What U.S. Habitat affiliates and state support organizations need to know

Disaster Response What U.S. Habitat affiliates and state support organizations need to know kim macdonald Introduction When disaster strikes communities and families near a U.S. Habitat affiliate, concerned staff, board members and volunteers face new challenges. With homes destroyed and lives in disarray, business as usual might be hard to achieve. But affiliates can take steps to be prepared for disasters, and experience has shown that by rising to the challenges after a disaster, affiliates grow in organizational strength and building capacity. If, when and how an affiliate responds to a disaster should be based on an assessment of the effect of the disaster on local affordable housing and whether sufficient resources can be mobilized to carry out the response. In deciding whether to respond to a disaster, keep in mind Habitat for Humanity s Global Disaster Response Policy, which states that Habitat responds to disasters from its core competency in long-term recovery and sustainable development. The U.S. Office and the Disaster Response department at Habitat for Humanity International are ready to answer questions, provide advice and discuss response options. Disaster Response at Habitat for Humanity The Disaster Response department was established in 1999 to support Habitat s disaster response and preparedness programs worldwide. Since then, the department has worked with many U.S. affiliates in responding to the housing needs caused by hurricanes, tornados, wildfires and floods. Habitat s response to hurricanes Katrina and Rita in the United States in 2005 showed donors and partner families that Habitat for Humanity could respond to disasters on a large scale, raising expectations for similar responses to disasters. Because most U.S. disasters are localized, the appropriate response is more likely to be a local affiliate effort. In supporting local responses, we offer these services to U.S. affiliates, state support organizations and U.S. Office staff: Disaster Corps coordination Disaster Corps is a specialized group of volunteer professionals that support

Habitat for Humanity s disaster response and preparedness work and increase the organization s overall capacity to assist more families. It began in 2006 as a part of the Operation Home Delivery program to rebuild areas affected by hurricanes Katrina and Rita. To aid local response efforts, Disaster Corps members bring skills and experience in such areas as resource development, logistics, project management, volunteer management, communication and construction. Disaster Corps members have been trained on Habitat affiliate operations, dealing with stressful situations after a disaster and on developing disaster preparedness and response plans. Disaster Corps volunteers have provided more than 20,000 hours of service to more than 30 affiliates, including international deployments to Japan and Australia. Currently, these volunteers deploy at their own expense for two weeks or more. They require little logistical support from host affiliates, and are resourceful in making their own arrangements; many own RVs and basic office equipment. Affiliates interested in finding out more about Disaster Corps or requesting the services of these skilled volunteers can contact DisasterCorps@habitat.org or visit the My.Habitat Disaster Response resource collection For more information on these groups or long-term recovery organizations, contact USDisasterResponse@habitat.org or visit the My.Habitat Long Term Recovery resource collection. Technical assistance and support After a disaster, the Disaster Response staff provides support to the U.S. Support Center and U.S. Programs staff members who work with disaster-affected affiliates and state support organizations. HFHI helps affiliate executive directors and boards of directors to determine what course of action is best for their local organization. Similarly, the documentation of promising practices is a key focus. This type of organizational learning is important for the greater Habitat community because the impact of natural disasters affects affordable housing, and Habitat plays an increasing role in supporting disaster recovery domestically and abroad. Further reading and information More information, including disaster preparedness plans, training documents and advice on mitigating future disasters is available in the Disaster Response section of My.Habitat. To subscribe to the Disaster Response newsletters please visit habitat.org/disaster/enews_subscription.aspx Networking with external partners HFHI s disaster risk reduction and response has connections to key groups involved in long-term disaster recovery that can benefit Habitat entities interested in responding to local disasters. These partnerships can also contribute to affiliates capacity to meet community needs in non-disaster situations. Voluntary Organizations Active in Disaster is an umbrella organization for volunteer, faith-based and community-based organizations that offer disaster relief and response services. VOAD helps long-term recovery groups to organize in communities affected by disaster. Each state has a VOAD chapter that is linked to the national VOAD organization. Habitat, as a national VOAD member organization, can work with other VOAD members to identify and serve the post-disaster needs of families by combining resources in volunteer management, construction and other activities. Church World Service, the Salvation Army and the Red Cross are just a few of the organizations that have worked with Habitat for Humanity to coordinate disaster relief and recovery. Habitat s Disaster Response department maintains relationships with the Federal Emergency Management Agency and the U.S. Department of Housing and Urban Development on state and federal disaster response assistance. brian myrick

