Neighborhood PREP. Plan for Readiness and Emergency Preparedness. City of Tallahassee Neighborhood Affairs Pasco St. Tallahassee, FL 32310

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2 Neighbrhd PREP Plan fr Readiness and Emergency Preparedness City f Tallahassee Neighbrhd Affairs 2295 Pasc St. Tallahassee, FL Talgv.cm/PREP June 2017

3 Table f Cntents I. PREP Step by Step..3 Intrductin Gals Benefits Highlights Keys t success Ready, Set, PREP II. III. IV. Intrductry Meeting..5 Leadership and Organizatin..7 Neighbrhd Assessment....8 V. Resurce Directry 9 VI. Attachments..11 Sample Neighbrhd PREP Meeting Flyer Sample Neighbrhd PREP Meeting Agenda Sample Script t Publicize Neighbrhd Meeting Survey f Neighbrs (e.g., inventry f skills, resurces, availability f vlunteers, facilities, etc.) Resurce Directry Neighbrhd PREP Timeline VII. The Bucket List - Hsting a Build Yur Bucket event..22

4 Neighbrhd PREP (Plan fr Readiness and Emergency Preparedness) Intrductin Neighbrhd PREP a tlkit with fur easy steps Hurricanes, trnades and even mre rutine severe weather can cause widespread damages t ur neighbrhds and cmmunity at large. While lcal emergency managers, utility crews, firefighters, law enfrcement ffices, paramedics and ther emergency respnders d an incredible jb f keeping residents safe, they can t d it alne. Individuals and neighbrhds play a vital rle in surviving and recvering frm a disaster. Hwever, ftentimes, neighbrhds d nt have a defined and structured apprach fr engaging their neighbrs in the disaster preparedness prcess. The willingness f neighbrhd residents t help each ther recver frm a disaster was clearly demnstrated in the mst recent hurricane event that impacted Tallahassee-Len Cunty. This tlkit has been develped by the City f Tallahassee Neighbrhd Affairs Divisin t help neighbrhds becme better prepared fr strms and ther emergencies. It prvides a suggested framewrk, which can be custmized t wrk best fr residents f each area. Gals Prvide tls and resurces t help neighbrhd leaders/residents develp a disaster preparedness and respnse plan fr their cmmunity t: Prtect residents, prperty, pets and infrastructure. Make use f available tls, resurces, materials and vlunteers in neighbrhd. Assist neighbrs with special needs during an emergency (e.g., thse wh are elderly, disabled, living alne, in need f medical assistance, etc.) Keep cmmunicatin channels pen and disseminate imprtant infrmatin t neighbrs befre, during and after a disaster. Encurage neighbrhd self-sufficiency and resiliency t respnd t emergencies. Benefits Facilitates a neighbrhd-led initiative, specific t each cmmunity Helps build cmmunity and fsters cperatin and cllabratin amng neighbrhd leaders Offers practical, actin-riented strategies

5 Highlights Intrductry Meeting and Invlvement Neighbrhd Needs Assessment Leadership and Organizatin Resurce Directry Build Yur Bucket Activity Keys t Success Create a neighbrhd team t participate and share the effrt. Publicize the effrt extensively in the neighbrhd t encurage invlvement. Set utcme-based gals and track prgress. Celebrate successes tgether. Other Ntewrthy Pints Research ther neighbrhd disaster preparedness plans t gain ideas. Devise a plan that will wrk well fr the majrity f husehlds in yur area. Keep in mind that a neighbrhd disaster preparedness effrt is never cmplete. It will evlve based n changes in ur lives, envirnment and circumstances. Even the mst detailed plan will need t be reviewed and updated regularly, taking in accunt new hmewner assciatin leadership, vlunteers, emergency cntacts, prcesses, technlgy and ther factrs. Ready, Set, PREP The fllwing Neighbrhd PREP guide utlines an easy prcess fr helping yur neighbrhd becme better prepared fr disasters and ther emergencies. It includes fur easy steps fr rganizing yur team and implementing a plan. Frms and templates have als been included and can be custmized t meet yur neighbrhd s needs. As yu cmplete the frms and gather infrmatin frm neighbrs, yu will btain the necessary material t cmpile yur Resurce Directry. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 4

