emergency action plan 6 - lake waynokalakewaynoka.com/files/emergency action plan 6.pdf4 lake...

[EMERGENCYACTIONPLAN(EAP) 1

EmergencyActionPlan(EAP) 1

Approvedby:______________________

Date:

ABSTRACT

TheseguidelinesaredesignedforWPOA,BrownCounty,theStateofOhioandFederalagenciestogenerallyfollowtocoordinateandexpeditedecisionsneededduringanemergencytoreturntheaffectedfacilitiestotheirformeroperatingconditions.Thedocumentcontainsthepurpose,goalsandanoverviewofthelogic,timing,andresponsiblepartiescontributingtothetimelydecisionmakingthatisrequiredtoaccomplishthegoals.Adetailedlistofstepsandresponsiblepartiesforthosestepsareincluded.AperiodicreviewofthismaterialistoensurethatitisupdatedasrequiredbyWPOABoardmembersandmembershiptoensurethattimelydecisionsaremade.

EmergencyActionPlan(EAP)LakeWaynokaPlanningProcessStepsAddendum1toEarthenDamReport

TerryBorgmanJune8,2019

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IntentionallyBlank



TableofContentsVision .................................................................................................................................................... 4Purpose ................................................................................................................................................ 4Goals&Objectives ............................................................................................................................ 4ProcessStepsNarrative.................................................................................................................. 5FlowChart ........................................................................................................................................... 6ResponsibilityMatrix ...................................................................................................................... 7Schedule............................................................................................................................................... 8PlanningActivity205:Decision1EventNotification .......................................................... 9PlanningActivity208:LakeInterface&MediaControl.....................................................10PlanningActivity91:MembershipDiscussion ....................................................................11PlanningActivity12:InvestigationofIssue .........................................................................12PlanningActivity207:ExternalNotifications.......................................................................13PlanningActivity92:MembershipFinanceVotingDiscussion......................................14PlanningActivity13:EngineeringSolutions ........................................................................16PlanningActivity14:EngineeringDocuments ....................................................................17PlanningActivity56:PrepareBidDocuments.....................................................................18PlanningActivity77:ConstructionBidsSubmitted...........................................................19PlanningActivity114:EngineeringPermitting...................................................................20PlanningActivity87:MembershipVote.................................................................................21PlanningActivity42:WPOADecision2ProceedwithFinancing ..................................22PlanningActivity47A:FinanceCommitteeRecommendations:Assessments .........23PlanningActivity47B:AdvisoryandFinanceCommitteeRecommendations..........24PlanningActivity52:WPOADecision3(Bids,Finance,PermitEvaluation) ..........25PlanningActivity88:WPOADecision4AwardContract .................................................26PlanningActivity206:FacilityOperational..........................................................................27

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LakeWaynokaEAP-EmergencyActionPlan

Vision• WPOAdoesnothaveacomprehensivewrittenplantohandleemergencies.• ThisprocessfillsthatneedforthemembershipandtheWPOABoard.

Purpose• Tobepreparedtoprovidedirectionsinatimelymanner• ToprovideguidancetothreedecisionActionGroups• TounderstanddecisionsActionGroupsneedtomake• TodefineactionsneededforeachActionGroup• ToprovideInformationsothatthenextgroupcantakeactionsneeded

Goals&Objectives• Emergencyactionsshouldtakeplaceinasafe,timelyandcost-effective

manner.• Delaysinactiondecisionscouldcostlives,orresultinadditionalcosttothe

WPOAmembership• WPOAGM(GeneralManager)shallcoordinateactionactivitiestorestore

thefacilitiesimpactedbytheemergency.• ActionDecisionGroups

• ExternalAgenciesareODNR,BrownCounty911CommunicationsCenter,LocalFireandPoliceDepartments,EPA,BrownCountyEMA,CincinnatiHAZMATservices,Sardinia/RussellvilleSquadservices,BuildingPermitagencies

• Engineering/TechnicalServicesincludeengineeringfirms,outside

contractors,architects,banks,insurancecompanies,legalfirms,WRWSD

• TheWPOABoardwhoauthorizesWPOAfundstorespondtotheemergencies



ProcessStepsNarrativeThisnarrativedescribeshowtousethisentiredocument.Thedocumentcanbeusedformanyemergencysituationsthatrequireinvestigation,facilityengineering,financeoffundswhicharebeyondtheexistingmeansoftheWPOAboardrulesandregulations,constructionandreturntooperatingconditions.

• TheFlowchart,page6,definestheorderinwhichprocessstepsshouldbeexecuted.

• TheResponsibilityMatrixSummary,page7,defineswhoaretheprimaryand

secondarypositionsinvolvedineachactivity.

• TheSchedule,page8,definesthetimesequenceandapproximatedurationoftheprocesssteps.

