Mutual Aid: How Does it Work?

The NEPPA Mutual Aid Committee met recently to review the new website developed for this important program. Scott Edwards, committee chair, highlighted the features designed to help NEPPA members request and provide assistance to other New England public power systems in times of need. Since many of our members have not participated in a mutual aid event in recent years, it is probably a good time to review basic procedures and protocols which have been established for this program.

What is the NEPPA "Mutual Aid Agreement" I have heard about?

The "New England Consumer-Owned Utilities Emergency Assistance Agreement" (also referred to as the "NEPPA Aid Agreement") was developed in 1990 by a group of public power systems that wanted to formalize procedures and understandings in the event that "outside assistance" was needed to help restore service after a storm. The agreement contains definitions and guidelines for systems that are either seeking or providing assistance. A copy of the agreement and a summary of its major features are available on the NEPPA mutual aid web (www.neppa.org at the Mutual Aid tab).

What is the "FEMA Aid Agreement" I have heard about?

The Federal Emergency Management Agency (FEMA) requires any electric utility that seeks federal reimbursement for costs related to restoration of service after a storm or other disaster must have signed a written agreement relating to the provision of assistance from other utilities. For this reason, a simple one-page form was made available to all public power systems to be signed. The American Public Power Association (APPA) has agreed to serve as coordinating organization for the collection of these forms from public power systems around the country. Since the NEPPA Aid Agreement (developed before the FEMA Aid Agreement) already serves this purpose, it is not necessary that a New England public power system sign the FEMA Aid Agreement if it has already signed the NEPPA Aid Agreement.

What do I have to do if I need assistance from other systems after a storm?

The NEPPA Mutual Aid System has established five regions within New England to coordinate provision of assistance to systems in need. Find your region on the NEPPA Mutual Aid website by clicking on your location in New England. Each region has a designated mutual aid coordinator who is responsible for receiving calls for assistance and contacting nearby utilities to ask if they can provide assistance. So, the simplest way to request assistance is to contact your regional coordinator and tell what type of assistance is needed (nature of emergency, number of line crews needed, equipment, other personnel, etc.) It is then the responsibility of the coordinator to contact other utilities (through a phone network which has already been established) and try to secure the requested assistance.

What do I have to do if I want to provide assistance to others after a storm?

First, be sure that your utility has accurately listed its contact names and numbers on the NEPPA Mutual Aid website. To do this, simply go to the "Regional Contacts" tab and click on your region and your system name. This will provide a screen that you can fill in to update contact names and numbers. Second, you may contact your regional coordinator during or after a storm or other emergency to advise that your utility is willing to assist other systems by sending crews and equipment if necessary, after which attempts will be made to match up assistance requirements with assistance providers.

Who pays for my crews if I send them to another system that requests assistance?

Under the NEPPA Aid Agreement, it is the responsibility of the requesting utility to reimburse any assisting utilities for costs incurred. These costs typically include hourly wages of each employee (as provided in existing labor contracts or other wage agreements), meals, lodging, fuel expenses for vehicles and equipment, minor repairs if necessary and reasonable personal expenses such as laundry and telephone. It is also expected the assisting utility will provide a detailed invoice for all expenses within a reasonable period of time following the event, and that invoices will be paid within 30 days of receipt.

In addition to fuel costs, can I charge for the use of my equipment if I provide assistance to another utility?

The Federal Emergency Management Agency (FEMA) has established a schedule of equipment rates for major disasters and emergencies, which is also included on the NEPPA Mutual Aid website (under the "FEMA Equipment Rates" tab). These rates include all costs associated with equipment use, such as fuel, lubricants, tires, depreciation, etc. In situations where a federal declaration of disaster area has taken place, FEMA will reimburse utilities and contractors for use of specific equipment at hourly rates listed on this schedule. In cases where a federal disaster is not declared and FEMA reimbursements are not involved, assisting utilities typically charge the requesting utility only for fuel costs and minor repairs.

Who is liable for any damages that might occur as a result of my crews providing assistance to another system?

Under the NEPPA Aid Agreement, utilities that request assistance shall indemnify and hold harmless any utility that provides assistance to them. This indemnification also applies to regional coordinators NEPPA, and the NEPPA Mutual Aid Committee.