1. Disaster Preparedness
Stories and Lessons Learned from Harvey

2. Getting Organized
Gaining information on the disaster preparedness preparation process
Appointing committee members to serve on a Disaster Preparedness Committee
Determining the scope of the committee by examining strengths and weaknesses in response to previous disaster events
Understanding basic responsibilities before, during, and after a disaster
Scheduling a tabletop exercise and full scale drills at least annually to review and update the disaster plan

3. Establishing a Disaster Planning Committee
Keep the committee small
Look for Members that have specific experience
Appointing Committee Members
How long will members serve
Importance of having a coordinator
How will this committee fit into the current structure of the organization
Scope of the Committee
Set realistic goals in planning for disasters
What programs does the organization have to help the community during the disaster
Goal Setting

4. Preparedness: Planning for the organization and community served
Profiling the Organization
Analyzing the organization’s facility
Documenting the organization’s daily activities
Organizational Staff Communication
Volunteers
Profiling the Community Served

5. Analyze the Organization’s Facility
Blueprints of facility are current and accurate
Mark isolation switches (Water, Electrical, Gas)
Understand the HVAC system (air, heat, fans, etc.)
Survey each room
Mark exits
Mark Outside doors
Smoke detectors
Fire suppression equipment
Could the room be labeled as a safe room in an emergency
Electronic equipment
Furniture
Have any modifications been made that are not current on the building plans

6. Organization’s Daily Activities
Create a detailed master schedule
Determine staff to update the master schedule of program activities
Process for closing and verifying building is empty each day
Is there a procedure checklist that is followed

7. Organizational Staff Communication
Phone Tree
Make sure staff contact list is current and accessible
Assign key staff members the names of two or three other staff members they are responsible for calling in the event of an emergency
Executive Director
Medical Clinic Director
Nurse Practitioner
Registered Nurse
Dental Clinic Director
Dentist
Receptionist
Volunteer Coordinator
Volunteer
Community Health Program Manager
Community Health Worker
After School Children’s Care

8. Volunteers Create a Talent Bank of volunteers (survey, questionnaire)
Identify and make a resource list of volunteer organizations in your area
Food Bank
Red Cross
Shelters
Relief Teams
Americares
Direct Relief
Rotary
Clean Up and Construction Teams
Faith Based Organizations
Determine how you will mobilize volunteers
Designated Volunteer Coordinator
Screen Volunteers

9. Profiling and Serving the Community
Look back at past disasters
Location (floodplain, hurricane evacuation zone)
Identify key staff that will be responsible for checking on most vulnerable clients
Communication to clients of resources and status of organization

10. Protecting Property of the Organization
Routine Maintenance (maintenance checklists)
Storing and Protecting Organizational Records
Record Retention and Destruction Policy
Protecting Computer Hardware and Software
Inventory and Document systems (Inventory of assets, Network Configuration Diagram, Hardware Configuration list, Software Applications list, Recovery Priority list)
Backups
Contact/ Vendor List
Security
Environment

11. Lessons Learned Social Media in a Disaster
Develop Programs that educate clients on disaster preparedness
Plan for mental health needs for patients and staff
Direct Assistance Needs
Networking before the disaster with other non-profit organizations
Evaluate Insurance coverage

13. Contact Information: Lauren Rahe, CMPE, CCHW Executive Director Ubi Caritas Health Ministries Phone (409) x