• Thescopeofeachplanningactivityisincludedinpages9through27.Each

planningactivityincludesthefollowing:o Whoisinvolvedinthetasko WPOAboardinvolvemento Whatneedstobedone,documentsneeded,decisionstobemadeo Wheredoestheworktakeplaceo Durationoftheactivityo Whymustthisactivitytakeplace

TherearefourgroupsofprocessstepsasshownintheFlowchartonPage6.

• Technical–Activity12-13-14-56-77-36-114• ExternalAgency–Activity205-207• WPOABoardresponsibility–92-8• General

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FlowChart• TheFlowchart,page6,definestheorderinwhichprocessstepsshouldbe

executed.Priortoanyactivitystarting,theprioractivitiesshouldbecompleted.Specificdecisions(1-2-3)requirethatinformationneededbytheWPOAboardshouldbeprovidedbyvariousorganizationsinorderthatadecisionismadeandanauthorizationtoproceedwiththefollowingactioncanstart.

• Theflowchart(below)isasampleofacomplexemergencysuchasfailureoftheEarthenDam.

Thisflowchartrepresentsthetypesofprocesssteps,thesequenceandrelationshipsofdetailedactivitiesincludedinanEmergencyactionplan.



ResponsibilityMatrix

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ScheduleDescription Thescheduleshownbelowrepresentsthetypicalsequenceoftypicalactivitiesforanemergencysituation.Thesequencesaretypical,butthedurations(estimated)canvaryduetothetypeofemergency.TheemergencyshownisforoneofthegreaterriskatLakeWaynoka.Thisriskhasalowprobability,butahighimpact.ThecriticalpathflowsthroughthetechnicalactivitiesuntiltheWPOAboardapprovestheexecutionofthetechnicalcontractandtheoperationalapprovaloftherestoredfacility.



PlanningActivity205:Decision1EventNotification1. Whatresourcesareneededforthistask?

GeneralManager,WPOABoardPresident,ODNR,InsuranceCompanyrepresentative,BrownCounty911CommunicationsCenter

2. WhatistheWPOABoardinvolvementinthistask?TheGeneralManagerwillfollowtheEmergencyActionPlanfromBrownCounty(incaseofaDamEmergency)orcalltheBrownCounty911Communicationscenter.

3. Whatisthescopeofthistask?a.Whatneedstobedone?

• GMcallexternallythe911CommunicationsCenterwhointurncallstheEMA,EPA,FireDepartmentnecessary,SheriffOffice,andtheBrownCountyofficialsasnecessary,

• GMinternallycallsSecurity,PresidentoftheWPOAboardwhointurnnotifiestheWPOAboardmembers.

b.Whatdocumentsmaybeneeded?BrownCountyEAP(EmergencyActionPlan)

c.Whatdecisionswillneedtobemadetocontinue?NotificationoftheeventfollowedbyActivityExternalAgencyMobilizationatalatertime.

4.Wherewilltheworktakeplace?Willitbeinternaltothelake?YesWillitbeexternaltothelake?YesWillitbelocatedinanothercity?Yes

5 Whenandhowlongwillittaketoperformthetasks?Why?Nolaterthan3hoursaftertheevent

6 Whyshouldthistasktakeplace?Itisnecessarytoensuresafetyandsecurityofpeopledown-streamofthedamorfireinaWPOAfacility.Differentemergencieswilldemandtheirownsetofresourcesandnotificationprocesses.

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PlanningActivity208:LakeInterface&MediaControl1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

o Duringinitialresponse-BrowncountyEMA,ODNR,Waynokamaintenance,andpolicedepartment.

o Afterstabilization-WaynokaMaintenance,ODNR,BuckeyeEngineering,ArmyCorpofengineers,Misccontractorsforitemsbeyondourability.

2.WPOABoardinvolvements:o Carefullyinformmembershipofthesituationandactionsbeingtaken.o HaveanemergencymeetingoftheboardandgivetheboardPresidentsome

temporaryemergencypowerstoactontheboard’sbehalfandaccessmoney’sthatmayneedtobereleasedandspentduringtheresponse.

o Afterstabilizationappointacommitteeformembershipcommunicationandacommitteetodealwiththecomingreconstruction.

3.Whatisthescopeofthistask?Useactionverbstodefineactions.a.Whatneedstobedone?

Stopthewaterfromdoingmoredamageandstabilizewhatisleftofthedamforwatercontrol.Startworkingaplanforlongandshort-termrepairs

b.Whatdocumentsmaybeneeded?ThedamEAPBrownCountyEAPEngineeringdrawingsofthedamitself.AnemergencydeclarationisneededtoempowertheWPOAPresidenttoactfortheboard.

c.Whatdecisionswillneedtobemadetocontinue?Financeandbidawarding.

