers regarding:
    
   • Demolition of private structures.  
   • Removing debris from private property. 
   • Local law and/or code enforcement requirement. 
   • Historic and archaeological sites restrictions.

   Qualified environmental Contractors to remove hazardous materials such as asbestos and lead-based paint. 

   Execution of Right-of Entry/Hold Harmless agreements with landowners.

The handling and disposal of debris generated from a Weapons of Mass Destruction (WMD) or terrorism event will exceed the capabilities of the County and will require immediate Federal assistance.  

Normally, a WMD or terrorism event will, by its very nature, require all available assets and involve many more Federal and adjacent State and County departments and agencies. The nature of the waste stream as well as whether or not the debris is contaminated will dictate the necessary cleanup and disposal actions. Debris handling considerations that are unique to this type of event include:

• Much of the affected area will likely be a crime scene. Therefore, debris may be directed to a controlled debris management site by State and/or Federal law enforcement officials for further analysis. 
• The debris may be contaminated by chemical, biological, or radiological contaminants. If so, the debris will have to be stabilized, neutralized, containerized, etc. before disposal. In such an occurrence, the operations may be under the supervision and direction of a Federal agency and one or more specialty Contractors retained by that agency. 
• The presence of contamination will influence the need for pretreatment (decontamination), packaging and transportation. 
• The type of contaminant will dictate the required capabilities of the personnel working with the debris. Certain contaminants may preclude deployment of resources that are not properly trained or equipped.

The Debris Manager will continue to be the single point of contact for all debris removal and disposal issues within the County. Coordination will be exercised through the US Army Corps of Engineers ESF #3 Branch located at the designated FEMA Disaster Field Office.  

In this type of event, the County will become a supporting element to the U.S. Army Corps of Engineers, and will operate as defined in the USACE WMD Emergency Response Plan (to be published).
 

All County departments and agencies will maintain records of personnel, equipment, load tickets, and material resources used to comply with this Plan. Such documentation will then be used to support reimbursement from any Federal assistance that may be requested or required. 

All County departments and agencies supporting debris operations will ensure 24‑hour staffing capability during implementation of this plan, if the emergency or disaster requires or as directed by the Debris Manager. 

All County departments are responsible for the annual review of this Plan in conjunction with the annual update to the County EOP. It will be the responsibility of each tasked department and agency to update its respective portion of the Plan and ensure any limitations and shortfalls are identified and documented, and work-around procedures developed, if necessary. 

The review will consider such items as:

• Changes in Mission 
• Changes in Concept of Operations
• Changes in Organization 
• Changes in Responsibility 
• Changes in desired contracts 
• Changes in pre-Positioned contracts 
• Changes in priorities

This Plan also may be updated as necessary to ensure a coordinated response as other Debris Management Plans are developed. Surrounding cities may also develop Debris Management Plans that should be coordinated with the County�s Plan and other plans. This coordination is especially important with respect to allocation of resources such as TDSRs and disposal facilities.

Attachment 1
ACRONYMS AND DEFINITIONS
 

LIST OF ACRONYMS (also see EOP Glossary)

ACI                   Advance Contracting Initiative 

C&D                 Construction and Demolition 

DCOT               Debris Contractor Oversight Team 

DMC                 Debris Management Center 

DPR                 Department of Parks and Recreation  

EOC                 Emergency Operations Center (Bertie County) 

EOP                 Emergency Operations Plan (State of North Carolina) 

ERT                  Emergency Response Team 

ESF                  Emergency Support Function 

FBI                   Federal Bureau of Investigations 

FEMA               Federal Emergency Management Agency 

HHW                 Household Hazardous Waste 

NCDFR North Carolina Division of Forest Resources 

NCDOT North Carolina Department of Transportation 

NCEM               North Carolina Division of Emergency Management 

OEM                 Office of Emergency Management (Bertie County) 

PIO                   Public Information Officer 

PRT                  Planning and Response Team 

TDSR               Temporary Debris Storage and Reduction Site 

USACE             U.S. Army Corps of Engineers 

USEPA             U.S. Environmental Protection Agency 

WMD                Weapons of Mass Destruction 

DEFINITIONS (also see EOP Glossary)

Burning � Reduction of woody debris by controlled burning.  Woody debris can be reduced in volume by approximately 95% through burning.  Air curtain burners are recommended because they can be operated in a manner to comply with clean-air standards.

