Agency Emergency Plan Continuity Of Operations Planning (COOP) for Community-Based Organizations

Transcription

1 1675 Califrnia Street San Francisc, CA Ph Fax Agency Emergency Plan Cntinuity Of Operatins Planning (COOP) fr Cmmunity-Based Organizatins Agency Name: Address: Phne: Emergency Crdinatr: Date Cmpleted: In a majr emergency, such as a catastrphic earthquake, respnse systems such as plice, fire and hspitals will be verwhelmed. Officials frm all levels f gvernment and the Red Crss tell us we shuld be prepared t be n ur wn fr the first 72-hurs. Review and update this plan every 6 mnths. This plan was riginally prduced by the Bay Area Emergency Preparedness Calitin fr Senirs and Peple with Disabilities. It was adapted frm Creating A Wrkable Disaster Plan fr Yur Agency which was prduced by VOICE f Cntra Csta Cunty and frm the Earthquake Preparedness Guidelines (r Large Retirement Cmplexes and Large Residential Care Facilities which was prduced by the Bay Area Reginal Earthquake Preparedness Prject. Significant changes and additins have been created by Cllabrating Agencies Respnding t Disaster (CARD) and by San Francisc Cmmunity Agencies Respnding t Disaster (SF CARD). Last updated June 2011

2 1. Disaster Missin Statement Make sure yu knw what rle yu are planning t play in a disaster Wh are yu ging t be fr yur clients and cmmunity when disaster strikes? Des yur current missin statement encmpass hw yu see yur agency functining in a disaster? Think abut yur cmmitments, including whether sheltering staff and thers nsite, and what resurce limitatins yu must cnsider (fd, water, facilities, etc.). Obtain leadership apprval f the disaster missin statement and distribute t all persnnel. Risk Assessment Each department in the rganizatin needs t assess risks that wuld negatively impact its effectiveness in cntributing t yur missin (bth yur disaster missin and yur daily missin). Cnsider internal and external factrs (fire in the building is internal; a nearby refinery explsin is external), the likelihd f the events, their impacts (ptential fr damage), cnsequences f damages, and mitigatin strategies. Refer t the risk assessment template included with yur COOP binder r n the SF CARD website fr details and further guidance. 2. Preparing Staff fr Emergencies Make sure yur staff is mentally, physically and emtinally prepared t respnd In an emergency, the first cncern f staff will be the safety and welfare f family members. 1. Have all staff and key vlunteers trained in basic emergency preparedness n a regular basis. 2. Encurage and supprt staff and key vlunteers t have a family r hme emergency plan (see nte belw). This increases the likelihd that staff and their families can cpe with the disaster withut utside help. 3. Yur agency will want t ensure that all staff members have an pprtunity t check n their hmes and family members as sn as pssible fllwing a disaster. Nte: SF CARD ffers a Staff Readiness class, and rganizatins like the American Red Crss ffer ther helpful trainings such as First Aid and CPR. AEP COOP fr Cmmunity Based Organizatins Page 1 Last updated June 2011

3 3. Persnnel Make sure yu have enugh peple t meet the respnse needs f the rganizatin Determine yur staffing requirements fr pst-disaster respnse. I. Realistically, hw many staff members will cntinue wrking after a disaster if it strikes during wrk? 2. If a disaster strikes n a weekday, but befre the wrkday begins? 3. If a disaster strikes n a weekend? 4. Which staff members shuld autmatically reprt t wrk in the event f a disaster? 5. Develp a list f hme telephne & emergency cntact infrmatin fr staff fr emergency use. (Update at least every 6-mnths.) 6. T supprt the paid staff in an emergency, we will use vlunteers as fllws: a. b. c. d. e. 4. Vlunteers Make sure yu knw the best ways t use and wrk with vlunteers in a disaster Knw hw yu will apprpriately recruit, task and manage vlunteers. 1. Are yur current vlunteers apprpriate fr disaster related wrk? 2. D yur current practices f recruiting r accepting vlunteers include yur disaster preparedness and respnse needs? 3. What imprtant activities (that keep yur agency able t prvide services) can be assigned t spntaneus vlunteers? What activities shuld nt be assigned t spntaneus vlunteers? 4. What safety and/r legal cnsideratins shuld yu include in yur plan? Cnsider: d yu have prper insurance fr vlunteers, d yu need backgrund checks n vlunteers, is any specialized training r knwledge required fr wrking with yur agency r clients, etc.? 5. D yu have smene in charge f vlunteers? Wh (else) might take that rle fr new vlunteers? AEP COOP fr Cmmunity Based Organizatins Page 2 Last updated June 2011