4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?

OnsiteatthedamforthoseworkingonthedamFrontofficeforsmallmeetingsLodgeorRecCenterformembershipmeetings.

b.ExternaltotheLake?CountyEMAorCommissionersofficeODNR

c.Locatedinanothercity?Possibly5.Whenandhowlongwillittaketoperformthistask?Why?

Fullrestorationcouldtake3to5years.Thegearsofgovernmentmoveslowly.6.Whyshouldthisactivitytakeplace?

Theoperationofthelakecommunityshouldremainasnormalasreasonableduringtherestorationofafacility.

[EMERGENCYACTIONPLAN(EAP)11


PlanningActivity91:MembershipDiscussion1.Whatresourcesareneededforthistask?

• Themembership,theWPOABoard,theGeneralManager

2.WhatistheWPOABoardinvolvementinthistask?• Conductmonthlymeetingoradhocmeetingtoappraisetheemergency

restorationprogressandcurrentsituation.3.Whatisthescopeofthistask?

a.Whatneedstobedone?ConductanormalmonthlyWPOAmonthlymeetingincludingaspecialagendaitemabouttheemergencysituation.Asnecessary,thePresidentoftheBoardshallcallanadhocmeetingthatthemembershipwillbeaskedtoattend.

b.Whatdocumentsmaybeneeded?Normalagenda

c.Whatdecisionswillneedtobemadetocontinue?Discussionontheprogresstobemade

4.Wherewilltheworktakeplace?

Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?N0

5.Whenandhowlongwillittaketoperformthetasks?ThisgatheringwillhappenonthesecondSaturdayofeachmonth.ItemsfordiscussionwillalsotakeplaceattheMonthlyWorkshopontheMondaypriortotheMonthlyboardmeeting.

6.Whyshouldthistasktakeplace?Thepurposeofthistaskistokeepthemembershipappraisedofupcomingdecisionsandtheprogressofallactivities.

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PlanningActivity12:InvestigationofIssue1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

GeneralManager,WRWSD,Security,ODNR,BuckeyeEngineering(EngineerofRecord),BrownCountyEMA,SoilsContractor

2.WPOABoardinvolvements:

Authorizeinitialactionsandcontracts 3.Whatisthescopeofthistask?

a.Whatneedstobedone?Stopspillagefromthedam,closeroadsasnecessary,assessdamagetoWRWSD,investigatestatusofdam,stabilizetopreventfurtherfailure

b.Whatdocumentsmaybeneeded?Damdesigndrawingsandspecifications,WRWSDdesigndocumentsfordamarea,BrownCountyEmergencyActionPlan

c.Whatdecisionswillneedtobemadetocontinue?Willneeddecisionstoaddressallitemsin3.a

4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?Yesc.Locatedinanothercity?Yes

5.Whenandhowlongwillittaketoperformthistask?

Approximately2months,butishighlydependentontheextentofthedamagetothedam,roadways,andpipelines

6.Whyshouldthisactivitytakeplace?Investigationoftheextentofdamageandtheprobablecauseisnecessaryinordertodeterminesolutionsandconducttherequiredrepairs.



PlanningActivity207:ExternalNotifications

1. Whatresourcesareneededforthistask?• BrownCountyPublicSafetyDirector–whowillnotifythefollowing

organizations:EMA,ApplicableFireDepartments,Sheriff’sOffice,EPA,WRWSD,911CommunicationsCenter,ODNR

• WPOABoardPresident• LakeWaynokaInsuranceProvider• LakeWaynokaSecurity&PoliceDepartment

2. WhatistheWPOABoardinvolvementinthistask?TheGeneralManagerwillnotifytheexternalnotificationmemberslisted

• TheGMwillnotifythePresidentoftheWPOAwhowillinturnnotifyWPOABoardMembers

• Contactsneedtobeprioritizedaheadofanevent.3. Whatisthescopeofthistask?

a. Whatneedstobedone?Phonenotificationsandmessages

b. Whatdocumentsmaybeneeded?Dam–BrownCountyEAP(EmergencyActionPlan)locatedintheEMAoffice,ODNR,theAdministrationOffice

c.Whatdecisionswillneedtobemadetocontinue?o TheGMwillarrangeforthecorrectpartiestocometotheLaketo

coordinateactivitiesrelatedtothelake.o TheDirectorofPublicSafetywillserveasthecoordinatorofall

activitiesrelatedtothedownstreamactivitiesasrelatedtoaDamreleaseemergency.

o ImplementtheODNR,EPAdecisionso ImplementtheemergencyplansastoLakeWaynokaactionssuch

assiteaccess,trafficrouting,4.Wherewilltheworktakeplace?

a.Willitbeinternaltothelake?Yesb.Willitbeexternaltothelake?Yes–atthecommunicationscenterinGeorgetownOHc.Willitbelocatedinanothercity?Yes

5.Whenandhowlongwillittaketoperformthetasks?TheGMofLakeWaynokashouldnotifytheBrownCountyauthoritiesimmediatelyupontheincidentevent.ThisshouldbeasinglecallandBrownCountyispreparedtonotifytheotherresponsiblepartiesimmediately.Thismaytakeplaceinthefirst1-2hoursaftertheevent.