6 STEP 1 Plan and Hld an Intrductry Meeting Setting an intrductry meeting is a gd way t recruit vlunteers, build a team and utline gals. Chse a date, time and lcatin that will be cnvenient fr mst residents. Offering child care and refreshments at the meeting may help draw mre attendees. The bjective is t discuss persnal experiences with strm events, the threat f disasters in the area and hw the neighbrhd can becme better prepared by develping a strategy and wrking tgether. Encurage as many residents as pssible t attend the meeting. Publicize the event thrugh flyers, hmewners assciatin meetings, newsletters, signage, electrnic variable message bards, dr-t-dr cntact, , phne calls, dr hangers, scial media, cmmunicatin apps such as Next Dr app, etc. Keep in mind that persnal cntact usually wrks best. This will give rganizers a chance t meet their neighbrs and stress the imprtance f increasing disaster preparedness in the neighbrhd. Yu may want t recruit lcal students (and ffer cmmunity service hurs fr their effrts) and ther vlunteers s they can wrk in teams f tw r mre while canvassing. When speaking t residents, btain their addresses and phne numbers t advise them f any meeting changes and ther pertinent infrmatin. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 5

7 Sample Agenda Scial perid and netwrking Explanatin f Neighbrhd PREP (Plan fr Readiness and Emergency Preparedness): Leadership, Neighbrhd Assessment, Resurce Directry Brief intrductins (t allw each attendee t acknwledge their interest in jining the PREP team and supprting the effrt) Presentatins by representatives f lcal emergency management ffices, law enfrcement agencies and scial service rganizatins, such as the Capital Area Chapter the American Red Crss. Discussins t identify disaster threats in the neighbrhd and exchange ideas Frm distributin (Include State Registry infrmatin and handuts t reinfrce the imprtance f emergency preparedness, as an individual and as a neighbrhd) Key leaders slicitatin NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 6

8 STEP 2 Establish Leadership and Organizatin The fllwing rganizatinal structure is an example and may be simplified and mdified based n yur cmmunity s needs. Use infrmatin gathered frm questinnaires and meeting attendees t frm a Planning Cmmittee. Instruct the planning cmmittee t establish a Neighbrhd Respnse Team. This grup will ensure that respnsibility fr prjects is spread amng the grup and that gals and bjectives are met. Have planning cmmittee select the fllwing: Blck Captain Has verall respnsibility fr the neighbrhd respnse team. Wrks with team leaders and branch crdinatrs t implement the plan befre and after a disaster. Team Leaders Oversee the activities f branches assigned t their sectins. Branch Crdinatrs Oversee the effrts f residents assigned t branches with specific respnsibilities, including first aid and CPR, damage assessment, debris remval and tending t residents with special needs. Please nte: Since a disaster respnse requires decisiveness, the planning cmmittee may wish t delegate t the Blck Captain the authrity t make decisins and set pririties. It s advisable t limit the number f vlunteers wh reprt directly t the blck captain, team leaders and branch crdinatrs. Cnfigure the grups s each leader has n mre than five t seven direct reprts. Designate resurces and assignments The planning cmmittee and blck captain can use the cmpleted questinnaires t determine skills and resurces available t the neighbrhd in the event f a disaster. Fr example, smene with carpentry expertise and the willingness t help the team can help reduce hazards befre the emergency and help make minr repairs afterward. T btain additinal resurces, the planning cmmittee may wish t cnsider dnatins frm lcal businesses, raising mney thrugh fundraisers r pling mney tgether t make purchases. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 7

9 STEP 3 Cnduct a Neighbrhd Assessment The assessment includes infrmatin gathered thrugh resident surveys (see Attachments sectin). These surveys, which can be cmpleted via neighbrhd meetings and events, dr-tdr canvassing, , telephne, mail, etc., shuld include the fllwing: Inventry f tls, supplies and equipment Have residents cmplete a survey t determine tls, supplies and equipment that they have and are willing t share in the event f a neighbrhd disaster. Items may include hammers, nails and plywd, first aid kits and medical supplies, crwbars, axes, chain saws, generatrs, tarps and amateur r citizen band radis. Cntact thers regarding structures in and arund the neighbrhd that can be used during an emergency. Be sure t btain instructins, flr plans, staffing details and cntacts fr use f dnated facilities (i.e. a schl, church r business that can be used as a neighbrhd gathering spt, shelter r supply dept.) Skills assessment f neighbrs Many neighbrs have skills that will be useful when dealing with an emergency. Thse with management r leadership expertise can pitch in as blck captains r team leaders. Residents trained in first aid r CPR can prvide emergency medical assistance befre prfessinal medical teams arrive. Thse with cmmunicatin skills can disseminate infrmatin. Sme wh have access t grills may chse t ck and serve meals t neighbrs. And thers can take n assignments that utilize their abilities. Create a list f neighbrhd residents wh have ffered t assist, what their specialties and interests are, and hw t reach them. List f physical features in the neighbrhd and ptential hazards (e.g., trees near pwer lines, lw lying areas with pr drainage, at-risk structures etc.) Flrida Special Needs Registry This statewide registry enables residents with special needs t register with their lcal emergency management agency t receive assistance during a disaster. It als prvides first respnders with valuable infrmatin t prepare fr emergencies. Registrants will be ed peridically t verify and update the infrmatin prvided. Individual surveys will be archived after ne year if nt verified. In terms f privacy, infrmatin cllected fr the registry will be held securely and nly accessed fr emergency respnse and planning purpses. Only emergency management and public health prfessinals wh have been given the authrity thrugh the Flrida Department f Emergency Management will be able t access and view the Registry s database. Flrida Statute exempts infrmatin furnished by a persn r business t the Flrida Divisin f Emergency Management fr the purpse f being prvided assistance with emergency planning frm public recrd requests. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 8