Frequently asked questions about U.S. disaster response What funding is available to U.S. affiliates for disaster response? Several resources can be used to create and support a disaster response program. The Softwood Lumber grant program at HFHI was set up to distribute approximately $100 million for low-income housing in the United States (of which 20 percent is to be used for disaster recovery work). More information on Softwood Lumber and other grant programs can be found at the Softwood Lumber page on My.Habitat. my.habitat.org/kc/home/softwood-lumber. Many community foundations fund short- and long-term recovery work by nonprofits, and additional funding sources might be available if the community at large is aware that the affiliate or support organization plans to mount a response effort. Some foundations might donate their funds to one organization, such as a local United Way, that can provide grants to the groups providing disaster relief. Others actively request proposals from the community and then decide which ones they will fund based on their mission and objectives. Getting involved in community meetings at the local level during the early response and recovery phases of the disaster is one way to learn about potential donors and funding opportunities. There is also plenty of useful reference material and information on My.Habitat, particularly in the Affiliate Samples database (my.habitat.org/kc/showregions/ example), that can be used to create a fundraising plan for regular and disaster response programs. How should my affiliate/state support organization decide whether to respond to a local disaster? The decision should be based on current affiliate capacity, community expectations and receptiveness to seeing Habitat involved in the response, and whether or not the long-term recovery effort fits into the organization s strategic goals. Only in rare situations will HFHI decide to implement a direct response to a disaster through local affiliates. For support organizations, the decision to respond should be agreed upon with affiliates before making official announcements or commitments. What actions can affiliates/state support organizations take to respond to a disaster? Short-term: Mobilize volunteers for cleanup and repairs, offer discounts on ReStore merchandise to affected families, refer volunteers to other organizations relief efforts. Long-term: Do repairs and new construction, refer volunteers to other recovery groups, and provide construction assistance and guidance to local government and long-term recovery groups. It is important for an affiliate or support organization that wants to do disaster response to be involved in early community discussions where key stakeholders for the recovery are identified by local, state and federal officials, potential donors and volunteers and other community organizations. Affiliates and support organizations can join long-term recovery groups as they are formed by groups affiliated with VOAD. By coordinating with other groups, Habitat can best utilize its strengths in construction and volunteer management to serve the needs of the community while other organizations contribute to the response in their core competencies. Habitat for Humanity focuses on long-term recovery, and rebuilding a community is a long-term commitment. It can take three to six months after a disaster for home partners and affiliates to be ready to build together, though repairs often happen in a shorter timeframe. Early on, families with homeowner s insurance should file claims and apply for state and federal aid if their damage costs exceed their ability to recover on their own. What steps should homeowners, including Habitat partner families, take to speed recovery immediately after a disaster? The first concern for families should be the need for food, water, clothing, cleaning supplies and medical care. These needs are usually met by disaster relief organizations the

American Red Cross, Salvation Army, United Methodist Committee on Relief and others that set up operations quickly after a disaster. If the damage to their dwelling is so extensive that it is unsafe to stay there, the family should find temporary shelter at a safe location nearby. Shelters are usually coordinated through the local emergency management office and can be identified by contacting police and fire services or the American Red Cross hotline, 866-GET-INFO. If the home is insured, the family should contact the insurance company immediately to file a claim. If insurance does not cover all of the families needs, they may be eligible for federal funds by filing a claim with FEMA (800-621- FEMA). The federal government cannot give money for items that are covered by insurance, but might be able to help with uncompensated losses. Many nonprofits assist with unmet needs, depending upon the situation and their local presence and capacity. Families should try to make necessary repairs immediately (placing a tarp on the roof, boarding windows, removing limbs, etc.) to protect the property from further damage. Extensive repairs should be put on hold until the insurance and/or FEMA claim has been processed. Receipts for temporary or emergency repairs should be kept, because these costs are usually covered by insurance. A family that needs help making immediate repairs can contact the local Red Cross chapter, United Way (particularly if there is a 211 system in their area), or similar groups. Habitat affiliates might decide to be involved in these types of repairs for their partner families or the community at large. If you have questions not answered in this document you can visit the Disaster Response section of My.Habitat or send an email to USDisasterResponse@habitat.org. International Headquarters: 121 Habitat St. Americus, GA 31709-3498 USA Disaster Response department: 270 Peachtree Street NW 1300, Atlanta, GA 30303-1263 USA 229-924-6935 800-HABITAT fax 229-928-8811 e-mail: disaster@habitat.org www.habitat.org/disaster 100/DR/2-13

