This annex is based on USEPA’s report, “Planning for Natural Disaster Debris”, April 2019. https://www.epa.gov/sites/default/files/2019-5/documents/final_pndd_guidance_0.pdf) which provides a comprehensive guide to planning for natural disaster debris of all types. The methodology outlined below has been excerpted verbatim from the report’s Appendix 2, Pre-Incident Management Plan Outline. The methodology, however, is largely applicable to war-caused debris as well, especially if applied after the implementation of the initial step of clearing mines and other UXOs outlined at the beginning of this guide. Moreover, while it is of course preferable to prepare such a plan before incidents occur, it is presented here as a best practice approach to addressing debris cleanup after damage has already occurred.

I. Plan Overview 

1. Scope Description of scenario, entity, and geographical area covered 

2. Planning assumptions 

3. List of officials who should be notified in the case of an incident and contact information 

4. Roles and responsibilities for waste management activities Include specialized resources (e.g., subject matter experts for consultation, emergency response teams) 

5. Regulatory requirements List necessary permits as they are obtained 

6. Documentation of plan development process Include all internal departments and external entities 

7. Record of plan approvals, reviews, and updates to include any changes made

II. Materials and Waste Streams 

1. List of anticipated waste streams 

2. Description of each waste stream: Include regulatory status (federal and state), associated hazards, if any, agent-specific (e.g., chemical, biological) information, fact sheets, if any, contact information for waste-specific subject matter experts, and packaging, labeling, handling, and transportation requirements, and identify decontamination and reuse, recycling, treatment, and disposal options appropriate to that waste stream. This section should be updated as needed during an incident with the actual waste streams generated by the incident. Consider these and other potential waste streams: Ammunition and Explosives, Animal Carcasses, and Aqueous Waste (e.g., water from decontamination activities).

III. Waste Quantities

1. Forecast quantity of each type of anticipated waste

2. Method for estimating actual waste quantities during/after an incident (e.g., GIS, windshield assessment, manned and unmanned aerial surveillance)

IV. Waste Characterization Sampling and Analysis (for each waste stream)

1. Sampling Estimate the number of samples, identify the type of analysis needed for each waste/material type, potential approaches to combine/composite samples, and address Health and Safety issues, such as appropriate PPE for sampling activities AND Identify any requirements for transporting the samples to laboratories for testing (e.g., U.S. Department of Transportation (DOT), Centers for Disease Control and Prevention, Department of Energy, U.S. Department of Agriculture) 

2. Analysis Identify data quality objectives, labs that can conduct the analyses, as well as methodologies for the analyses, what items are needed for sampling (e.g., swabs, sample bottles), sampling methodologies (e.g., composite sampling procedures), and the required techniques 

3. Quality assurance Identify methods to ensure the quality of the data, analysis, and results

V. Waste Management Strategies/Options 

1. Procedures and approaches By activity a. Minimization Actions to minimize waste generation, toxicity, and physical size b. Collection Methods; health and safety requirements c. Segregation d. Decontamination (equipment, people, waste/materials) Health and safety requirements e. Accumulation/Storage Site selection criteria; documentation; health and safety requirements f. Monitoring of Waste Management Activities 

2. Pre-selected waste management sites Site-specific information a. Waste staging and storage (short-term and long-term) locations b. Equipment staging and storage (short-term and long-term) locations c. Decontamination and treatment stations

VI. Waste Management Facilities 

1. Anticipated types of waste management facilities needed Identify all facility types needed to manage anticipated waste streams and quantities 

2. Specific facilities identified Provide detailed information on each potential site to aid in selection at the time of the incident, including some or all of the following: facility name, type, contact information for site manager and support staff, location information (including latitude/longitude), permit status and compliance history, types of waste accepted, pre-negotiated contracts, if any, waste capacity, waste acceptance criteria, financial status, distance from anticipated waste generation points, costs, community concerns

VII. Transportation 

1. Logistical options 

2. Routes (including maps) 

3. Hauler information Provide detailed information on each potential hauler to aid in selection at the time of the incident, including some or all of the following: hauler’s name, type, contact information, wastes they are permitted to handle, community concerns, security and legal requirements, decontamination needs, insurance requirements, PPE requirements, any special documentation requirements, spill response plan, and pre-negotiated contracts, if applicable. 

VIII. Waste and Material Tracking and Reporting System 

1. General principles 

2. Databases or other tracking software to be used 

3. Waste tracking report templates Indicate information to be tracked

IX. Community Communications/Outreach Plan 

1. Strategy 

2. Contact information for key stakeholder groups (e.g., community groups, media, government officials)

3. Pre-scripted information for waste management activities involving the public (e.g., fact sheets, public service announcements (PSAs), frequently asked questions (FAQs)) 

4. Information to aid in establishing a response website once an incident occurs and/or contribute to an incident response website created by the Incident Command or other entity (e.g., hosting information, format, potential contents)

X. Health and Safety for Waste Management Activities (for emergency workers and the public)

XI. Resource Summary Gathered from all previous sections 

1. Resource needs (e.g., equipment, staff, packaging materials, PPE) 

2. Resource sources: a. mutual aid agreements; b. pre-negotiated contracts; c. specialized experts 

3. Specialized technical assistance contacts 

4. Contracting: a. emergency procurement procedures; b. contract oversight plan 

5. Cost accounting/financial management 

6. FEMA eligibility guidance 

XII. Oversight Activities and Exit Strategy 

Describe the process for transitioning each waste management activity back to its pre-incident state, including the scale-down/close-out of each waste management response activity (e.g., waste collection and staging, air monitoring of staging areas) and each waste management oversight activity performed (e.g., site visits/inspections of waste management facilities and sites, sampling and analysis of waste streams), the transition of roles and responsibilities, and the frequency of each activity

Recommended Appendices 

• Job Aids for waste management staff positions 

• List of training classes available for different waste management roles 

• Pre-written waste management emergency ordinances, orders, directives, declarations, designations, permits, etc. 

• Maps of waste management facilities and sites, transportation routes, critical waste management infrastructure, and key resources 

• Links to health and safety information 

• Protective Action Guides (https://www.epa.gov/radiation/protective-action-guides-pags) 

• Glossary and list of acronyms

Additional Reading

• For information on homeland security wastes, e.g. management of debris from acts of terrorism or other homeland security incidents, go to EPA’s Managing Materials and Wastes for Homeland Security Incidents website at: https://www.epa.gov/homeland-security-waste

• EPA’s Managing Materials and Wastes for Homeland Security Incidents: https://www.epa.gov/homeland-security-waste.

• The Federal Emergency Management Agency’s (FEMA’s) “Public Assistance Program and Policy Guide” (FP-104-009-2) was revised in April 2018. Communities can consult this document to help develop debris management plans that may be eligible for public assistance from the federal government, when applicable: https://www.fema.gov/media-library/assets/documents/111781.