10 STEP 4 Develp a Resurce Directry The directry shuld include pertinent infrmatin that can help yur neighbrhd with emergency preparedness and respnse. Fr example: Cntact infrmatin fr neighbrhd PREP Respnse Team (i.e. crdinatr, blck captains, liaisns and team leaders) Neighbrhd Facebk pages, linked t a separate PREP page Imprtant cell numbers-disaster agency cntacts, etc. State Disaster Registry infrmatin (and link) Maps f neighbrhd Lists f supplies, equipment, and facilities used by the neighbrhd, as well as instructins fr their use Cntact ther rganizatins fr materials and infrmatin. Here are a just a few: City f Tallahassee Custmer Service City f Tallahassee Neighbrhd Affairs Len Cunty Gvernment Capital Area Chapter f the American Red Crss Flrida Divisin f Emergency Management Federal Emergency Management Agency (FEMA) Ready.Gv 800.BE-READY Natinal Weather Service Cnclusin Plan subsequent activities and training Part f a being a prepared neighbrhd is having prepared neighbrs. The last page f this tlkit will shw yu hw t help yur neighbrs put tgether disaster preparedness buckets fr their husehlds. Yu can cntinue the disaster preparedness mmentum even further by ffering ther activities fr yur neighbrs as well. These might include hlding educatinal family events, participating in the Red Crss Emergency Respnse Team training r the Cmmunity Emergency Respnse Team, and making presentatins at cmmunity gatherings. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 9

11 Engage and reward vlunteers Residents wh assist with neighbrhd PREP will d s as vlunteers. S be sure t prvide them with ample training, recgnitin and rewards. Dedicated team members thrive when they receive: affirmatin that they are valued; clear jb descriptins r assignments with defined respnsibilities; adequate rientatin, training and materials; sincere recgnitin; pprtunities t prvide feedback; and evaluatin f what wrks well and what desn t. Take time t celebrate success It s imprtant t remember and acknwledge yur grup's accmplishments. Even small steps made tday will help the team build mre cnfidence in handling an emergency and make husehlds mre self-sufficient during the first few hurs r days f a disaster. Smetimes the scpe f disaster preparedness can be verwhelming. Celebratins f achievements and milestnes take n imprtant meaning. In additin t acknwledging individual and cllective successes, they affirm each persn s hard wrk and desire fr being active in the prject. Remember t recgnize the accmplishments f each vlunteer, publicly acknwledge the grup's prgress and nte special effrts f public safety fficials and ther supprt grups. This can be dne thrugh the neighbrhd s Facebk page, Next Dr app, cmmunity events and neighbrhd assciatin meetings. A simple thank yu nte like this ges a lng way. We appreciate all that yu have dne t help the neighbrhd becme mre prepared fr a disaster. Yur willingness t take n tasks and readiness t respnd t disasters will result in reduced prperty damage, fewer injuries and saved lives. The individuals and families wh live in yur neighbrhd are already safer and better prepared because f the wrk yu have dne thus far. Attachments Here are a few sample templates and frms that yu may find useful. They can be mdified t meet the needs f yur neighbrhd. Sample Neighbrhd PREP Meeting Flyer Sample Neighbrhd PREP Meeting Agenda Sample Script t Publicize Neighbrhd Meeting Survey f Neighbrs (Skills, Equipment, Resurces etc.) Sample Reminder t Vlunteer Resurce Directry Template Neighbrhd PREP Timeline NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 10