4 5. Meeting the Needs f the Peple Yu Serve Make sure yu can address the basic needs f staff, vlunteers and clients I. Hw many ttal clients wuld mst likely be at yur site in a disaster? (Lk at bth maximum client lad and minimum staff availability fr day, fr evening and fr weekends.) 2. Hw will yu find ut abut the cnditin f peple yu serve wh are ff site? 3. In an emergency, wh else needs infrmatin abut the status f peple yu serve? Off site staff? Families f clients? List the mst critical cntacts that need t be made. Be sure t have all necessary phne, cellular phne and pager numbers fr each cntact. 4. What else will be needed (e.g., bedding, medicine, special equipment, etc.)? Where can yu get these items? a. Item: Lcatin: b. Item: Lcatin: c. Item: Lcatin: 5. What are the special needs f the peple yu serve? Are these needs f the grup r f individuals? Als cnsider: What skills can yu instill in yur clients t let them take part in yur preparedness and respnse effrts as full partners and helpers? AEP COOP fr Cmmunity Based Organizatins Page 3 Last updated June 2011

5 6. On-Site Supplies Cache Make sure yu have preparedness supplies available Create and maintain an nsite cache f emergency preparedness supplies. The exact cntents will depend n the size and diversity f yur staff, vlunteers, clients and ptential visitrs. Remember t cnsider special needs additins such as medicatin. Stre these supplies in multiple lcatins s if ne cache becmes unusable r unreachable, yu will still have ptins. The supply cache cmplements yur agency g-kit. Sme basic cntents f an n-site supply cache are: Fd and Water First Aid Supplies Lights/Flashlights Radi(s) Batteries Whistles Blankets Garbage Bags Duct Tape Perishable supplies such as fd, water and medicine, need t be replaced regularly. One way t d this is by "cycling" the fd and water - eat supplies while they are still gd, and put new nes in the cache. 7. Agency G-Kit Make sure yu can perate even if yu evacuate If yu need t evacuate yur facility, an Agency G-Kit will allw yu t cntinue prviding yur mst vital services wherever yu g. This small, prtable cntainer shuld hld cpies f every vital dcument as well as sme basic supplies such as pen and paper. Sme basic cntents f an Agency G-Kit are: Yur disaster plan Insurance dcumentatin The deed r lease fr yur facilities Legal identificatin, such as yur taxpayer ID number and evidence f exemptin status Bank infrmatin, including all f yur accunt numbers, including persnnel cntacts Dcumentatin fr yur emergency line f credit Memranda f Understanding (MOUs) Cntact and Emergency Cntact infrmatin fr yur staff and key cntacts Sme cash, including cins fr phnes Yu may wish t maintain mre than ne kit. Creating tw is n harder than creating ne, and an ff-site backup may be what ensures that yu have needed recrds. AEP COOP fr Cmmunity Based Organizatins Page 4 Last updated June 2011

6 8. Facility Preparatin Make sure yur physical envirnment supprts yur safety ASSIGNED TO DATE DONE ü Blt heavy cabinets, bkshelves r ther furniture t wall studs ü Strap cmputers, fax, equipment t desk r tables ü Secure pictures and ther wall hangings by using safety hks ü Clear exits, pathways and earthquake-safe spaces ü Fasten breakables t walls r shelves with museum wax ü Lwer heavy items t bttm shelves ü Remve fire and chemical hazards ü Install smke detectrs, fire extinguishers, cabinet latches ü Label fire exits and safety supplies ü Clearly mark yur gas and water shut-ff valves. Pst clear simple instructins fr shutting ff each ne (in all languages needed). ü Keep a cnveniently lcated set f tls t facilitate prmpt gas shut-ff. Tls shuld include bth pipe and crescent wrenches. Earthquake Putty (als called Museum Wax) hlds delicate items in place Straps brace heavy furniture and large items in place Safety hks stp pictures, clcks and mirrrs frm falling Cabinet latches help keep glass and dishware frm falling t the flr Sketch yur facility and nte vital emergency resurces including: Fire extinguishers First Aid Supplies Escape rutes G kits Water shutff Generatr(s) Tl kits Gas shutff Dcuments safe Supply Cache AEP COOP fr Cmmunity Based Organizatins Page 5 Last updated June 2011

7 AGENCY EMERGENCY PLAN 9. Signage Make sure yur safety and preparedness tls are well marked Make preparedness visible! Clear and visible signs indicating safety tls, exits and emergency instructins will help peple t keep themselves safe while at yur agency. Tl Bx: Lives Here WATER SHUT-OFF T AEP COOP fr Cmmunity Based Organizatins Page 6 Last updated June 2011