Chipping or Mulching - Reducing wood related material by mechanical means into small pieces to be used as mulch or fuel.  Woody debris can be reduced in volume by approximately 75%, based on data obtained during reduction operations.  The terms �chipping� and �mulching� are often used interchangeably.

Construction, Demolition and Land-Clearing Wastes - Any type of solid waste resulting from land-clearing operations, the construction of new buildings or remodeling structures, or the demolition of any building or structure.

Debris - Scattered items and materials that were broken, destroyed, or displaced by a natural disaster.  Examples: trees, construction and demolition material, personal property.

Debris Clearance - Clearing the major road arteries by pushing debris to the roadside to accommodate emergency traffic.

Debris Management Site - A location where debris is temporarily stored until it is sorted, processed, and reduced in volume and/or taken to a permanent landfill.  Similar to a Temporary Debris Storage and Reduction Site (TDSR).

Debris Removal - Picking up debris and taking it to a temporary storage site or permanent landfill.

Federal Response Plan � A plan that describes the mechanism and structure by which the Federal government mobilizes resources and conducts activities to address the consequences of any major disaster or emergency that overwhelms the capabilities of State and local governments.

Final Debris Disposal - Placing mixed debris and/or residue from volume reduction operations into an approved landfill.

Force Account Labor - In this context, State, tribal or local government employees engaged in debris removal activities within their own jurisdiction.

Garbage - Waste that is normally picked up by a designated department (such as the Department of Solid Waste Management, or a contractor.  Examples: food, plastics, wrapping, papers.

Hazardous Waste - Any waste or combination of wastes of a solid, liquid, contained gaseous or semisolid form which because of its quantity, concentration, or physical, chemical, or infectious characteristics may:

�         Cause or significantly contribute to an increase in mortality or an increase in serious irreversible or incapacitating reversible illness; or

�         Pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed.  

Also includes material and products from institutional, commercial, recreational, industrial and agricultural sources that contain certain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency: 1) Toxic, 2) Flammable, 3) Corrosive; and/or 4) Reactive.  Such wastes may include, but are not limited to, those that are persistent in nature, assimilated, or concentrated in tissue or which generate pressure through decomposition, heat, or other means.  The term does not include solid or dissolved materials in domestic sewage or solid dissolved materials in irrigation return flows, or industrial discharges, which are point sources subject to state or federal permits.

Household Hazardous Waste (HHW) - Used or leftover contents of consumer products that contain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency: 1) Toxic, 2) Flammable, 3) Corrosive and/or 4) Reactive.  Examples of household hazardous waste include small quantities of normal household cleaning and maintenance products, latex and oil based paint, cleaning solvents, gasoline, oils, swimming pool chemicals, pesticides, and propane gas cylinders.

Hot Spots - Illegal dumpsites that may pose health and safety threats.

Illegal Dumping - Dumping garbage and rubbish, etc., on open lots is prohibited.  No garbage, refuse, abandoned junk, solid waste or other offensive material shall be dumped, thrown onto, or allowed to remain on any lot or space within the District.

Industrial Waste - Any liquid, gaseous, solid, or other waste substance, or a combination thereof resulting from any process of industry, manufacturing, trade, or business or from the development of any natural resources.

Monitoring - Actions taken to ensure that a contractor complies with the contract scope of work.

Mutual Aid Agreement - A written understanding between communities, states, or other government entities delineating the process of providing assistance during a disaster or emergency.  (See Response and Recovery Directorate Policy Number 9523.6, �Mutual Aid Agreements for Public Assistance�, dated August 17, 1999).

Recycling - The recovery and reuse of metals, soils, and construction materials that may have a residual monetary value: The County encourages the voluntary participation of all of its residents to reduce the waste stream through recycling. Residents are strongly encouraged to recycle all items that are recyclable and throw away for ultimate landfill disposal only those items, which cannot be recycled.  Special containers are provided at numerous manned recycling and solid waste centers for the storage and collection of: 

�         Newspapers
�         Green glass

�         Brown glass

�         Clear glass

�         Aluminum and bi-metal beverage cans

�         PET plastic milk jugs

�         HDPE plastic drink bottles

�         Used motor oil

�         Lead acid batteries

�         Scrap metals and appliances including refrigerators, stoves, water heaters, etc.