6.Whyshouldthistasktakeplace?Itisimperativethattheemergencynotificationsareissuedinthefastestandmostefficientmannertominimizetheimpactoninjuriesandlife.

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PlanningActivity92:MembershipFinanceVotingDiscussion1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthis

task?WPOABoardWPOAFinanceCommitteeWPOAGeneralManager Membership WPOATreasurerWPOARules&RegulationsCommittee

2. WPOABoardinvolvement:TheWPOABoard…

a. Needstoconveneameetingwiththenamedparticipantstodiscusswhatoption(s)areavailabletoselectamethodtofinanceanemergencythatmaycostmoremoneythantheWPOAhasinitsemergencyreservefund.

b. WillprovideguidancetotheElectionInspectorstoprepareaballottothoseoptionsrequiringavoteundertheWPOACODEofRegulations.

3. Whatisthescopeofthistask?a. Whatneedstobedone? There are two options under the 1996 Code of Regulations and theWPOA2018RestrictiveCovenants:1. TheWPOABoardcandevelopanamendmenttotheCODEof

RegulationspermittingtheBoardtoborrowmoney.Suchanamendmentcouldtakeatleastthreedifferentforms:

a. AnamendmenttoART.V,Section1oftheCODEofRegulationsthatwouldpermittheBoardtoborrowmoneyinanyamountwithoutamembershipvote.

b. AnamendmenttoART.V,Section1oftheCODEofRegulations,thatwouldpermittheBoardtoborrowmoneyuptoacertainamount,abovewhichamembershipvotewouldberequired.

c. AnamendmenttoART.V,Section1oftheCODEofRegulations,thatwouldpermittheBoardtoborrowmoneyforaspecificprojectortypeofproject,suchasemergency,damfailure,weather-relatedevent,etc.

2. TheWPOABoardcanadjustduesand/orassessmentsatanytime.[CODEDefinitions:DUES;ART.II,Sub-section6.1;RestrictiveCovenants,Par.8,asamended6/23/2018.]



b. Whatdocumentsmaybeneeded?WPOACODEofRegulationsWPOARestrictiveCovenants

c. Whatdecisionswillneedtobemadetocontinue?TheBoardwillneedtoprovideadiscussiononeachoffinancingoption(s)asastartingpoint.

1.aIftheBoardselectsOption3.a.1.a,SeeActivityNumber87fortheprocessthatneedstobefollowed.Ifproposaltoborrowmoneyisapprovedbymembershipvote,seeActivityNumber47Bforprocessthatneedstobefollowed.1.bIftheBoardselectsOption3.a.1.b,SeeActivityNumber87fortheprocessthatneedstobefollowed.Ifproposaltoborrowmoneyisapprovedbymembershipvote,seeActivityNumber47Bforprocessthatneedstobefollowed.1.cIftheBoardselectsOption3.a.1.c,SeeActivityNumber42fortheprocessthatneedstobefollowed.1.dIftheBoardselectsOption2,SeeActivityNumber42fortheprocessthatneedstobefollowed.

4. Wherewillthisworktakeplace?a. WillitbeinternaltoLakeWaynoka?

MostoftheactivitywillbeatLakeWaynoka,althoughinformationmayneedtobesecuredfromoutsidetheLake.

b. ExternaltotheLake?No.c. Locatedinanothercity?No.

5. Whenandhowlongwillittaketoperformthistask?Probablyabouttwomonthsinordertounderstandandexplorethevariousoptions.

6. Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairand/orre-constructionoftheaffectedemergencyfacility.

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PlanningActivity13:EngineeringSolutions

1. Whatresourcesareneededforthistask?ExternalAgencies,includingONDR,EPA,BrownCountyEMA,Internal-WRWSD,GM

2. WhataretheWPOABoardinvolvementsinthistask?

Monitorthesituation,arepresentativeatmeetingstogainanunderstanding,providefundingfromGeneralEmergencyReservefundforpaymentsrequiredfortheactivitiestakingplace.

3. Whatisthescopeofthistask?

Whatneedstobedone?EngineerswilluseresultsgatheredduringtheinvestigationactivitytodevelopasafeconceptualengineeringsolutionforreviewbyODNR,EPAandBrownCountyofficials.LakeWaynokaofficialsleadbytheGMwillworktocontrollevelsofthelakeinasafemannertoprotectdownstreamassetsandinformWPOAmembershipofprogressbeingmade.GMwillhavetoattendmeetingstoassesstheengineeringprogress.