8 I. If yu d nt have a back-up generatr, in an extended pwer utage, where can yu rent r brrw a generatr? Create a written agreement with a supplier. 2. If the phnes at yur agency are nt wrking, where are the nearest pay phnes? 3. Where is the nearest public health clinic? 10. Neighbrhd Resurces Make sure yu knw the lcal resurces they may be yur nly surce Clinic Name: Address: Phne: 4. Wh is the lcal VOAD (Vluntary Organizatins Active in Disaster) Chair t assist with recvery peratins? Place Name: Address: Phne: 5. Where is the nearest fire statin (r NERT / CERT staging area) and d they knw abut yur agency? Statin Name: Address: Phne: 6. Where is the nearest plice statin and d they knw abut yur agency? Statin Name: Address: Phne: Make sure preparedness resurces in yur neighbrhd are clear. Pst a large, clear map f yur neighbrhd. Nte these ptentially valuable resurces, and highlight: Key Resurce Framewrk City Hall / Dept. f Emergency Management Human Services, Dept. f Public Health & ther gv t agencies Fire statin Plice statin Red Crss Public library Liaisn cnnectins SF CARD Vlunteer Center Partner agencies Medical Hspital Cmmunity Clinics Veterinary Pharmacies Pssible gathering pints Church, msque, synaggue Schl Gym Shelters Open Space Fd / Water Fd Bank Salvatin Army Sup kitchens Grcery stres Restaurants Supplies Hardware stres Disaster stres Drug stres Sprts /Camping stres Big-bx stres Dllar stres AEP COOP fr Cmmunity Based Organizatins Page 7 Last updated June 2011

9 11. Evacuatin / Transprtatin Make sure yu can get peple frm yur lcatin t a safe alternate site Fire, hazardus material spills r structural damage may require yu t evacuate yur building. I. Are there prgram participants wh will need assistance evacuating yur facility? Remember t assign staff and vlunteers t help these participants and have assistive aids/devices available t help with their evacuatin. 2. If yur facility must be evacuated, assign a staff persn the respnsibility f taking a head cunt t ensure all staff, vlunteers and prgram participants have exited. 3. Practice yur evacuatin plan. 4. Keep an "Agency G-Kit". Include cpies f yur emergency plan, actin checklists, phne rsters, cpies f vital dcuments, credit cards, etc. 5. Pst a ntice indicating where yu have gne. The fllwing suggestins anticipate that yu must evacuate yur building and that yu are respnsible fr the care and shelter f the peple yu serve. 6. Lcate and secure a temprary shelter t be used (cnsider churches, nearby cmmunity centers, schls, ther residential facilities). Yu may want t develp mutual aid agreements with these sites. Temprary Shelter Name: Address: Cntact Name: Phne: 7. Create a phne list and a system fr letting the authrities, family and friends knw where yu are sheltering yur prgram participants. "Date created" shuld appear n this and all lists and dcuments. 8. Designate and identify alternative transprtatin fr mving yur prgram participants t yur temprary shelter, r t clients' hmes, if necessary. Alternative Transprtatin: Cntact Name: Phne: 9. Assign respnsibility fr the care f yur clients at the alternate site(s). Identify this persn r persns. a. b. 10. If evacuated, what will yur clients need that may nt be available in the temprary shelter? a. b. AEP COOP fr Cmmunity Based Organizatins Page 8 Last updated June 2011

10 L. 12. Cmmunicatin Cmmunicatin (Part (Part I) 1) Make sure yu can cmmunicate with staff, clients, funders and yur cmmunity Make sure yu can cmmunicate with staff, clients, funders and yur cmmunity Cmmunicatins will make r break a disaster respnse. Frm a simple nte n the dr identifying yur new lcatin t a Public Infrmatin Officer crrecting news reprts abut yur agency, cmmunicatin is the key t helping peple make the right decisins. WHAT shuld yu cmmunicate? Agency Operatinal Status reprts Damage assessment Services ffered r changed Funds needed Vlunteers needed Other needs TO WHOM are yu cmmunicating? Disaster services partners Staff & Vlunteers Clients Funders Media General public Always cnsider simple & effective methds f cmmunicatins such as ntepads and pencils. Be sure t save all dcumentatin fr future reference. WHO shuld cmmunicate the message? Peple with prper training Thse with the prper authrity Peple wh share a cnsistent message HOW shuld yu cmmunicate? Electrnic Scial Media Verbal Cmbinatin Paper WHAT can yu prepare in advance? Agency talking pints / key message Disaster / emergency respnse press release Emergency related funding slicitatin , phne, text, cell-phne, fax lists AEP COOP fr Cmmunity Based Organizatins Page 9 Last updated June 2011

