Q&A: Steps for successful disaster recovery
This hurricane season we’ve seen unexpected impacts in regions not typically affected by such storms. Several areas are now managing large-scale disaster recovery for the first time. With intensifying natural events, state and local governments must understand the recovery process so they can get their community back on its feet. I interviewed several disaster recovery experts at ICF to gather their top recommendations for state and local officials when navigating the recovery process. They've provided valuable insights from their experience on the ground following major hurricanes, floods, wildfires, and winter storms.
Q: What is an important task in disaster recovery that gets overlooked?
Keith Cranford, senior program management leader:
Take pictures or video everything. This simple action, before you begin clean-up, provides one of the best records of your damages for insurance and other potential recovery programs. Also, leveraging remote-sensing technology, such as drones, allows for rapid assessment of affected areas. These tools can help identify damage, monitor ongoing recovery efforts, and ensure that resources are allocated efficiently.
Thorough visual documentation is crucial because FEMA requires clear evidence of all damages to process claims and ensure appropriate reimbursement. Without this evidence, there may be delays or denials in receiving the necessary funds to aid in the recovery process.
Q: What should state and local officials consider when it comes to insurance in the disaster recovery process?
Susan West, vice president of risk management:
You need to understand fully what is covered under your insurance policy, and—perhaps more importantly—what is not covered. FEMA will consider incurred and unfunded deductibles and other unreimbursed costs, such as debris removal and emergency protective measures. It is crucial that you capture detailed information on these costs to support reimbursement. This includes documenting the nature of the work your staff performed to protect the health and safety of your community.
Q: What’s your advice for communities who are dealing with the recovery process for the first time?
Doug White, vice president of disaster management:
Documentation, documentation, documentation! You can never have too much documentation. Thorough documentation is not just a best practice; it's a critical requirement for reimbursement. A good rule of thumb is to always capture the who, what, when, where, and why. This means detailing who is responsible for each task, the actions taking place, dates, locations, and why each step was necessary.
FEMA requires comprehensive records to verify that funds are used appropriately and to ensure that claims are processed efficiently. Additionally, meticulous documentation helps in auditing and compliance. FEMA and other funding agencies conduct audits to ensure that all expenditures are justified and align with the stated recovery efforts. Detailed records provide a transparent trail that can withstand scrutiny and demonstrate that the funds were used as intended.
Thorough documentation also helps increase resilience to future disasters, as it aids in future planning and preparedness. By keeping detailed records, state and local governments can analyze their response and recovery processes, identify areas for improvement, and develop more effective strategies for future disasters. This proactive approach enhances resilience and ensures that communities are better prepared for whatever challenges may come their way.
Q: How can communities maximize recovery funding reimbursement?
Meredith Derr, senior director of strategic resilience:
Vehicles play a crucial role in the recovery process, often being used to remove debris, repair infrastructure, and restore services. Make sure recovery workers accurately document their vehicle usage. Each vehicle, including both the chassis and any attachments, has its own specific FEMA codes. For example, a Ford 250 truck with a 45-foot bucket attachment would have separate codes for the truck and the bucket. The costs can be added together to maximize the hourly reimbursement rate.
Q: What role does community engagement play in disaster recovery?
Fredrick Choi, director of disaster management:
Have a good post-storm debris removal communication plan for the public. This plan should clearly inform your community about the proper procedures. Specifically, debris should be placed curbside and separated into distinct categories: vegetative debris, hazardous waste, construction debris, household garbage, and large appliances. Organizing debris in this manner facilitates quick and safe removal by recovery teams, reduces the risk of contamination, and helps streamline the overall cleanup process.