Whatdocumentsmaybeneeded?Investigationresults,StandardsforDamsafetyforaClassonedam,EPAdownstreamrequirements.

Whatdecisionswillneedtobemadetocontinue?Engineeringwillhavetoprovideinitialguidelinestodivertwatertokeepthelakewatershedworkingupstream,provideguidelinesastolakelevelsastheywillvarythroughouttheseasons,proposeacorrectsolutionthatcanbeengineeredinthefastestmanner.


Willitbeinternaltothelake?NoWillitbeexternaltothelake?YesWillitbelocatedinanothercity?Yes

5.Whenandhowlongwillittaketoperformthetasks?2-3monthsbutnomorethan4monthstodevelopasolution.UponagreementofallexternalagenciesandtheWPOA,Engineeringcanbegivenanoticetoproceed.

6. Whyshouldthistasktakeplace?

Acorrectsolutionmustbedevelopedwhichprovidestheleastrisktodownstreamassetsandrestorethelaketoasafenormaloperatinglevelintheleastamountoftimeattheleastcostpossible.



PlanningActivity14:EngineeringDocuments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

-Engineeringfirm–identifyscope,developdesignandspecifications-ODNR–designreviewandconsultation-GeneralManager–designreviews-WRWSD–designreviews

2.WPOABoardinvolvements:-Maintainknowledgeofdesignprocess,reviewandapprovalsasrequired


IdentifyanddocumentprojectscopeSeekinputfromGMandWRWSDasrequiredPerformsiteinvestigationsDevelopdesignandconstructiondrawingsDevelopprojectspecificationsObtainrequiredagencyapprovals

b.Whatdocumentsmaybeneeded?WRWSDdesigndocumentsrelatedtointerruptedsystemsOriginaldamdesigninformationODNRdesignrequirementsEMAdamsafetyrequirements

c.Whatdecisionswillneedtobemadetocontinue?Designapprovals


Forsiteinvestigationsb.ExternaltotheLake?

Designprocessatengineeringofficesc.Locatedinanothercity?

Engineeringoffices5.Whenandhowlongwillittaketoperformthistask?

• Canbeginupondeterminationofthecauseoffailureandproblemsolution

• Willinvolvesiteinvestigation• WillinvolvereviewoforiginaldamdesignandWRWSDutilitydesigns• Designwillhavetobedefinedtoadegreeofcompletenessthatwill

permitthedevelopmentofcontractorbids6.Whyshouldthisactivitytakeplace?

- Theengineeringsolutionmustbedeterminedanddocumentedinordertobeabletoallowconstructionbiddevelopmentandprojectcompletion.

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PlanningActivity56:PrepareBidDocuments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

GM–Providesiterulesforaccess,workhours,storageEngineer–ProvideplansandspecificationsEngineer–ProvidedraftprojectcontracttermsandconditionsWPOALegal–ReviewcontracttermsWPOABoard–Approvebiddocuments

2.WPOABoardinvolvements:ProvideinputtositerulesProvideinputtocontractandapproveforbidding

3.Whatisthescopeofthistask?a.Whatneedstobedone?

AssembletechnicaldocumentstoallowcontractorstounderstandandevaluateworkscopeProvidecontracttermsandconditionsthatwillcontrolthework

b.Whatdocumentsmaybeneeded?Engineeringdrawings,engineeringspecifications,contracttermsandconditions,scopedescription,bidderslist,schedulefortheworkormilestonestobemet,andWPOAsiterules

c.Whatdecisionswillneedtobemadetocontinue?PackagereviewforcompletenesstoalevelforcontractorstoevaluatetheworkWPOABoardapprovaltogooutforbidsMethodoffundingtheproject


WPOABoardandlegalreviewsb.ExternaltotheLake?

Primarilyattheofficeoftheengineerc.Locatedinanothercity?

5.Whenandhowlongwillittaketoperformthistask?• Shouldtake2-3monthsforassemblyoftechnicalinformation,site

inspectionandsiterulestobedeveloped,andcontractdraftstobepreparedandreviewed.

• Couldbeginonastart-to-startbasiswiththeengineeringestimatetoallowsomeoverlapbetweenthefunctions.

6.Whyshouldthisactivitytakeplace?