HABITAT FOR HUMANITY DISASTER PREPAREDNESS AND RESPONSE PLAN US Affiliates (TEMPLATE) Revised 3/29/11

Part I: DISASTER PREPAREDNESS AND RESPONSE POLICY STATEMENT Example: This affiliate will establish and maintain a Disaster Preparedness and Response Plan designed to manage the consequences of natural disasters that may disrupt the organization s ability to function normally. While no plan is comprehensive, this document will serve as a strategic guide to the board and staff in the event of a disaster. DEFINITIONS A disaster (natural or of human origin) is a serious disruption of a community s basic functioning, resulting in extensive human, material or environmental losses which exceed the community s ability to sustain a healthy life without assistance. Disaster-Affected People: All people whose lives or health are made vulnerable by disaster, whether displaced or in their home area. (Definition derived from The Sphere Project: Humanitarian Charter and Minimum Standard in Disaster Response. ) Disaster Mitigation describes the actions required to lessen the impact of future disasters. Most mitigation measures are above and beyond normal building codes. These techniques are an essential step toward ensuring the stability of a Habitat home during a disaster. Examples of mitigation include choosing house sites outside of high-risk areas and elevating homes that are located on flood plains. Disaster Preparedness describes the actions necessary to ready families for disasters. Preparedness training is an additional component of the instruction that HFH gives to each new homeowner. One example is teaching homeowners how to protect their homes during hurricane or cyclone season by boarding up windows. (Add Other Affiliate-Specific definitions here) MISSION FOCUS (suggested wording) Habitat for Humanity (HFH) is a long-term recovery organization. HFH responds to disasters by building permanent, simple, decent homes. Immediate participation in community relief meetings after a disaster is essential to help establish a place for Habitat for Humanity in longterm recovery, but it will usually take three months or more after a disaster before Habitat homes are under construction as part of the long-term recovery. Donors have to be continually educated after a disaster to not expect immediate relief activity. HFH retains its core principles in doing disaster response work. 2

LEADERSHIP AND COMMUNICATION Activation of this Preparedness and Response Plan shall be the responsibility of, in consultation with. Should the be unable to fulfill these responsibilities (due to personal evacuation or loss of property, etc.) shall assume leadership. The full communications and leadership plan is outlined later in this document. (NOTE: For consistency, designate Titles not names, in the blank spaces). EVALUATION An evaluation of the effectiveness of this Preparedness and Response Plan will be conducted and revisions or improvements will be submitted (when, where, how). SCOPE OF PLAN (suggested statement) With sensitivity to our geographical location, this plan is directed only toward those disasters most likely to affect our affiliate. The affiliate will ensure that all aspects of the Disaster Preparedness and Response Plan are in compliance with HFHI s Approved Disaster Response Policies and Protocols. Part II: DISASTER PREPAREDNESS Preparing Our Partner Families for Disasters Training Provided: Resources Available: Securing Our Affiliate Resources (address the following issues) Business Recovery Plan o Insurance o Records storage o Relocation plans o Financial reserves o Procurement issues o Volunteers o Strategic Partnerships o Backup of Construction Plans 3

Responsibility Matrix for Affiliate Leadership The following is a list of responsibilities in the event of activation of our affiliate s plan: TASK PRIMARY SECONDARY CONTINGENCY Activation and Leadership of Plan (designee) (designee) (designee) Securing of HFH offices (designee) (designee) (designee) Backup and safe records maintenance (designee) (designee) (designee) Pre-disaster photos of Habitat homes (designee) (designee) (designee) Communication with/training of (designee) (designee) (designee) partner families Security of, and photos of, current (designee) (designee) (designee) construction projects Communication with/nurturing of (designee) (designee) (designee) staff/board (postdisaster) Communications with HFHI/SSO (designee) (designee) (designee) within 24 hours Inspection of any damaged Habitat (designee) (designee) (designee) homes and photos Partner Cultivation and Communication (designee) (designee) (designee) (pre- and postdisaster) Development of Post-disaster Fundraising Plan (pre- and postdisaster) (designee) (designee) (designee) Other? 4

