OVERVIEW OF WORKSHOP OBJECTIVES:

Transcription

1 Community Disaster Resiliency Workshop WORKSHOP SUMMARY: This document summarizes the discussions and outcomes that occurred at the Community Disaster Resiliency Workshop held at the Johnson County Sunset Building in Olathe, Kansas on Tuesday December 9 th OVERVIEW OF WORKSHOP OBJECTIVES: The workshop was designed with four objectives in mind to help support the overall goals of the Community Disaster Resiliency Project: Discover expectations from service provider organizations of disaster response capabilities of local government. Connect emergency response agencies with service providers. Identify networks of provider organizations and resources and how these can be accessed. Confirm/validate barriers within an organization to disaster preparedness. Begin to identify solutions. Identify best practices in disaster preparedness messaging so that provider organizations can have confidence in delivering messages for staff and clients. Initial takeaways and lessons learned The Workshop was divided into four modules: Module 1 - Overview of Threats and Hazards in the KC Region. Module 2 - Panel Presentation: Lessons Learned from Actual Disasters. Module 3 - Scenario-Based Discussion. Module 4 - Wrap-Up Discussion. ATTENDANCE: There were Thirty-five (35) participants representing Twenty-five (25) organizations attending the workshop. See Table-one for all participants and organizations represented. WORKSHOP OVERVIEW: MODULE 1 OVERVIEW OF THREATS AND HAZARDS IN THE KC REGION: Dan Robeson, Johnson County Emergency Management, discussed the various threats and hazards in Johnson County and discussed results of a citizen preparedness survey his office conducted. He reminded all participants there are a number of threats and hazards that can impact the Kansas City region that have the potential to cause widespread damage to citizens, public and private infrastructure. Experience has shown those most often Disproportionally Impacted (DI) by disasters are persons who are physically challenged, blind or low vision, deaf or hard of hearing, medically dependent, people with cognitive disabilities, economically disadvantaged, older adults, children, limited English proficiency, etc. The purpose of this workshop is to bring community service providers together with public safety officials to discuss disaster preparedness challenges and opportunities with the goal of 1 P age

2 determining ways to build a stronger more resilient community against disasters and reduce impacts to vulnerable populations. Prior to a disaster, people with access/functional needs may rely on a variety of community agencies and organizations for everyday services and support networks. During disasters, these same provider organizations will become an even more critical lifeline to their clients. The better prepared community services providers are, the more they will be able to withstands disasters and maintain services and critical functions to clients. MODULE 2: PANEL PRESENTATION: LESSONS LEARNED FROM ACTUAL DISASTERS: Susan Rome from Johnson County Mental Health discussed her agency s experiences with disasters and changes to preparedness they made as a result of a past tornado event in the Kansas City area. These included development of a list of items for staff to discuss with clients about tornado preparedness: 1. Use the opportunity to educate your clients about where to do and what to do. 2. Help clients formulate and emergency contact list 3. Help client prepare an emergency kit for their residence even if they do not have the means to get one together all at once, you can encourage one item per week or month. Be sure to discuss the importance of taking their medication, glasses, and contact list with them. 4. Discuss personal planning with family members or support systems. Does the client have anyone to stay with if there is an extended power outage? 5. Discuss importance of staying connected to the weather does the client have a weather radio? If he/she has a cell phone, help him/her set up Joco Notify or other weather alerts. They also work with their staff to become more resilient including: 1. Know where the tornado shelter is in each of the residences of the clients they see in their homes. 2. Aware of places to shelter in case of severe weather when they in the community (i.e. if they are traveling frequently on I-35 where could they stop and shelter quickly). 3. Where can they shelter in common locations while in the community (i.e. library, Admin bldg.)? 4. Do they have JOCO Notify on your cell phone? 5. Make sure staff have car kits for severe weather. A car kit should include: food and water, blanket, ice scraper just to name a few. Jacob Schreiber, President of the Jewish Community Center, discussed the April shooting at the campus and shared his recommendations for how organizations can be more prepared. For community organizations, Mr. Schreiber recommended: 1. Preparedness become part of the organization s culture; if upper level management understands the value and importance of being prepared, the more likely the organization will take the necessary steps to achieve a higher level of preparedness. 2. Have access to a crisis manager who can help guide response, recovery and crisis communications. 3. Train staff to respond to the threats and hazards your organization faces. MODULE 3: SCENARIO-BASED DISCUSSION:

3 For this module, participants were divided into 4 tables with 7 10 participants each. Each table had 1 facilitator and 1 scribe. Facilitators presented participants with a winter weather storm scenario that causes a power outage and guided them through a series of questions about organizational preparedness. The scenario began as: On Tuesday, January 13, 2015, the National Weather Service issues a severe winter storm advisory for the next hours. The storm is expected to move through the Kansas City region within the next two days, producing significant freezing rain and sleet. Highs are forecasted to be in the mid-20s with wind gusts up to 25 mph. Lows are forecasted to be in the single digits. Roads may become impassable with widespread power outages possible. Each group was asked to capture the following Information: What challenges/barriers did you identify? What resources are needed? What resources/expertise can your organization provide and accessed? What best practices were identified for disaster preparedness messaging for clients/staff? How can resources/expertise be accessed? The following summary information was collected from each group s breakout session. Challenges and barriers identified: 1. Challenges/resource needs identified by participants were similar to past known gaps access to medication, power, staffing, transportation, interpreters, etc. 2. Existing networks of provider organizations were difficult to identify. 3. Fewer formal agreements between organizations were identified than anticipated. 4. Some participants seemed focused on their own organization s preparedness issues; weren t able to think of larger, strategic solutions. 5. Transportation for many clients are an issue (Ex. bus lines are too far away and taxis are too expensive etc. 6. Effective communications between staff and clients is a problem in disasters and systems that can be used are expensive. 7. Many clients are transient and many service agencies do not know how to contact to determine if they need help. 8. How realistic is it to expect service providers to address emergency preparedness issues when they are under staffed and have very tight budgets? 9. Many vulnerable populations already are challenged just living day-to-day and their ability to prepare is very limited. 10. Many community service agencies have limited staffing and during disaster situations this becomes a major problem. 11. There were many barriers outlined depending on the type of community service agency. These barriers included such things as internal organizational reluctance to change, economic, language, cultural, isolation, physical limitations, medically fragile, physiological etc. Several agencies mentioned some their clients are very independent and do not want to be involved in any type of preparedness activities. Resources needed: 1. More staff time during emergency situations.

4 2. Back-up power for some agency offices, group homes etc. 3. Better emergency communications between community service providers and public safety organizations. Many emergency communications systems are not available to private agencies and the ones that are available are very expensive. 4. Help with transportation during disaster situations (this is particularly true with isolated clients). 5. Formal networks need to be developed to improve sharing of information before, during and after disaster situations. Agencies need to be more knowledgeable about the services and missions of agencies they now that exist and others they at not aware of and how these agencies could fill service gaps etc. 6. Help with communications and data technologies. This includes planning assistance with continuity of operations, etc. Classes to inform organizational leaders to make back-up and data security a priority. 7. Help with welfare checks on clients by public safety agencies. Many times roads are blocked off by police and staff is unable to get to clients. 8. Volunteers are a challenge for community safety agencies when disasters occur because they stay at home with families or do not drive due to poor road conditions. 9. Communications with clients are always a challenge. Many do not have an avenue of communication. They are encouraged to get free cell phones but many still do not have them. 10. Access to food and supplies during sheltering activities is always a challenge. Resources/expertise can organizations provide and how best accessed: 1. Many community service organizations have staff and expertise that could assist other agencies during times of disaster. This would include education (pre-event) as well!! 2. Some agencies could take referrals should the primary agency be unable to service clients. 3. Community service providers could potentially check on some clients if staff is already in or can access the area 4. The Lakemary Center in Paola, Kansas is open to public during severe winter weather as warming station. 5. Olathe Snow Brigade is a volunteer based group organized for snow removal and can assist vulnerable clients 6. Johnson County Mental Health crises line could expand referral line to assist with referrals 7. FEMA has an ipad app for interpreter services (although this is not an ideal solution) 8. Some meals-on-wheels agencies may have extra meals available during disaster situations. 9. Small communities may have a better understanding and location of their vulnerable populations. 10. The Mid-American Website has continuity of operations plan templates available. Best practices for disaster preparedness: 1. Many agencies have done emergency planning with staff and clients. 2. Johnson County Meals on Wheels Automatically provide clients 4 day supply of shelf-stable meals when severe winter storms are predicted. 3. The City of Olathe makes mobile shelters available for city employees during inclement weather 4. Many community service organizations use call down list to alert staff and clients of emergency situations or have a call-in line and procedures for staff and volunteers. 5. Some agencies have installed generators at their offices and residential facilities in case of power outages. 6. Some agencies have developed emergency staffing plans as part of their emergency disaster plans. 7. Community service providers have started using social media to contact clients and staff and maintain communication during emergency situations.