Requiredinordertosolicitbidsforthework



PlanningActivity77:ConstructionBidsSubmitted1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

Engineerforbidpackage,bidderslist;WPOAGM/Securityforconstructionaccess,storagearea,workareas,siterules,sitesecurity,contractors

2.WPOABoardinvolvements:WPOABoard/GMrespondstobidderquestionsProvidesitetoursAttendbidopening


Contractorswillreviewbidpackages(incl.design/specs/siterulesandaccess/safety)anddeterminetheircoststoperformthework.Bidpackagesshouldalsorequirecontractorstoidentifytheirscheduleforthework.Sitevisitswilloccur.

b.Whatdocumentsmaybeneeded?Engineeringdrawings,specifications,safetyrequirements,siteaccessrules,andsiteareastobeavailableforcontractoruse,contracttermsandconditions.(CompletebidpackagefromAct56)

c.Whatdecisionswillneedtobemadetocontinue?Packagereviewforcompletenesstoalevelforcontractorstoevaluatethework.


Contractorsiteinvestigationsandfamiliarizationb.ExternaltotheLake?

Bidpackagesassembledandmailed,pre-bidmeetings,processQ&Aandclarificationsfromengineer’soffice.

c.Locatedinanothercity?Contractorswillperformworkattheirofficelocations.

5.Whenandhowlongwillittaketoperformthistask?Activitywilltakeplaceafterpreparationofthebidpackage,permitting,andmethodoffundingtheworkisdetermined.Shouldtake3-4months,realizingthatcontractorsneedsufficienttimetodevelopandobtainanswerstoquestionstobeabletoprovideabidwithleastamountofcontingencytocoverunknowns.

6.Whyshouldthisactivitytakeplace?Purposeistoselectthecontractorwiththelowestevaluatedresponsiblebidtoperformthework

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PlanningActivity114:EngineeringPermitting

1. Whatresourcesareneededforthistask?EngineeringFirmODNREPABuildingPermitsLegal

2. WhatistheWPOABoardinvolvementinthistask?TheWPOABoardreceivesthescopeofthePermitsthatarerequiredandapprovesfundingforthepermitworktoproceed.TheWPOAreceivesthecompletedandapprovedpermitsfromthevariousagenciesasarequirementtomakeadecisiontoproceedwiththework(Activity52).


Permitapplicationsneededtobefilledoutbytheengineeringfirm,reviewedbytheODNR,submittedtotheauthorizedapprovers,reviewapproversquestionsandcommentsandresubmitthepermitforms,accepttheapprovedformsandincludewiththeengineeringdocumentstoODNR.ODNRapprovesthepermitsandreturnstheapproveddocumentstoLakeWaynokaWPOABoard.

b.Whatdocumentsmaybeneeded? PermitsdesignatedbyODNRforthework. Permitapplicationsc.Whatdecisionswillneedtobemadetocontinue? TheWPOABoardacceptsandapprovescompletionofthework.

4.Wherewilltheworktakeplace?a.Willitbeinternaltothelake?Nob.Willitbeexternaltothelake?TheworkwilltakeplaceattheEngineeringofficesandtheODNRdesignatedoffices.c.Willitbelocatedinanothercity?Yes

5.Whenandhowlongwillittaketoperformthetasks?Thepermittingprocesscanstartwhentheengineeringdocumentsareessentiallycomplete.Itcouldtake3-4months.Thefederalandstatereviewprocessesarefairlylengthybecauseoftheinterfacesbetweenengineering,stateandfederalagencies.Buildingpermitsmaytakeamuchshortertimeastheyarecontrolledbycountyagencies.

6.Whyshouldthistasktakeplace?Lawinmostinstancesrequirespermits.Compliancewithinthelawisrequired.



PlanningActivity87:MembershipVote1. Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

ElectionInspectors,NominatingChairperson,ElectionVolunteers,WPOAPresidentandBoard,WPOAFinanceCommittee,WPOAAdminStaff,RulesandRegulations

2.WPOABoardinvolvements:DecisiononwhentovoteDecideballotwordingforcoderevision,i.e.,nofinancelimit,Specificlimit,specificsituationortaskDecideamountoffundingrequired,conceptualornoamountApprovevoteschedule


DeterminecoderevisionwordingDeterminevotescheduleDetermineperiodforvotingPreparevotedocumentsCollectballotsIDlistofeligiblevotersCountballotsDistributevotingmaterialReportelectionresults

b.Whatdocumentsmaybeneeded?IdentificationofconceptualprojectcostsFinanceCommitteeReview/approvalVotinginstructionsCodeamendmentwordingBallots

c.Whatdecisionswillneedtobemadetocontinue?Ifvoteisapproved,approachtoproceedwithfinancingIfvoteisnotapproved,determineassessmentrequiredinordertoproceedwiththework

4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?c.Locatedinanothercity?

5.Whenandhowlongwillittaketoperformthistask?Why?2½monthsDeterminethevotingschedule;preparedocuments,mail–1moVotingWindow–1moResultstabulationandcommunication/resolutionofconcerns–2wks

6.Whyshouldthisactivitytakeplace?Boarddoesnothavetheabilitytofinanceprojects,requiresMemberapproval.Otherwise,determineotherfundingsources.

