A REPORT FROM THE HURRICANE READINESS TEAM (HRT) REGARDING ACTIVITES AND EVENTS BEFORE AND AFTER HURRICANE IRMA (SEPTEMBER 10-11) PREPARED ON SEPTEMBER 20,2017 CONTAINS ü List of activities performed by the HRT ü A chronology of emails sent by the HRT to the community ü A summary of a HRT debriefing session including follow up items, held on Monday, September 18,2017.
2 The following are the various activities accomplished by the HRT team before and after Hurricane Irma. Pre Hurricane (9/5 9/10 morning of) Ø Met with HRT Members who indicated they would remain on premise Ø Checked all equipment and supplies. Ø Sent an email to residents about what to expect during the hurricane Ø Held briefing session with the two property managers in advance of the hurricane Ø Conferred with K. Richards, CDD, who later contacted HRT leader that she was leaving the premises and gave HRT the time when security personnel were leaving Ø Arranged a voluntary team of residents who would staff the gate after the security team departed. Ø Tested walkie-talkies: replaced all batteries Ø Gave out specific assignments for HRT members when the hurricane passes. Ø Set up special Hurricane section on the Wall of Something for hurricane issues and updates that were not included in an email blast. Ø Set up an ABC assessment for HRT to report via text message at 7 am on 9/11 as to the condition of their immediate area. Ø Contacted VPD Chief Mattmuller requesting extra coverage to the Venetian since security was exiting. Ø Held phone briefing conversations with Shawn Carvey, Chief, Venice Fire Department Ø Purchased additional vests and 2 spray paint cans for street markings. Ø Set up contact program for those who were non-ambulatory
3 Ø Tested text messaging system (first time use) Ø Set up secondary meeting places (homes of HRT members) that had electricity via a generator. Ø Obtained orange cones from the Privacy Gate which were used to block off streets/downed wires or trees. Post Hurricane (9/10 ( pm) 9/18/2017) Ø Started tour of community at 5:50 am to determine its condition, post hurricane. Ø Checked immediately whether power lines were down on Pesaro and/or Veneto (no issue) Ø Called residents (approximately 7:00 am) on Cipriani whose tree had fallen on their roofs. Later called one resident on Palazzo Ct. with same home condition. Ø Received ratings (A, B, C) via text of the condition of the immediate area of HRT residence. Ø Toured the surrounding Venice area to determine road conditions and the availability of open stores. Ø Met with GM of the River Club and the Food and Beverage Mgr. on Tuesday and Wednesday and checked with all employees who were back to work Ø Spoke with GM, Golf Club throughout and after the hurricane toured the Golf Club at approximately 6:30 am on Monday, 9/11 Ø Provided updates to VFD and VPD Ø Met with all HRT members the morning after under the RC portico at approximately 8:30 am Ø Responded immediately to questions from approximately 50 emails Ø Sent out HRT by zones on the morning after, 9 am, to check the entire community and assess extent of damage Ø Wrote and sent a total of 17 hurricane related emails to all residents from 9/4-9/13 (see chronology report)
4 Ø Conducted debriefing session with HRT. Ø Toured community and thanked landscape workers that had arrived first on the scene. Ø Contacted VFD Chief regarding a broken water main caused by an uprooted tree. A fire truck responded to cut off the water. Ø Received over 200 plus emails thanking the HRT for their constant communications updates to the community seem to reduce concern and anxiety; many came from those not on premise. Ø Conferred with a resident who had knowledge of the cresting level of the Myakka shared his valuable information via an email to residents. Ø Knocked on doors on a few houses (and spoke to residents who were outside} bordering the Myakka River giving them assurance that the river would not flood their home. Ø Toured the community on Tuesday and Wednesday (post hurricane) to check on condition of the community and the welfare of the residents.
IRMA E MAILS SENT BY HRT DATE TIME PCT. Opened (=1733) Sept. 4 6:02am 82.00% Sept. 5 7:30 PM 75.00% Sept. 6 3:44 PM 78.00% Sept. 8 1:45 PM 79.00% Sept. 8 11:15 PM 66.00% Sept. 9 8:09 AM 69.00% Sept. 9 5:00 PM 74.00% Sept. 10 9:38 AM 69.00% Sept. 10 11:19 AM 69.00% Sept. 10 3:28 PM 72.00% Sept. 10 7:46 PM 72.00% Sept. 11 6:07: AM 69.00% Sept. 11 10:54 AM 72.00% Sept. 11 8:59 PM 79.00% Sept. 12 12:15 PM 78.00% Sept. 13 11:37: AM 66.00% Sept. 13 8:00 PM 78.00% 5
6 NOTES FROM DEBRIEFING SESSION, 9/18/2017, POST HURRICANE IRMA A de-briefing session was held with the HRT team on Monday, September 18, 2017. Also attending was Chief Shawn Carvey, Venice Fire Department. RCE opened the meeting by thanking the team and reflected that this was our first real test and overall, our plan was executed as designed and written. Below are the key points made at the meeting: What Went Well? Ø Number, frequency and content of the email blasts before during and after the hurricane; open rates on the emails were very high. Ø HRT team members had a walk through of the plan on the morning before the storm Ø We were prepared as much as we could have been Ø The colored vests which indicated who we were Ø Volunteers were drafted to staff the front gate before the security staff left the premises Ø Maintained continual contact with Chiefs of VPD and VFD Ø We were ahead of the game anticipated the hurricane and took the appropriate steps including the two all community meetings Ø We planned, communicated and executed. Ø Attention to special needs residents Ø The plan was in place before it was ever needed. Ø Golf Club General Manager opened the Golf Club as a shelter for residents; 31 individuals took refuge at that location. What We Could Have Done Better? Ø The communication plan is still a challenge. Some of the cell phones of HRT members lost service so they did not get HRT related text messages. Ø Communicate to team who has generators in their home Ø Walkie talkies did not perform as we had hoped they would Ø Many homeowners just were not prepared and left items that could have become flying objects. Ø We could have developed a more concise list of what homeowners should have in their possession the event of a hurricane. Ø List of providers who could be contacted to assist with shutters.
7 Other related follow up items 1. The shutter issue was discussed. Residents were scampering for individuals to install their shutters. Many residents were up north and tried valiantly to find people to install them. Perhaps a list of installers could be prepared and coordinated by the POA property manager. 2. It was felt that HRT should have pre assigned roles. For example, individuals should be permanently assigned to be the role of a rover during the hurricane season as well as permanent leaders for the execution of the plan. 3. Recommend asking the POA to reconsider the use of a text messaging system for the community. 4. Investigate the issues with the walkie-talkies performance 5. Follow up with Lennar regarding why they did not button up the Bella Vista construction site. 6. Consider dispensing with the outreach team in the HRT plan 7. Assemble a core group of the HRT to see what in the HRT plan needs revision or updating. 8. Utilize the February Town Hall meeting to discuss the importance of hurricane preparedness 9. Include in preparedness plan, the importance of removing ice from freezers (if water boil is necessary) and lock all hurricane proof windows 10. Assist residents with resource list/removal process for dangerous wildlife that may seek higher ground during the hurricane 11. Suggest to the CDD to again explore how the River Club could be opened for limited purposes during a hurricane. 12. Keep branding the Wall of Something, which became a useful communication tool pre and post hurricane. Many residents were unfamiliar with it. 13. Continue to identify homes where residents are present that require assistance. 14. Suggest sending (if data is available) a special email to both owner and renter regarding hurricane preparedness.