5 8. Several agencies have prioritized client communications depending on their risks and locations etc. 9. Some agencies have developed Community Partners which are neighbors, family and friends that can check on clients during a disaster or emergent situation. 10. Some community service agencies have clients use JOCO Notify to receive warnings and emergency notifications. 11. Many community service agencies conduct regular exercises and participate in regional preparedness activities. 12. One agency had entered into a MOU with a Faith Based Organization to receive assistance during emergency situations. MODULE 4 - WRAP-UP DISCUSSION: The Community Disaster Resiliency Workshop was mainly geared towards obtaining information from community service agencies and public safety organizations to discuss and identify emergency preparedness and planning actions that can improve overall community resilience. This information will be used to help build a stronger more resilient community and reduce the effects of disasters to disproportionally impacted populations. After workshop participants discussed the disaster scenarios in the breakout sessions the following outcomes based on specific objectives were discussed in the wrap-up session. This information will be used as an indicator of preparedness and readiness capabilities for future project planning and implementation processes. After concluding with the scenario-based discussion, participants regrouped and reported out the results of their table s discussion. After small group report-outs were complete, Dan Robeson and Susan Rome led a large group discussion about translating the lessons learned from the workshop into future action, asking participants questions the following questions: 1. How can challenges be prioritized and addressed? a. Increased coordination and networking between community service agencies was a major gap identified by the group. Creating an opportunity for these service provider agencies to collaborate together would help increase resiliency and allow greater sharing of best practices, ideas, resources etc. Many workshop participants indicated they did not understand the many roles that public safety organizations play during a disaster situation (this was especially true of emergency management). One of the most beneficial aspects of the workshop identified by all participants was the networking and identifying of collaboration opportunities with other agencies to see how everyone could help each other. b. Connect with organizations like the Mid-America Assistance Coalition, United way 211, My Resource center, etc., which can help provide information when clients access emergency assistance. The group needs to explore how they can connect responders with shareable information about client needs. c. Increased emphasis on preparedness issues with clients such as including disaster preparedness checklist during client interviews, helping develop emergency plans etc. This may reduce time for staff to do their normal jobs and may be limited due to time constraints. d. Help those organizations build their own preparedness capabilities and improve their ability to continue to support clients following a disaster. This could be done through classes and training coordinated through public safety organizations and MARC. e. Help public safety agencies obtain a better understanding of the systems community service agencies have in place to serve their clients, the limitations of these systems and how those

6 limitations can be exacerbated in disasters. This training should identify strategies needed to minimize these challenges. 2. Where can this project be used to develop resources to meet needs? a. Many community service agencies expect if they called 911 in a disaster help will quickly arrive. On the other hand fire, police, EMS and emergency managers expect community service agencies to be resilient enough during a disaster event to take care of their clients. Both public and private organizations need to work together to be sure their expectations including resources are realistic of each other. b. The development of written agreements between community service providers and other private agencies outlining how resources, staff, referrals etc. would be accomplished during emergency situations. c. Regional database of community service providers that would outline the organizational goals, missions, types of services, clients served, geographic areas, resources etc. This database could be an update to the existing Functional and Access Needs resource guide. d. Many participants asked the questions how can practical preparedness measures and actions, including the education required, be developed for vulnerable populations. Many community service providers need help with this area. e. Utilize the Faith Bases Organizations to share preparedness messages and give assistance with some vulnerable populations during times of disaster. PARTICIPANT FEEDBACK: Thirty-five (35) people attended the workshop representing Twenty-five (25) different organizations. Twenty-two (22) feedback forms were returned which represented 63% of the participants. The following information was derived from their feedback: Question One Did you find this workshop useful? Yes/No Please Explain: Yes Mostly Somewhat Not Answered 18=82% 1=4.5% 2=9% 1=4.5% Comments: It was good to hear what resources and challenges other types of agencies face that I would have not considered. Able to connect with other agencies that think outside the box. Lots of great information and great to hear from other organizations. As a Citizens Education Subcommittee member for the MEMC, I have gained insight into types of preparedness information needed. Got some useful ideas to bring back to my office. Great opportunity for dialog and brainstorming Somewhat Would have liked to see the information that was developed in the breakout sessions integrated into a comprehensive plan for the community. It helped identify areas for discussion or follow-up in our agency. Even though I am not involved with direct client contact the information will help me relate to providers and responders in my coordination of service gaps from state level to better prepare these providers, responders and resources for target populations. It is helpful to brainstorm scenarios and learn about other resources in the community. Mostly a reminder of what I already know.