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PlanningActivity42:WPOADecision2ProceedwithFinancing 1. Whoisinvolved?

WPOABoardManagerFinanceCommitteeFinanceAdvisoryCommittee

2.WPOABoardinvolvements a.ReceiveandreviewtheresultoftheMembershipvote(Activity87) b.Receiveandreviewadvicefromexternalagencies,GM(Activity207)

c.Receiveandreviewengineeringcostestimatesandengineeringconstructionscheduleforecasts


WPOABoardshouldreviewalloptionswiththeguidanceofManagerandFinanceCommittee

b.Whatdecisionswillneedtobemadetocontinue?1.DiscusswhatdirectiontheWPOAboardshouldprovidetheFinancecommittee.2.DecisiontoassessmembershipforemergencyrepairsordirecttheFinanceadvisoryCommitteeastowhatdirectionandinformationtoprovidetheWPOAboardinordertoconfirmthecommercialtermsanddocumentstomakethenextBoarddecision.

4.Wherewilltheworktakeplacea. WillitbeinternaltoLakeWaynoka?Yesb. ExternaltotheLake?Noc. Locatedinanothercity?No

5.Whenandhowlongwillittaketoperformthistask?a.Thedecisioncouldtake1-2months

6.Whyshouldthisactivitytakeplace?Thedecisionmustbemadeinordertoenablefinancingactionsappropriatetotheemergencysituation.



PlanningActivity47A:FinanceCommitteeRecommendations:Assessments1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

WPOAFinanceCommittee GeneralManager

2.WPOABoardinvolvements:DiscussionswithFinanceCommitteeaboutoptions.


TheCommitteereviewsvariousoptionsforfundingtheemergencyrepairbyadjustingdues/assessments.Determineamounttobeneededandhowbesttoacquirefunds.DevelopplantosubmittoBoard.

b.Whatdocumentsmaybeneeded?FinancialdatafromOperatingAccount,reserves,andAssessmentaccounts.WrittenPlantoincludetheamountneededtopayforrepair,whenfundsareneeded,amountofadjustmenttoDuesandAssessments,andotherconditionsthatmayberequired.

c.Whatdecisionswillneedtobemadetocontinue?TreasurerpresentsrecommendationtotheBoard

4.Wherewillthisworktakeplace?a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?No.c.Locatedinanothercity?No.

5.Whenandhowlongwillittaketoperformthistask?About2months,inordertoexplorevariousoptions.

6.Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairandre-constructionofthe

affectedfacility.

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PlanningActivity47B:AdvisoryandFinanceCommitteeRecommendations1.Whatresources(positions)areneededfromwhatorganizationstocarryoutthistask?

WPOAFinanceAdvisoryCommitteeWPOAFinanceCommitteeLegalCounselGeneralManagerWPOATreasurerTheWPOAFinanceAdvisoryCommitteeischargedwithevaluatingandmakingrecommendationstotheTreasurerforthefundingofmajorcapitalimprovementprojects.(CODEofRegulations,ART.VII,Sub-section10.3.4.)

2.WPOABoardinvolvements:ConsultasnecessaryApproveRFQ,loanapplication,loandocuments,assessmentneededtorepayloan.


TheFinanceAdvisoryCommitteesolicitsbidsfrompotentiallenders,selectsasuitablelender,negotiatestheloanconditions,andmakesarecommendationtotheTreasurer.

b.Whatdocumentsmaybeneeded?DataonWPOAfinancialstatus,reserves,audits.RequestforQuotation–includestheamounttobeborrowed,purposeofloan,sourceofpaybackfunds,andotherconditionsthatmayberequired.Proposedloandocument.

c.Whatdecisionswillneedtobemadetocontinue?TreasurerpresentsAdvisoryrecommendationtotheWPOAFinanceCommittee.FinanceCommitteedetermineslevelofassessmentneededtopaybacktheloan.TheWPOATreasurerpreparesarecommendationfortheWPOAboard.


TheCommitteemaymeeteitherattheLakeoroff-site.BoardmeetingstakeplaceattheLake.

b.ExternaltotheLake?Lenders’workwilltakeplaceatthebank.

c.Locatedinanothercity?Lenderswillbeinotherlocationsinstateorout-of-state.

5.Whenandhowlongwillittaketoperformthistask?About7months.

6.Whyshouldthisactivitytakeplace?Fundingwillbenecessarytopayforrepairandre-constructionofthestructureorfacility.



PlanningActivity52:WPOADecision3(Bids,Finance,PermitEvaluation)1.Whatresourcesareneededforthistask?