11 12. Cmmunicatin (Part 2) Make sure yu knw all the cmmunicatin tls available t yu Mastering hw yu send and receive infrmatin will help yu in bth crisis and pprtunity. A variety f ptins are the key t maintaining cmmunicatins. Disaster Cmmunicatin Tls There are many cmmunicatin tls we dn't nrmally cnsider that may becme useful if a disaster cuts ff yur nrmal channels. Bulletin / White bards Megaphnes / Bullhrns Carbn / NCR paper Pagers / texting devices CB radis Standard telephnes Cell phnes Public signage Digital phnes / Blackberries Runners Drums Walkie talkies Flag ples Whistles Ham Radis Cmmunity Outreach Optins What are all the different ways yu can speak t yur cmmunity? Different methds have different advantages, and may help yu reach peple yu had nt reached befre. American sign language (ASL) In-persn events, wrkshps r classes Cmputers DSL, Cable, dial-up Language translatrs Dr-t-dr canvassing Mailing lists: brchures, flyers / list-serves Radi, televisin Fact sheets FAQs Vide, cassette tape, CD / DVD Fax machines / Win fax Websites Infrmatin lines Scial Media (Twitter, Facebk, LinkedIn) AEP COOP fr Cmmunity Based Organizatins Page 10 Last updated June 2011

12 M. 13. ICS ICS (Part (Part I) 1) Make sure yu knw Califrnia's universal respnse system Make sure yu knw Califrnia s Universal Respnse System The state f Califrnia uses the Standardized Emergency Management System (SEMS) t respnd t disasters. Understanding the Incident Cmmand System that is the cre f SEMS will allw yu t rganize fr managing any situatin, crdinate with yur cmmunity partners, and "speak the language" f the prfessinal respnders - which makes yu much mre valuable t yur cmmunity. Incident Cmmander (Alt) [Public] Infrmatin Officer Safety & Security Officer Alt. 2 Alt. Operatins Planning Lgistics Finance / Administratin Sectin Chief Sectin Chief Sectin Chief Sectin Chief Alt. 2 Alt. 2 Alt. 2 Alt. Incident Cmmander: (In charge) Leads the respnse; appints and empwers Sectin Chiefs ICS allws fr scaled effrts t meet the demands f an incident. It is flexible and adaptable; sme incidents may nt require the use f Planning, Lgistics r Finance, while thers will require all f them. ICS allws fr filling nly the parts f the rganizatinal structure that are needed. Expanding the netwrk is key t an effective respnse as mre peple are added t the respnse. FEMA ICS training is available nline. SF CARD teaches simplified ICS fr nnprfits at yur site Safety and Security Officer: Fcuses n the safety f all peple respnding t the incident. [Public] Infrmatin Officer: Wrks with the media; distributes messages t the staff, clients, public and lcal cmmunity. Operatins Sectin: (Des things) Handles key actins including first aid, search and rescue, fire suppressin and securing the site. Planning Sectin: (Plans things) Gathers infrmatin, thinks ahead and keeps all team members infrmed and cmmunicating. Creates plans fr next peratin perid(s). Lgistics Sectin: (Gets things) Finds, distributes, and stres all necessary resurces (supplies and peple) t respnd apprpriately. Finance / Administratin Sectin: (Recrds things) Tracks all expenses, claims and activities and is the recrd keeper fr the incident. AEP COOP fr Cmmunity Based Organizatins Page 11 Last updated June 2011

13 M. 13. ICS ICS (Part (Part 2) 2) Make Make sure sure yu yu knw knw Califrnia's Califrnia s universal Universal respnse Respnse system System Cnsidering wh might d well at certain functins is an excellent tl fr understanding SEMS and getting peple used t the idea. Be careful, thugh; yu never knw wh will be part f yur disaster respnse team, s be prepared t assign rles when they are needed. Incident Cmmander Name: Phne: Alt. Ph: Cmmand Staff: Directs respnse & recvery; Prvides infrmatin, safety, and liaisn services fr the entire rganizatin Name: Phne: Alt. Ph: Safety & Security Officer Name: Phne: Alt. Ph: [Public] Infrmatin Officer Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: General Staff: Assigned functinal authrity fr each sectin Operatins Sectin Chief Name: Phne: Alt. Ph: Planning Sectin Chief Name: Phne: Alt. Ph: Lgistics Sectin Chief Name: Phne: Alt. Ph: Finance / Administratin Sectin Chief Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: Name: Phne: Alt. Ph: AEP COOP fr Cmmunity Based Organizatins Page 12 Last updated June 2011