7 The ability to discuss and hear from other service providers as to their concerns and road blocks in providing services in a disaster. Somewhat Informative and made me think group digressed much and did not seem particularly effective. Enjoyed learning about other vulnerable populations and the problems they face. Service providers are not connected. They are not sure where all the vulnerable population live public safety agencies are well prepared and trained. I really enjoyed the speaker from the Jewish Community Center. Always good to learn about additional resources, support and better ways of addressing needs. It was good to meet and listen to other stakeholders and their issues they face on a daily basis and in times of emergency. I liked having various organizations involved (i.e. service providers vs. emergency services) Will the tools provided/lessons learned assist you in disaster preparedness planning? Yes/No Please Explain Yes Mostly Somewhat No Not Answered 14=67% 2=9% 3=15% 1=4.5% 1=4.5% Thinking to check on known people of need to make sure they are aware of and prepared for possible disasters. I have a plan but this has made me want to schedule training and alerts to our members and families as well as to the state programs< KDADS, KANCARE and make sure plans are set-up in personal case management. More information always helps. Know the drill the question is how to educate the general public. Took home resources for our client management department. On a grand scale resources must be managed at the localized area rather than dependent on electronic communication including cell phones. It is helpful to brainstorm, but at this time that is all it is. I want to see the ideas and plans manifest into action. Gave me a broader view of the situation. Don t know if I came up with anything new It will make me take personal preparedness actions. The checklist and preparedness discussions. I am going to use the websites and look forward to seeing the templates on the flash drive. JOCO information cards are a dependable model. Need more effective way to make awareness of preparedness issues including leadership buy-in, tell a story etc. Got tips to take back to increase preparedness for work and home. Good way to keep in mind those in the community that fall into the vulnerable category and how those groups could be assisted. Have a letter of understanding of the needs of other agencies. Do you have an emergency plan, will you make one? Yes/No Please Explain Yes Will Update Existing Plan Will Make One N/A 12=55% 4=18% 4=18% 2=9% We have a basic emergency plan.

8 Will incorporate what we learned into our meetings. Will update the existing plan. Already have a plan but want to expand beyond my agency especially on how we can relate or help other with resources. I will utilize this information to make a plan at home as well as use the information in my day-to-day work. Will make a back-pack for my car and home. Made me think about how unprepared I am and how personal responsibility needs to be a part of this. We have a plan that needs to be updated. Probably a good idea to make an emergency plan. Plan mostly there but time to reassess and update. What additional information would you like? How could this workshop improve? Please explain: Have each group be represent by a specific provider such as a group representing senior citizens, disables This would reduce a lot of the same answers, but still all good stuff. Really enjoyed and made me think outside of the box. Good drill scenarios but the groups needed more diversity Ex. Hispanics, NGOs etc. Want the results to be shared with MEMC don t shelve it - Share it. List of emergency response programs. I think this workshop could have been more useful if there were presentations by agencies who already have plans telling how they were developed A resource indicating what sort of agencies are available in emergency situations. Workshop needed to end on time. Would be good to have additional trainers with abilities to walk participants through other potential disasters (Ex. Disease outbreaks) because many responses and actions will vary from inclement weather. Share contact list of all participants and expand the time to address capacity building how each agency may have resources that can help each other especially to prepare ahead of time before any future event. Just continue to help develop planning and implementation into action for specific agencies. Maybe a little more focus on the critical points Too many simple Thoughts given to discuss. Contact information of workshop participants Different scenarios (Ex. Active Shooter, Tornado). More ways to develop social networks with service providers. What are informal networks and how do they relate to vulnerable populations. Maybe just do a discussion format with discussion from different groups in audience and what their capabilities are in these circumstances as opposed to Tabletop scenarios?