12 Sample Neighbrhd PREP Meeting Flyer Calling all Neighbrs: Please jin us fr a Neighbrhd PREP (Plan fr Readiness and Emergency Preparedness) Meeting Learn hw we can prepare ur neighbrhd fr hurricanes and ther disasters. Please jin us fr an rganizatinal meeting. DATE TIME LOCATION ADDRESS Refreshments will be served and child care is available (ptinal) Fr mre infrmatin, cntact, NAME ADDRESS PHONE/ NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 11

13 Sample Neighbrhd PREP Meeting Agenda Organizatinal Meeting (Insert Date, Time, Lcatin) Agenda 1. Scial time/netwrking 2. Welcme 3. Explanatin f Neighbrhd PREP leadership, neighbrhd assessment, resurce directry 4. Brief intrductins (t allw each attendee t acknwledge their interest in jining the PREP team and supprting the effrt) 5. Presentatins by emergency management prfessinals 6. Discussins t identify disaster threats in the neighbrhd, discuss persnal experiences with previus strm events and exchange ideas 7. Distributin f frms and materials (Include State Registry infrmatin and handuts) 8. Designatin f key leaders (t begin planning fr leadership/rganizatin) 9. Cnclusin NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 12

14 Sample Script t Publicize Neighbrhd Meeting Hi. My name is and I live here in the neighbrhd at. Frecasters predict an abve average number f strms during the Atlantic Hurricane Seasn this year. I am smewhat prepared, but a few neighbrs and I thught it wuld be a gd idea t rganize as a neighbrhd s we can all becme better prepared and help each ther during an emergency. We re hlding a meeting n at t develp a new way t prepare fr disasters as a neighbrhd. The meeting starts at. It wuld be great if yu culd attend and share this infrmatin with thers. Are yu interested in jining us r d yu knw any thers wh might be? If they will attend: Can I have yur cntact infrmatin t let yu knw if there are any changes t the meeting date r lcatin? If they cannt attend: Can I have yur cntact infrmatin, s we can let yu knw abut the meeting and future events? Thanks s much! If yu d like mre infrmatin, please feel free t cntact me at. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 13

15 Survey f Neighbrs Please prvide the fllwing infrmatin s that we can assess the skills, tls, equipment and supplies that might be available t ur neighbrhd during and after a disaster. Name (husehld cntact) Address Phne (hme/cell/wrk) # residents in husehld and main cntact Physical features/ptential hazards near yur hme r in neighbrhd (e.g., trees near pwer lines, lw-lying areas with pr drainage, at-risk structures, etc.) Special needs f thse in husehld (e.g., pets, elderly, medical equipment dependent, etc.) Check the apprpriate bx if yu have the fllwing items and are willing t share them with the neighbrhd: Amateur radi Generatr Chainsaw Winch Crw Bar Heavy Jack Fire Extinguisher Pwer Drill First Aid Kit Ladder Axe Strng Rpe Shvel Glves Prpane Grill Plastic Tarp Heavy Duty Lawn Equipment Prtable Kitchen/Fd Truck Garden Tls NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 14

16 Please indicate if yu r anyne in yur husehld has training r skills in the fllwing and is willing t assist with yur neighbrhd s emergency respnse effrts. First aid/cpr Lgistics/Crdinatin Plumbing Management Carpentry Emergency Operatins Electrical Management Caregiving Scial/Behaviral Services Cking/Serving Equipment Operatin Tree Remval Assistance w/ Prcessing (Insurance, Federal Emergency Management Agency (FEMA), Small Business Assciatin, etc.) Cmmunicatins NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 15

17 Sample Reminder t Vlunteers (INSERT DATE) Thank yu fr vlunteering fr ur cmmunity s Neighbrhd PREP (Plan fr Readiness and Emergency Preparedness). We appreciate yur willingness t help with/serve as. As a reminder, yur blck captain is and can be reached at. Here are a few ther imprtant cntact numbers and details: If yu have any ther questins r wuld like mre infrmatin, please call at. Thank yu again. We lk frward t wrking with yu and building a strnger, mre resilient neighbrhd! NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 16

18 Resurce Directry The directry shuld include pertinent infrmatin that can help yur neighbrhd with emergency preparedness and respnse. Fr example: Neighbrhd Respnse Team (crdinatr, blck captains, liaisns and team leaders) Name Rle Cntact Infrmatin Other Cntacts Name Cntact Infrmatin NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 17