�         Composts including leaves, limbs, brush, and yard wastes

Rights-of-Way - The portions of land over which facilities, such as highways, railroads, or power lines are built.  Includes land on both sides of the highway up to the private property line. 

Scale/Weigh Station - A scale used to weigh trucks as they enter and leave a landfill.  The difference in weight determines the tonnage dumped and a tipping fee may be charged accordingly.  Also may be used to determine the quantity of debris picked-up and hauled. 

Sweeps - The number of times a contractor passes through a community to collect all disaster-related debris from the rights-of-way.  Usually limited to three passes through the community.

Temporary Debris Storage and Reduction (TDSR) Site � See Debris Management Site.

Tipping Fee - A fee based on weight or volume of debris dumped that is charged by landfills or other waste management facilities to cover their operating and maintenance costs.  The fee also may include amounts to cover the cost of closing the current facility and/or opening a new facility.

Trash - Non-disaster related yard waste, white metals, or household furnishings placed on the curbside for pickup by local solid waste management personnel.  Not synonymous with garbage.

United States Army Corps of Engineers (USACE) - The primary missions of the USACE are the design and management of construction projects for the Army and Air Force, and to oversee various flood control and navigation projects.  The USACE may be tasked by FEMA to direct various aspects of debris operations when direct Federal assistance, issued through a mission assignment, is needed.

Volume Reduction Operations - Any of several processes used to reduce the volume of debris brought to a temporary debris storage and reduction site.  It includes chipping and mulching of woody debris, shredding and baling of metals, air curtain burning, etc.

White Metals - Household appliances such as refrigerators, washers, dryers, and freezers.
 

Attachment 2
DEBRIS CONTROL ZONES
 

Attachment 3
CRITICAL PUBLIC FACILITIES
 

Attachment 4
PRIORITY ROAD CLEARANCE LIST
 

(This is the NCDOT state-mandated priority list. Priority by road type-US Interstate, US Federal, State Primary & Secondary, County Paved, County Gravel) 

Attachment 5
TEMPORARY DEBRIS STORAGE REDUCTION (TDSR) SITES
 

Attachment 6
DEBRIS REMOVAL AND DISPOSAL MONITORING PLAN
 

EXAMPLE

GENERAL 

The Bertie County, NC Office of Economic Development (�the County�) has entered into a contract with _______________________________________________________ for the purposes of:   

Removing debris from county rights-of-way to temporary debris staging sites, and hauling vegetative and recyclable C&D and mixed debris to a Temporary Debris Storage and Reduction (TDSR) site.  

Setting up and operating one (1) TDSR site located at __________________________________________________________________________.

Hauling chips/mulch from the TDSR site to East Carolina Regional Landfill or a location of the County Debris Manager�s choosing. 

Hauling recycled concrete, metal and other recycle C&D and mixed debris to the East Carolina Regional landfill or a location of the County Debris Manager�s choosing or, if permitted under the terms of the contract, to a location of the Contractor�s choosing for profit. 

The County Office of Economic Development will be responsible for monitoring the Contractor�s debris removal and disposal activities using County personnel, temporary hires and/or third party contractors to prepare Debris Load Tickets and contract oversight.

PURPOSE

The purpose of this plan is to outline the monitoring responsibilities of the County�s Contract Oversight Team personnel.  This plan is subject to revision based on changing conditions.  

MONITORING OPERATIONS 

The County has been divided into three primary debris management zones that correspond to the County Fire and EMS boundaries.  The Contractor will be responsible for removing all eligible vegetative, C&D and mixed debris from county street rights-of-way and hauling limbs, branches, and yard wastes to designated TDSR sites at _____________________________________________.   

Tree trunks greater than 2 feet in diameter and root balls will be hauled directly to the ______________________________________________________TDSR site. 

Monitoring activities will be controlled by the County Debris Manager from the County Debris Management Center building located at 106 Dundee Street, Windsor, NC, 27983. Day to day operations and contracting problems/questions should be directed to County Debris Manager.. 

County Contract Oversight Team monitor�s work day is expected to be from         a.m. until         p.m. with         hour for lunch or maximum of         hours/day         days per week.  