WPOABoardGeneralManagerFinanceCommittee Legalcounsel Bankrepresentatives EngineeringFirm

2.WhatistheWPOAInvolvements?• ReceivetheSealedbidsfortheconstructioncontractors• ReceivetheLetterofApproval(s)fromtheexternalAgencies(e.g,ODNR,

EPA,EMA,Engineering,applicableBuildingpermits)declaringtheplans,specificationsandotherengineeringdocuments(asapplicable)

• ReviewtheFinancecommitteefundingrecommendation3.Whatisthescopeofthistask?Useactionverbstodefineactions.

a.Whatneedstobedone? • AcceptanceoftheExternalAgencyapprovals• Reviewofandacceptanceofengineer’stechnicalevaluation• Reviewandfinaldecisionofthebestconstructionprice• Reviewandacceptanceofthebestfundingprogramtomeettheapproved

permits,andbestpriceincludingfundsforconstructioncontingencyb.Whatdocumentsareneeded?

Copiesofallapprovedpermitsoracceptanceletters• CopyofSealedconstructionbids• CopyofConstructionContractsignedbytheBidders• CopyoftheLegalcounsel’sreview• RecommendationoftheGeneralManagerofthebestbidtoaward.• FinalBidreviewdocumentsofallconstructionbidders

c.Whatdecisionswillneedtobemadetocontinue?• Acceptanceofthebestconstructioncontractorbidpendingcontractor

pre-awardnegotiations.• AcceptanceofLettersofapprovalfromexternalagencies• Acceptanceoftherecommendedproposedfunding

4.Wherewillthisworktakeplace?

a.WillitbeinternaltoLakeWaynoka?Yesb.ExternaltotheLake?Noc.Locatedinanothercity?No

5.Whenwillittaketoperformthistask?2months

6.Whyshouldthisactivitytakeplace?Finalapprovaloffundingisessentialtotheplanforrestorationofthedamandreclamationofthelakecommunity

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PlanningActivity88:WPOADecision4AwardContract1.Whatresourcesareneededforthistask?

WPOARepresentative,GeneralManager,WRWSDrepresentative,Legal,Contractor

2.WhatistheWPOABoardinvolvementinthistask?AftertheWPOAboardhasdecidedtoawardthecontract,Theabovelistedrepresentativeswillparticipateintheformalawardproceedings

3.Whatisthescopeofthistask?

a.Whatneedstobedone?TheGeneralManagerwillconductameetingwiththeapprovedcontractortoarrangeforanylast-minutedetails,conductapreawardconference,answeranycontractorquestions,assignanysecuritypasses,finalizethemobilizationdateandfinalizetheconstructionschedule,paymentterms,etc.

b.Whatdocumentsmaybeneeded?SignedcontractfromtheWPOAboard,Finalcontractschedule,listofcontractorpersonnel,listofcontractorvehicles,layoutofcontractor’sofficefacilitiesandlaydownyard,forexample.

c.Whatdecisionswillneedtobemadetocontinue?Finalapprovalandsignthecontract


Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?No

7. Whenandhowlongwillittaketoperformthetasks?Approximately2-4weeks

6.Whyshouldthistasktakeplace?Aformalawardmeetingmusttakeplacetoexecuteasignedcontract



PlanningActivity206:FacilityOperational

1. Whatresourcesareneededforthistask?• WPOABoard,WRWSD• GeneralManager,• Legal,• ODNR

2. WhatistheWPOABoardinvolvementinthistask?• ReviewandapproveattherecommendationoftheGeneralManager

thatthetechnicalrequirementshavebeencompleted.• ReviewwiththeLegalcounselthatthecontractorhascompletedthe

contractinasatisfactorymanner• Thecontractorcanbepaidinfullfortheworkcompleted.• InformtheWPOAmembershipthatthefacilityhasbeenrestoredand

isreadyformembershipuse.• Approvethecloseoutofthecontract


• EnsurethattheContractorhascompletedalltheprovisionsofthecontract,includingrestorationofallworkareasinthecontractorworkareas

• Workmeetsthepermittingrequirementsandtherequiredorganizationscandeclarethattherepairstothefacilitymeetthequalityspecifications

• Technicalrequirementsmetandapprovedbythetechnicalorganizations.

b.Whatdocumentsmaybeneeded?• Inspectionreports,paymentrequests,resolutionofallcontractor

claimsandexternalorganizationsapprovedsignoffdocumentsc.Whatdecisionswillneedtobemadetocontinue?

• Declarethefacilityoperational

4.Wherewilltheworktakeplace?Willitbeinternaltothelake?YesWillitbeexternaltothelake?NoWillitbelocatedinanothercity?No

5.Whenandhowlongwillittaketoperformthetasks?• Oneto2monthsunlessextenuatingcircumstancesexist

6.Whyshouldthistasktakeplace?• Allcontractprovisionsmustbefulfilled,thebankingrequirements

completed,externalorganizationrequirementscompleted.