9 TABLE ONE PARTICIPANTS FOR COMMUNITY DISASTER RESILIENCY WORKSHOP First Name Last Name Title Company Name Address 1 Todd Allen Lieutenant Merriam Police Department 9010 W 62nd Street Nola Bienhoff RN W. 74th Street Kelley Blair Paramedic Research medical center 3627 Gillham rd #55 Michelle Burchyett MCRT Team Johnson County MHC 6440 Nieman Leader Rd Main Number Address todda@merriam.org nolabienhoff@gmail.com kblair26@yahoo.com michelle.burchyett@jocogov.org Valorie Carson Community Planning Director Robert Cooper Executive Director United Community Services of Johnson County Kansas Commission for the Deaf and Hard of Hearing 915 SW Harrison, Docking State Office Building 8th Floor W (785) Chris Duncan Catholic Charities Hospice 9740 W 87th Corry Franklin Service Olathe Towers and College Coordinator Way Village Astra Garner Director- KVC Prairie Ridge 4300 Brenner Clinical Drive 8177 Services and Community Outreach valoriec@ucsjoco.org Robert.Cooper@dcf.ks.gov cduncan@catholiccommunityhospice.com cfrankl3@good-sam.com agarner@kvc.org Elaine Giessel Environmental Bayer CAP W ecos@everestkc.net Educator 101st Terrace 1180 (c) Laura Gilman Jewish Family Services lgilman@jfskc.org Diana Graves Director, Administrative Services Johnson County Human Services Department S. Sunset Drive, Suite 1300 (913) diana.graves@jocogov.org 13 P age

10 Leslie Guerra Team Leader Crisis Services Johnson County Mental Health Community Disaster Resiliency Workshop Kay Lowe Johnson County Government Megan Lynch Emergency Johnson County, KS - Management Emergency Management Planner Donna Martin Public Health Project Coordinator Mid-America Regional Council 111 S Cherry St, Suite Broadway, Suite 200 (913) Kay.Lowe@jocogov.org mlynch@jocogov.org dmartin@marc.org Brad Mason Division Chief Johnson County Med-Act S Sunset Drive Todd Maxton Emerg. Mgmt. Olathe Fire Dept S. Tech. Hamilton Cir. Jen Mellard 1111 W. 39th St. Apt. 219 Richard Newson Johnson County, KS W Sheriff's Office (New 159th Street Century) Richelle Popevis Johnson County Government Michael Raunig Captain Johnson County, KS - Sheriff's Office (New Century) Tim Richards Assistant City of Olathe Chief - Special Operations W 159th Street 1225 S Hamilton Circle x bmason@jocoems.org tmaxton@olatheks.org jen.mellard@hearttoheart.org richard.newson@jocogov.org richelle.popevis@jocogov.org michael.raunig@jocogov.org trichards@olatheks.org Dan Robeson Emergency Management Coordinator Johnson County Division of Emergency Management & Communications 111 South Cherry drobeson@jocogov.org Susan Rome Clinical Supervisor, Emergency Services Johnson County, KS - Mental Health 6440 Nieman susan.rome@jocogov.org

11 Ellen Schwartze Public Affairs Coordinator Mid-America Regional Council 600 Broadway Community Disaster Resiliency Workshop Brian Skibbe Johnson County, KS - Developmental Supports Jennifer Smith Executive Autism Society-The Director Heartland Matthew Smith Safety and Lakemary Center Security Specialist Justin Sorg Emergency Services Planning and Exercise Program Manager Mid-America Regional Council brian.skibbe@jocogov.org Lackman Road 6161 X S.Oak info@asaheartland.org 100 Lakemary Drive 600 Broadway msmith@lakemaryctr.org jsorg@marc.org Dawn Staton Director, Older Adult Initiatives Jewish Family Services 9233 Ward Parkway, Suite Karen Sundquist Olathe Towers and College Way Village Jeff Wall Crisis Case JoCo Mental Health Center 6440 Nieman Manager Rd Jim Weeg Olathe Towers and College Way Village Gene Wilson Advisory Advisory Board, KC W Board Communities for All Ages 56th Court 6284 Gene Shepherd Director Kansas City, MO Emergency Management dawns@jfskc.org ksundqui@good-sam.com jeff.wall@jocogov.org cfrankl3@good-sam.com ripleylake@aol.com gene.shepherd@kcmo.org