Monitors will be responsible for initiating Debris Load Tickets at Contractor debris loading sites and estimating and recording the type and quantity of debris, in cubic yards, of Contractor vehicles entering the temporary debris management sites on County Load Tickets.   

DEBRIS LOADING SITES MONITORS 

The debris loading site monitors will complete Section 1 of the load ticket.  The monitor will keep one copy and give the remaining copies to the truck driver. The monitor�s copy will be turned into the County Debris Manager or designated representative on a daily basis. Load ticket information will be entered into a database by County personnel.   

Transportation will be provided by the County from the DMC and returning to the DMC or to/from a mutual meeting point.   

TEMPORARY DEBRIS STORAGE AND REDUCTION SITE MONITORS 

The TDSR site monitors will record the estimated quantity, in cubic yards, on Section 2 of the load ticket. The monitor will keep one copy and give the remaining copies to the truck driver. The monitor�s copy will be turned into the County Debris Manager or designated representative on a daily basis. Load ticket information will be entered into a database by County personnel.  

Monitors will be located at the entrance to the TDSR site where the inspection tower is located. They will be responsible for estimating and recording the cubic yards of debris in Section 2 of the Load Ticket for all incoming Contractor�s debris hauling vehicles. A copy of the County Load Ticket is shown on the following page. 

Transportation will be provided by the County from the DMC and returning to the DMC or to/from a mutual meeting point.   (click here for a MS Word version of the form below)

COMPLETING THE LOAD TICKET

• The TDSR site monitor will be stationed in the inspection tower and make an estimate of the quantity of debris contained in the truck or trailer in cubic yards.  Each truck or trailer will have the measured hauling capacity in cubic yards recorded on the side of the truck or trailer. That number should be validated with the quantity stated in Section 1. 
   
• The disposal site monitor will indicate the name and the arrival time of the truck and indicate the type of debris in the truck.  
   
• The TDSR site monitor will record the tonnage (weight), on the load ticket in the Debris Quantity block of material contained within the bed of the truck or trailer. 
   
• The monitor will print and sign his/her name in the designated block. 

• The TDSR site monitor will retain one copy of the load ticket and give the remaining copies to the truck driver.  The TDSR site monitor�s copy will be turned into the County Debris Manager or his representative at the end of each day. These are controlled forms and cannot be lost since they will be used to verify the amount of money paid to the TDSR site Contractor and to the debris hauling Contractor.

NOTE:  Contract Oversight Team members must photograph every truck and trailer used by the contractor to move debris. This should be done jointly with the contractor�s representative before debris removal operations begin. 

MONITORING STAFF ASSIGNMENTS

Monitoring assignments and personnel names should be recorded in a table similar to the following:

Example Monitoring Staff Tracking Table

TRAINING   

All assigned monitors will attend a         hour training session starting at            a.m.    p.m. on ___________________________________________at the DMC. Alternate training date is ___________________, same time and location. 

Attachment 7
DEBRIS CONTRACT OVERSIGHT TEAM STANDARD OPERATING GUIDELINES
 

DEBRIS REMOVAL AND DISPOSAL OPERATIONS 

General 

The County Debris Manager and staff will coordinate debris removal and disposal operations for all portions of the County.  Phase II operations involve the removal and disposal of curbside debris by NCDOT and contractor crews.  While County agencies will provide oversight of their own removal operations, contractor operations will be overseen by the Debris Contractor Oversight Team (DCOT). 

Mixed debris will be collected and hauled from assigned Debris Control Zones to County-designated Temporary Debris Storage and Reduction (TDSR) Sites or to designated landfill locations.  Clean woody debris will be hauled to the nearest designated vegetative TDSR Site for eventual burning or grinding.  A listing of TDSRs can be found in Appendix E to the County Debris Management Plan. 

Load tickets will be used to track all debris that is loaded, hauled, and disposed of.  Load tickets are to be used by both NCDOT and contracted haulers and will serve as supporting documentation for contractor payment as well as for requests for federal assistance or reimbursement. 

County franchise garbage contractors will continue to pickup refuse in accordance with current procedures, routes, and removal schedules.  They will not haul disaster debris unless expressly authorized by the Debris Manager. 

