Why Develop This Program?
After recent disaster experiences, utilities in Kansas have found:
• Utilities require specialized resources, equipment, and trained, certified personnel to work on their utility systems;
• Those responding to a disaster often count on having basic utility services to perform their responsibilities;
• Widespread disasters can quickly outstrip the local or regional resources that might be available to help;
• Disasters can impact utility employees and their families, creating an even greater need for help from other utilities; and Kansas Water, Wastewater, Gas & Electric Utility Mutual Aid Program
• Agreements need to be in place before a disaster strikes in order to receive federal reimbursement.
The information included on this page will provide your utility with information on:
Becoming a participating utility in KSMAP
Planning before disaster strikes
Calling for help or assistance from other utilities
Responding when your utility is asked to help

Becoming a participating utility in KSMAP
When your utility joins the other participating utilities, you become a part of a much larger team, potentially including utilities from other states. The process for becoming a part of KSMAP is simple. Your organization must approve the KSMAP Program Agreement by having your governing body or board of directors adopt a resolution authorizing your organization to sign the Program Agreement to become a part of KSMAP.
In general, the program agreement outlines the purpose of the program, the responsibilities of participation, procedures for activating the program, and the reimbursement of expenses.
Once your organization approves the Program Agreement, you then complete an information survey about each utility you operate including basic information about your system, your resources, and personnel that could be made available. The information surveys will be made available after you register your System online. When you Login, use the My Account Tab.
Your utility’s information will be included in an online, searchable database to allow for effective coordination of resources when disaster strikes. This database will allow participating utilities and coordinators to search for resources by city, county, or region to find the needed assistance as close as possible. The database will also be designed for downloading recent updates to search without requiring internet access.
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Planning before disaster strikes
Before disaster strikes every utility needs to develop a plan for recovery and restoration of utility services. The following information will help your utility as you review your own disaster and emergency plans.

• Put your utility recovery and restoration plan in writing;
• Incorporate the plan into your local emergency operations plan;
• Train employees (EOP, NIMS, ICS);
• Identify critical machinery, equipment, and material and their locations;
• Identify critical system components and locations;
• Prioritize facilities for restoration efforts (public facilities, hospital, nursing homes, etc.)
• Contact your utility’s insurance carrier to assure that your coverage will extend to mutual aid assistance efforts.
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Calling for help or assistance from other utilities
You may request assistance online as well, but in case internet access is unavailable, save a hard copy of this information.

Survey the damage Survey location and severity of damage to your system BEFORE calling your Mutual Aid Coordinator to request help.
Make a quick inventory of specific needs Put together a short list of specific personnel, equipment and materials you'll need on an immediate basis 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.
Call your Mutual Aid Coordinator Utilities should call a mutual aid coordinating entity (KMU or KRWA) or any participating utility for help. If telephone or normal radio contacts cannot be made, get assistance from the County Emergency Management Office, Highway Patrol or County Sheriff in requesting help.

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.

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

1. A command center with a person and phone number to receive and return calls from a Mutual Aid Coordinating Entity.
2. Time when you will re-contact the Mutual Aid Coordinating Entity if incoming calls to your utility are not possible.
3. Method of documenting services provided and hours worked by outside utility crews.

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Responding when your utility is asked to help
Receiving a call from a Requesting Utility or Mutual Aid Coordinating Entity A representative of the utility should be designated to receive calls as part of the 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.
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.
Determine which personnel and equipment will be sent Give the Requesting Utility or Mutual Aid Coordinating Entity 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, poles, transformers, backhoes, trenchers, pipe, welders, valves, hydrants, etc.
Confirm directions for travel and where crews are to report In the event main roads into a community are closed, determine what route is accessible and available for travel. Also, find out specifically where crews are to report for service assignments.
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.
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.
Document time and costs Mutual aid assistance is provided for actual payroll costs and equipment reimbursement according to the schedule of standard charges as allowed by FEMA in its schedule of equipment rates. Document time and materials used by your utility personnel so reimbursement can be made by the assisted utility.
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