Preparing for an Effective Response Step 1: Initial Assessment will be responsible for completing the Rapid Assessment Form (see Appendix ) and submitting to HFHI US Support Center by email at USDisasterResponse@habitat.org or by fax at (229) 410-7909. Step 2: Partner Family Assistance The affiliate will support partner families in the post-disaster environment in the following ways: Step 3: Convene Affiliate Staff and Board for Decision Making will be responsible for convening the affiliate staff and board within hours of the disaster. Emergency contact information for all staff and board members will be distributed in advance or available at. Step 4: Decision-Making The Board and staff will make a decision as to whether/when to respond to the disaster based on the following factors/guidelines: The decision of whether or not to respond will be communicated by/through: Part III: RESPONSE PLAN (suggested steps) Implementating the Response Plan (if affiliate decides to respond) 1. Coordinator(s) of Plan: 2. Goal of Plan: 3. Timeline: 4. Preliminary Budget: 5. Fundraising Plan: 6. Potential Partners: 7: Volunteer Coordination Needs/Plan: 8. Communication/Public Relations Plan: 9. Coordination with State Support Organization (SS0): if present in state 5

Part IV: EVALUATION (suggested format) After each activation of the Disaster Preparedness and Response Plan, the following evaluation will be completed by those involved, and used to determine potential changes and improvements to the plan. Complete evaluation within 30-60 days following its implementation. The Disaster Preparedness and Response Plan was activated at: How was the Plan activated? Was communication and leadership of the Plan adequate? Explain: Was the affiliate s ability to function compromised? What areas of the Plan worked well? What areas of the Plan need improvement? Additional comments: 6

Appendices 7

APPENDIX A Template - Local Disaster Contact Information LAW ENFORCEMENT, FIRE, EMS, MEDICAL Agency Phone Number Police Sheriff State Police/FHP Fire Ambulance County EOC State EOC Power Company Community Gas Company Gas Company Waste Recyclers Regional Medical Center Local Hospital RELIEF AGENCIES FEMA 800-621-3362 Red Cross 800-438-4636 Salvation Army 800-725-2769 United Way 800-555-5555 HFHI CONTACTS HFHI US Support Center 877-434-4435 HFHI Disaster Response Department 800-422-4828 SSO/ODC PARTNER FAMILIES Name Address Phone(s) 8

Appendix B Rapid Assessment Form Date Completed Affiliate Purpose This form is designed to give a brief snapshot of your affiliate s perspective as soon as possible after a disaster has occurred in your community. It will help HFHI determine how best to support you as the situation evolves. Please complete it to the best of your ability in a timely fashion and submit it to the US Support Center at USDisasterResponse@habitat.org or via fax at (229) 410-7909. Contact Information Name Title Best phone number to reach you E- Mail Address Alternate Phone Number Impact Questions Was your office/restore damaged by the disaster? If yes, to what extent? Were any Habitat homes damaged by the disaster?* Yes? No? If yes, how many? * Please be sure to direct Habitat homeowners to file a claim with their insurance provider as soon as possible unless they have the resources to make the repairs themselves. Self- Assessment Please indicate how severe an impact the disaster will have on your affiliate in the next 30 days. The following areas should be judged based on a scale of 1 (no impact) to 5 (severe impact): Focus Areas Affiliate staff workload & availability* Loss of income from donors Collecting timely payments from homeowners Loss of current/potential volunteers Comments explaining any concerns rating a 4 or 5 above: No impact- - - - - - - - - Severe 1 2 3 4 5 *Includes your board if you have 3 or fewer full- time staff members at your affiliate. 9

Other Suggested Appendices to the Plan Copies of Preparedness Information for Partner Families Board/Staff Emergency Contact List 10

Hurricane Preparedness Tips (Pre- Landfall) Take actions to secure tools, equipment, and other items at active build sites, in your SSO/affiliate s office and warehouse, and at ReStores. This includes shuttering all openings and limiting possible sources of wind- borne debris. Make sure your computers are backed up and stored in a safe and secure place (along with vital records) to decrease the likelihood of wind and water damage. Make efforts to ensure that partner families are aware of storm risks, local evacuation routes, etc. Follow all guidance from local emergency management to ensure your safety. If local officials are asking your community to evacuate you should comply and make sure you pass the message on to others. Set up a system for the affiliate/sso staff and board to check in after the hurricane passes through the area to ensure that everyone is safely accounted for. This can be done via a voicemail line dedicated to this task or by designating one person to be the recipient of check in calls. Contact your SSO (if your state has one)/hfhi (1-800- 422-4828) once the hurricane passes your area to let us know the status of your facilities and partner families. Insurance should be your first point of contact to file claims as needed but our knowledge of your situation can help provide you additional support from other affiliates as well as partners. More information about Disaster Preparedness and Response can be found on My.Habitat at http://my.habitat.org/kc/disaster- response.