DEBRIS CONTRACTOR OVERSIGHT TEAM 

General 

The Debris Contractor Oversight Team (DCOT) is responsible for the coordination, oversight, and monitoring of all debris removal and disposal operations performed by private Contractors.  

The DCOT supervisor and team members will be detailed from the Economic Development Department, County OEM, as well as from other County departments as required. The DCOT team may also be supplemented with contracted inspectors and other personnel as needed. 

The DCOT team supervisor will be located at the Debris Management Center (DMC) and will provide overall supervision of the three field-based monitoring elements as described below. Specific DCOT responsibilities include the following: 

1. Planning, TDSR inspection, quality control, and other contractor oversight functions.

2. Receiving and reviewing all debris load tickets that have been verified by a TDSR Site Monitor (see description below).

3. Making recommendations to the Debris Manager regarding distribution of County force account and Contractor work assignments and priorities.

4. Reporting on progress and preparation of status briefings.

5. Providing input to the DMC PIO on debris removal and disposal activities and pickup schedules.

The DCOT Supervisor will oversee the activities of three types of field-based inspection teams.  The functions and responsibilities of the field inspectors are described in the following sections.

Roving Monitors

Teams of Roving Monitors will be assigned to a specific Debris Control Zones or to a specific contractor depending upon the distribution of work assignments.  Their mission is to act as the �eyes and ears� for the Debris Manager and DCOT Supervisor to ensure that all contract requirements, including safety, are properly implemented and enforced. 

Staff to fulfill the Roving Monitor positions will be provided by temporary local hires or by third party contract personnel and supplemented by other County department personnel depending on the magnitude of the debris-generating event.  Roving Monitors will have the authority to monitor County contractor operations and to report back to the DCOT Supervisor.  Roving Monitors may request contract compliance, but do not have the authority to otherwise direct contractor operations or to modify the contract scope of work. 

The following actions will be initiated immediately after a debris-generating disaster:

1. The Debris Manager will establish two-person roving monitor teams with their own transportation and communications.
2. Roving Monitor teams will be assigned to each contractor�s debris removal and disposal zone. 

Once assigned, Roving Monitors will monitor debris operations on a full-time basis and make unannounced visits to all loading and disposal sites within their assigned debris management zone(s).  In addition, Roving Monitors are responsible to do the following:

1. Obtain and become familiar with all debris removal and disposal contracts for which they are providing oversight.

2. Observe all phases of debris management operation, to include loading sites, TDSRs, and final landfill sites. 

3. Complete a Debris Loading Site Monitoring Checklist for every site visited. 

4. Complete a Debris Disposal Site Monitoring Checklist for every TDSR visited.  Ensure that operations are being followed as specified in the applicable Debris Removal and Disposal Contract with respect to local, state, and federal regulations.

5. Complete the Stockpiled Debris Field Survey Form  at least weekly at all TDSR Sites to determine estimated quantities of debris stockpiled.

6. Periodically measure curbside debris using the estimating formulas.

7. Prepare a daily written report of all contractor activities observed to include photographs and the aforementioned checklists.

Roving Monitors will also submit daily written reports to the DCOT supervisor outlining their observations with respect to the following:

1. Is the Contractor using the site properly with respect to layout and environmental considerations?
2. Has the Contractor established lined temporary storage areas for ash, household hazardous wastes, and other materials that can contaminate soil and groundwater?
3. Has the Contractor established environmental controls in equipment staging areas, fueling, and equipment repair areas to prevent and mitigate spills of petroleum products and hydraulic fluids?
4. Are plastic liners in place under stationary equipment such as generators and mobile lighting plants?
5. Has the Contractor established appropriate rodent control measures?
6. Are burn sites constructed and operating in accordance with the plans and requirements as stated in the contract?
7. Has the Contractor established procedures to mitigate:

• Smoke � Are the incineration pits constructed properly and being operated according to the contract statement of work?  

• Dust � Are water trucks employed to keep the dust down?

• Noise � Have berms or other noise abatement procedures been employed?

• Traffic � Does the Debris Management Site have a suitable layout for ingress and egress to help traffic flow?

Roving Monitor�s reports will also include observations at loading sites, disposal sites, and the locations of any illegal dumping sites.

Load Site Monitors

Load Site Monitors will be stationed at designated contractor loading sites. 

