Writing an Emergency Operations Plan Why do we

Writing an Emergency Operations Plan Why do we need to plan? Spring 2008

Planning… …lends to making high quality decisions in a low stress environment.

What are we planning for? n Emergencies n n out of the ordinary requires a response n Disasters n n large scale emergency great damage, loss or destruction

What are the risks? Minnesota ranks 17 th for disasters n Severe weather & floods n Risk Elements n Chemical storage facilities n Terrorist targets n Mall of America n Fortune 500 companies n

Why should CBO’s plan? n Trusted resource n Provide critical services n Clients rely on services n Needs increase in disaster

Critical Services n Services that support life n supervision n medical care n activities of daily living n shelter/housing

Critical Services cont’d. n Services that emergency management may need n interpretation and translation n medical supplies and equipment n accessible transportation n specialized communication

Critical Services cont’d. n Services that may increase n crisis counseling n food shelves n crisis phone lines n temporary housing/shelters

How do we plan? n Develop an emergency preparedness plan n Continuity of Operations Plan (COOP) n Plan for all hazards n More than fire safety

Plan for all hazards Natural n weather, disease n Man-made n power outages, fire n Intentional (terrorism) n anthrax, bombs n

Plan Objectives n Ensure safety of staff & clients n Minimize damage n Protect vital records/assets n Be self-sufficient for 72 hours n Continue essential operations

Challenges n n n Limited background in emergency preparedness or management Limited resources May seem overwhelming

Phases of Emergency Management Mitigation – reduce possibility or impact of an emergency n Preparedness – planning for emergencies n Response – activities undertaken at the time of an emergency n Recovery – return to normal n

Getting Started Form a team n employees n volunteers n board members n Review template n what pertains to your organization n Set goals – one step at a time n

Template Serves as a guide n start the plan n expand existing plans n Tailor to your agency n one size does not fit all n make specific to your needs n

Risk Assessment Possible emergencies n has this happened before? n what is most likely to happen? n location n time of year n physical plant n Opportunities to minimize (mitigation) n

Personnel Information n staff/volunteers/board n how to contact n skills & availability n Crisis manager n incident command n plan for 3 deep n what decisions can be made? n

Communication Multiple systems n remote email n remote voice mail n phone systems n Calling trees n

Services and Functions n Essential services n Additional clients n Backup services

Record Storage/Back Up n n Critical operating information n hard copy records n electronic records Off-site storage

Key Contacts n Client information n Other key phone numbers n services and utilities n emergency contacts n media n suppliers and contractors

Physical Plant Location of emergency resources n Emergency procedures n Training n

Evacuation Designated location n Person in charge n Special needs n Transportation n

Extended Relocation Pre-arranged agreement (MOU) n Directions to location n Notification to staff and clients n

Shelter-in-Place Location n Resources n Procedures and training n Listen to authorities for direction n

Disaster Supplies Kit/Go-Kits n n Various situations n evacuation n extended relocation n shelter-in-place Essentials n food, water, tools, records

Other Considerations Individual & family preparedness n a prepared worker is an available worker n Pandemic influenza n a human emergency n Drills and exercises n test your plan n

Janet Mengelkoch City of Minneapolis Department of Health & Family Support 250 South 4 th Street Minneapolis, MN 55415 612 -673 -3729 janet. mengelkoch@ci. minneapolis. mn. us