19 Imprtant rganizatins and phne numbers. Here are a just a few: City f Tallahassee Custmer Service City f Tallahassee Neighbrhd Affairs Len Cunty Gvernment Capital Area Chapter f the American Red Crss Flrida Divisin f Emergency Management Federal Emergency Management Agency (FEMA) Ready.Gv 800.BE-READY Natinal Weather Service WFSU 88.9 FM Tallahassee s designated statin during an emergency Maps f Neighbrhd Neighbrhd Facebk page/website, etc.: NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 18

20 Grill Shvel Strng Rpe Axe Ladder First Aid Kit Drill Extinguisher Jack Crwbar Winch Chainsaw Generatr Radi Inventry f Tls, Supplies and Equipment Neighbr s Name and Cntact Infrmatin NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 19

21 Hauling/Truck Supprt Equipment Operatin Scial Services Management Lgistics/Crdinatin Cmmunicatins Cking Caregiving Electrical Carpentry Plumbing First Aid Skills Assessment Neighbr s Name and Cntact Infrmatin NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 20

22 NEIGHBORHOOD PREP TIMELINE Tasks Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 21

23 Hsting a Build Yur Bucket Wrkshp in Yur Neighbrhd Cnsider hsting a wrkshp t help neighbrs assemble 5-galln disaster preparedness buckets fr their families. This is a cllectin f basic items yu and yur family may need in the event f an emergency, such as a hurricane. It s recmmended that families have fd, water and ther supplies in sufficient quantities t last at least 72 hurs. Smething else t cnsider is that electric, gas, water, sewer and telephne service may be temprarily cut ff. Yur preparedness kit shuld cntain items t help yu manage during these utages. Yu may be able t purchase the buckets at a lw r reduced price frm a hme imprvement stre. Or cnsider seeking dnatins r cmmunity spnsrs wh culd cntribute t the purchase. Fr example, yu culd hld a bucket drive in April r May t btain dnated items. Here s a suggested Bucket List: Duct Tape This heavy-duty tape will likely cme in handy. Batteries (Be sure t keep these inside in a cl, dry place rather than in the garage.) Dust Mask Strms can kick up particles in the air that can harm yur lungs. First Aid Kit with Bandages A first aid kit will help yu t attend t minr injuries like scrapes r sprains. Flashlight The electricity may g ut. A flashlight will help yu see in the dark and is safer than using candles. Games and Tys If yu have children, games and tys will help keep them ccupied. Hygiene Prducts Staying clean is imprtant, especially if utility services are interrupted. Mist twelettes, hand cleansers, sap, tilet paper, tthbrushes and tthpaste are essential. (als diapers, feminine hygiene prducts, if needed. Keys fr Yur Hme and Car A spare set f will ensure yu can quickly access yur hme r vehicle during an emergency. Large Plastic Trash Bags Large plastic trash bags have multiple uses. Use as a makeshift pnch. Set yur sleeping bag n them t stay dry. Yu culd even put yur dirty clthes and fd waste in them. Lcal Map If yur phne and GPS batteries are lw, yu may have t find yur way using an ldfashined printed map. Medicatins If yu rely n medicatin, ensure yu have it and yur dctr s infrmatin in yur kit. Multipurpse Pcket Knife It has s many uses! Cut rpe, pen canned fd and s much mre. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 22

24 Nn-perishable Fd Canned fd items are the best t have n hand. Cash Cash is king. It wrks even if yur debit card desn t. Phts f Family Members and Pets If yu re separated, having pictures t turn ver t authrities may help with reunificatin. Pnch Hurricanes include rain and wind. Yu want t stay dry. Radi with Extra Batteries A weather radi that relies n batteries is a must! The electricity may be ut, and yu ll need t stay up-t-date n recvery effrts. Tarp Like trash bags, this is a multi-use item. Put it n yur rf if it s damaged. Put it under yur sleeping bag t stay dry. Cllect rain water t flush tilets. Twel An all-arund gd item t have. Water Yu need at least ne galln per persn and per pet per day in unbreakable cntainers fr drinking. Stck mre fr nursing mthers, mixing frmula, etc. Include extra cntainers f water t be used fr cking, flushing tilets and bathing. Waterprf Bag with Family Dcuments A cpy f family dcuments, like yur driver s license, scial security card and insurance infrmatin, in a waterprf bag fr safe keeping is a must. Whistle A whistle will help get the attentin f rescue wrkers, if they are nearby. NEIGHBORHOOD PREP - PLAN FOR READINESS AND EMERGENCY PREPAREDNESS - 23