Load Site Monitor positions will be staffed by temporary local hires or by third party contract personnel and supplemented by other County department personnel depending on the magnitude of the debris-generating event.

Load Site Monitors will be assigned to each Contractor loading site within designated Debris Control Zones.  The Load Site Monitors� primary function is to verify that debris being picked up is eligible under the terms of the contract.  They will initiate and sign load tickets as verification that the debris being picked up is eligible. 

The primary tracking mechanism for all debris loaded, hauled, and disposed of will be the Load Ticket.  Load tickets will be initiated at pickup and closed-out upon drop-off of each load, and are to be used by contracted haulers. 

Disposal Site Monitors

Disposal Site Monitors will be staffed by temporary local hires or by third party contract personnel and supplemented by other County department personnel depending on the magnitude of the debris-generating event.  The Disposal Site Monitors will be stationed at all TDSR Sites and landfill disposal sites for the purpose of verifying the quantity of material being hauled by the contractor. 

The Disposal Site Monitor will estimate the cubic yards of debris in each truck entering the TDSR Site or landfill disposal site and will record the estimated quantity on pre-numbered debris load tickets.  The Contractor will only be paid based on the number of cubic yards of material deposited at the disposal site as recorded on the debris load tickets. 

The Disposal Site Monitor will be responsible for completing and signing each load ticket and returning DCOT copies to the DCOT Supervisor.  In addition, Disposal Site Monitors will maintain a daily Debris Disposal Site Load Tracking Log, which will also be returned to the DCOT at the end of each day.

At each TDSR Site and landfill disposal site, the contractor will be required to construct and maintain a monitoring station tower for use by the Disposal Site Monitor.  The Contractor will construct the monitoring station towers of pressure treated wood with a floor elevation that affords the Disposal Site Monitor a complete view of the load bed of each piece of equipment being utilized to haul debris.  The Contractor will also provide each site with chairs, table, and portable sanitary facilities.

Annual Training Workshop

The County Debris Manager will be responsible for coordinating an annual training workshop for all assigned DCOT personnel.  The purpose of the workshop is to review the Debris Management Plan procedures and to ensure that the DCOT operation works smoothly.  Items of discussion will include:

1. Contractor responsibility

2. Mobilization sites

3. Logistical support

4. Pre-storm mobilization

5. Procedures for call-up of Contractor personnel and equipment

6. Haul routing

7. Contractor vehicle identification and registration

8. Debris hauling load ticket administration

9. Mobilization and operation of the debris management sites

10. Contractor payment request submission, review, and verification

11. Special procedures for Household Hazardous Waste

12. TDSR closure requirements

This training will be scheduled annually in April or May, prior to the start of the Hurricane Season.
 

Debris Contractor Oversight Team

Debris Loading Site Monitoring Checklist

 (click here for a MS Word copy of the form below)

Debris Disposal Site Monitoring Checklist

Stockpiled Debris Field Survey Form

Debris Estimating Formulas

Estimating Rule of Thumb:

• 15 trees, 8 inches in diameter = 40 CY

• Single wide mobile home = 290 CY

•  Double wide mobile home = 415 CY

•  Root system (8�-10� dia.) = One flat bed trailer to move

• Treat debris piles as a cube, not a cone, when performing estimates.

• Average pace = 2� 6�

Formulas

Conversions:

• 27 cubic feet=1 cubic yard

• One mile=5280 feet or 1760 yards

Building formula:

L�xW� (building footprint) x No. of Stories x 0.2 = _______Cubic Yards of debris

Debris pile formula:

L�xW�xH�= ______Cubic Yards of debris.
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Conversion Factors from Cubic Yards to Tons

• Mixed Construction & Demolition Debris = 500 LBS/CY or CY x 0.25 = Tons

• Yard Vegetation = 300 LBS/CY or CY x 0.15 = Tons

• Mulch = 500 LBS/CY or CY x 0.25 = Tons

• Regular Trash = 300 LBS/CY or CY x 0.15  = Tons

• Concrete = 2000 LBS/CY or CY x 1.0 = Tons

• Sand = 2600 LBS/CY or CY x 1.3 = Tons

• Land Clearing (Root balls with dirt) 1500 LBS/CY or CY x 0.75 = Tons

Debris Disposal Site Load Tracking Log

(click here for a MS Word copy of the form below)