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? Emergencies Emergencies out of the ordinary out of the ordinary requires a response requires a response Disasters Disasters large scale emergency large scale emergency great damage, loss or great damage, loss or destruction destruction

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Janet Mengelkoch City of Minneapolis Department of Health & Family Support 250 South 4 th Street Minneapolis, MN