Electric Utilities Program Overview and Guidelines

In the true spirit of cooperation, IAMU members participate in the Association's Mutual Aid Program providing disaster assistance to any member community in need of emergency support. Participating IAMU electric, gas and telecommunication utilities stand ready with backup equipment, materials and personnel to ensure the continuation of service to customers during the most adverse conditions.

Seven electric utility mutual aid coordinators (link to coordinators portion of this document)) are designated and available to coordinate assistance efforts for distressed communities.

Contents:

• Calling for help when disaster strikes
• Responding with help when your utility is asked to assist
• IAMU Mutual Aid Program Standard Charges
• Duties of Mutual Aid Coordinators
• Mutual Aid Coordinators & Electric Utility Regions

CALLING FOR HELP WHEN DISASTER STRIKES

1. Survey the damage
   Survey location and severity of damage to your system BEFORE calling your Mutual Aid Coordinator to request help.
2. Make a quick inventory of needs -- be specific
   Put together a short list of specific personnel, equipment and materials you'll need before you place the call for help. This will save response time. Identify areas of need (e.g. substation, transformer banks, distribution, service connections, pressure regulating stations, etc.) and the specific jobs for which you need assistance.
3. Call your Mutual Aid Coordinator
   Electric and gas utilities should call either their primary or secondary regional coordinator.  Telecommunication utilities should call a telecom coordinator for specific telecom utility needs or their region’s primary or secondary electric coordinator for general utility needs. If telephone or normal radio contacts cannot be made, utilize the Iowa State Highway Patrol or County Sheriff in requesting help.

Describe:

1. Nature of disaster.
2. Type of help, equipment and number of crews needed.
3. Other sources of help already contacted such as neighboring utilities or private contractors.

Indicate:

1. Where crews should report when they arrive in your city.
2. Estimated time (hours, days) they will be needed.

Establish:

1. A command center with a person and phone number to receive and return calls from a Mutual Aid Coordinator.
2. Time when you will re-contact the Mutual Aid Coordinator if incoming calls to your utility are not possible.
3. Method of documenting services provided and hours worked by outside utility crews.
4. If required, establish housing, food, and restrooms for crews.

If the Mutual Aid Coordinator determines that the emergency is beyond IAMU Mutual Aid resources, they will need to contact the County Emergency Management Coordinator.

RESPONDING WITH HELP WHEN YOUR UTILITY IS ASKED TO ASSIST

1. Receiving a call from a Mutual Aid Coordinator
   A utility representative should be designated to receive calls as part of the IAMU Mutual Aid program. Both a primary and back-up representative should be identified in the event help is needed on weekends or after regular working hours.
2. Identify personnel and equipment available
   Take an inventory of the personnel and equipment your utility could send for emergency assistance without jeopardizing your own operation.
3. Determine which personnel and equipment will be sent
   Give the Mutual Aid Coordinator the names of utility personnel that will be sent to assist a neighboring community. Be specific. Also, explain in detail what equipment will be taken, e.g. aerial device, digger derricks, poles, transformers, backhoes, welders, etc.
4. Confirm directions for travel and where crews are to report
   In the event main roads into a community are closed, determine what route is available for travel. Also, find out specifically where crews are to report for service assignments.
5. Estimate time involved for your utility personnel
   Your utility's crew will need to know the approximate time they will be away from home. If an overnight stay is anticipated, workers should plan appropriately and include personal items for an extended work schedule.
6. Share information with your utility personnel before they depart
   Don't assume your workers understand the nature of their roles in the Mutual Aid process. Explain your utility's involvement in the program and specifically what duties your workers will be expected to perform. Provide them with information on where to report once they arrive in the neighboring community.
7. Document time and costs
   Mutual aid assistance is provided according to the schedule of standard charges listed below. Document time and materials used by your utility personnel so reimbursement can be made by the assisted utility.
8. Report to Command Center
   Crews must report to the required person and location when arriving for assistance.

IAMU MUTUAL AID PROGRAM STANDARD CHARGES

Labor Charges
As stated in the IAMU Mutual Aid agreement form, the participating utility giving assistance will bill labor charges at actual cost, including payroll-related overhead not to exceed 35 percent. Meals and lodging for workers, if required, will be provided by the utility requesting assistance.

Equipment and Materials
Maximum charges for use of aerial baskets, digger derricks, backhoes, trenchers, tractors, dump trucks with chippers, boring equipment and similar equipment are not to exceed $30 per hour. Charges for pickups, autos, air compressors, pumps, chippers, welders and other similar equipment are not to exceed $10 per hour. Fuel and oil used by equipment in the recovery process will be supplied by the assisted utility. A fuel tank "fill-up" will also be provided by the assisted utility for trucks returning home after providing assistance.

For equipment that is driven, time charged includes travel time. For equipment that is hauled, time charged is based on hours of actual use in the assisted community.

All other materials supplied by the city providing assistance will be billed at replacement cost without additional markup for overhead.

Insurance Coverage
For cities participating in IAMU's safety group insurance program, insurance coverage continues for employees working outside their home city--as long as that individual is working as an agent of his or her city and not in a free lance capacity.

In the event of an accident, insurance deductibles on vehicles are paid, up to a maximum of $1,000, by the utility receiving services. These deductibles vary by policy.

There is no deductible for liability claims under the IAMU insurance program for either vehicle-caused damage or damage when an employee is at fault.

While these are the allowable charges stated in the IAMU Mutual Aid agreement form, the decision regarding billing for services is left to the discretion of the utility providing assistance. Many IAMU members routinely provide gratis assistance when employees are available, believing that at some point the aid may be returned in-kind. Other utilities charge for assistance at the rates described above. There is no IAMU policy for this issue. However, there should be no cross-subsidization between different types of utilities, such as electric and telecommunications.

DUTIES OF MUTUAL AID COORDINATORS

The Mutual Aid Coordinator receiving any call for assistance will attempt to learn:

1. The nature and severity of the emergency.
2. What has been done.
3. Who has been contacted.
4. What help the municipal utility needs.
5. The priority of equipment and material needed.

The person receiving the original message will immediately enlist appropriate help.

Communication will be maintained periodically between the Mutual Aid Coordinator and the distressed municipal utility.