14 14. Financial Resurces Make sure yu knw yur financial assets, limitatins and cmmitments It is a gd idea fr yur rganizatin t be aware f its cst f nrmal peratins; estimate cst increases that might arise frm emergencies and be familiar with eligibility and ther prerequisites fr aid and reimbursements frm Federal Emergency Management Agency (FEMA) and ther agencies. Sme tpics t explre include the fllwing: 1. Cpies f Financial Supprt Dcumentatin t have ready Insurance plicies The deed r lease fr yur facilities Bank infrmatin, including all f yur accunt numbers, including persnnel cntacts Legal identificatin, such as yur taxpayer ID number and evidence f exemptin status Memranda f Understanding (MOUs) 2. Liquid Assets Hw much cash d yu keep in "petty cash?" D yu have $15 - $20 in cins fr pay phnes? 3. Credit Cards / Lines f Credit What credit cards des yur agency wn? Where are they? What are the limits f each? Wh can sign n each? D they have emergency credit extensins? D yu have a line f credit immediately available? Wh can access the funds? Reminder: Keep this infrmatin updated; be sure it reflects any staff r plicy changes! AEP COOP fr Cmmunity Based Organizatins Page 13 Last updated June 2011

15 15. Ensuring Service Cntinuatin Knwing yur pririties as an agency makes everything else fall int place. In crisis r pprtunity, if yu are clear n yur pririties yu can make the best decisins fr yur agency. What is needed t cntinue prviding essential services after a disaster? It is imprtant fr agencies wrking with at-risk clients n a daily basis t knw their client's needs and hw t supprt their recvery fllwing a disaster. Sme questins t ask include: What are the predictable needs f the peple yu serve in emergencies? Will the needs f the peple yu serve require yu t expand services in a disaster's aftermath? Will yu need t cnsider prviding new r different services? List the Missin, Pririties and Resurces essential t prvide critical services in an emergency r disaster (refer t yur Disaster Missin Statement). a. b. c. d. e. f. List critical suppliers yu will need fr pririty delivery services after a disaster. Create an MOU r ther agreement fr such services and keep a list f them available t cntact. Name: Name: Name: Phne: Phne: Phne: Map & itemize critical resurces t be retrieved Create a list f the critical items that yu wuld need t retrieve if yu culd get int yur building (list in rder f imprtance and their recvery lcatins within the building). Examples f items yu might need t retrieve: cmputer disks, cmputers, imprtant files, wrk in prgress. Chain f Cmmand & Successin Management: Wh t turn t What authrity is required t sustain peratins? What cnditins wuld trigger delegatin f authrity? What is yur rganizatin s rder f successin? What wuld be the limitatins n the duratin, extent and scpe f the delegatin? AEP COOP fr Cmmunity Based Organizatins Page 14 Last Updated June 2011

16 This prject supprted by the US Department f Hmeland Security, awarded by the State f Califrnia. Missin T ensure that nnprfit and faith- based rganizatins serving San Francisc s vulnerable ppulatins are prepared fr a disaster; t play a central rle in the crdinatin f these rganizatins in their disaster preparedness, respnse, and recvery effrts. The 15 Majr Elements f the Agency Emergency Plan 1. Disaster Missin Statement & Risk Assessment.Page 1 2. Preparing Staff fr Emergencies Persnal preparedness fr staff..page 1 3. Persnnel Availability f staff after a disaster.. Page 2 4. Vlunteers Recruit, manage, and task Page 2 5. Meeting Client Needs Addressing the basic needs f the peple lking fr help.page 3 6. On- Site Supplies Preparedness supplies fr staff fr 3 days Page 4 7. G- Kit Fr evacuatin f facility..page 4 8. Facility Preparatin Mitigating yur surrundings t minimize damage Page 5 9. Signage Psting signs arund the facility..page Neighbrhd Resurces Knwing the lcal area resurces..page Evacuatin & Transprtatin Alternate peratinal sites and transprtatin methds.page Cmmunicatin Messaging t yur staff and clients & methds.page ICS Standardized Emergency Management System (SEMS).Page Financing Knwledge f assets, limitatins and bligatins...page Service Cntinuatin Ensuring systems are in place t allw fr emergency recvery peratins.page 14