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Leadership and Staff Presentation on Emergency Preparedness

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Presentation on theme: "Leadership and Staff Presentation on Emergency Preparedness"— Presentation transcript:

1 Leadership and Staff Presentation on Emergency Preparedness
[Insert your organization title, logo & name here]

2 Overview Definitions and principles Hazard Awareness
Phases of Emergency Planning Our Organizational Plans Training Resources

3 Purpose of Emergency Planning
Minimize damage Ensure the safety of staff and clients Protect vital records/assets Allow for self-sufficiency for at least 72 hours Provide for continuity of operations

4 A Case for Preparing for Emergency vs. Disaster
Identify potential disasters Perceiving the threat in order to prepare Benefits of becoming prepared Obstacles to becoming prepared Make a case for the importance of becoming personally prepared. Add personal preparedness or emergency anecdotes if you have some. An emergency is defined as an unforeseen combination of circumstances, resulting in a state that calls for immediate action or an urgent need for assistance or relief. Large-scale emergencies are usually considered disasters. An emergency can be a temporary disruption of services due to a short power outage, a longer-term situation causing an organization to relocate due to substantial building damage or even a larger scale, city-wide or regional emergency. Depending on the magnitude of the event, our services may be provided as usual, services may need to be altered temporarily, or in extreme situations, services may be re-located or even discontinued.

5 Natural Disasters In Our Area
Tornadoes Winter Storms Power Outage Floods Fires Infectious Disease Here is a partial list of the natural disasters we face in Minnesota. To highlight, you can use a personal example or one you heard during the train-the-trainer workshop. It’s important to build a case that we are vulnerable to natural disasters. Touch briefly on a few disasters with recent examples if possible. MN examples: Rogers tornado Rosemont Mercury Spill Independence Train Derailment St Paul chemical fire (downtown) 3 pandemics in the 20th century (Spanish Flu 1918, Asian Flu 1957, Hong Kong Flu 1968) We are more likely to prepare if we perceive that there is an actual threat to ourselves and loved ones. For example: People who live in rural Minnesota often carry survival supplies in their cars when they are driving during they winter. In a local news story this past year, a young family experienced a house fire. The dad, a soldier who had recently returned from Irac, grabbed the two year old; the mom, the twin babies. Each went out a separate way. The dad, not knowing the mom and babies had gotten out, went back into the burning building; the 2 year old followed (until neighbors grabbed him). The story ended well – but had they had a “meeting place”, this could have been avoided.

6 Intentional Man-Made Disasters
Examples of Man-made disasters: radiation exposures, transportation accidents, hazardous material spills, fires, civil disruption, and terrorism. We are also vulnerable to terrorist attacks. The Mall of America is considered a possible terrorist target. In fact, just recently a person was detained at the mall because he was making notes about the ventilation system. Ventilation systems are considered a potential avenue to intentionally spread infectious agents. Other examples in Minnesota: 9/11 connection, Timothy McVeigh practiced making bombs here, white supremacy group based in the Twin Cities.

7 Preparing Makes Sense During an emergency, help may not be available immediately Community preparedness starts with the individual This slide emphasizes again the importance of personal preparation, but also states it’s ultimately the choice of each individual to prepare. Additionally, we won’t be able to help our community until we are prepared as individuals. Disasters remain local and the majority of our response will conducted at the local level. Federal or state governmental responses may be limited or hampered by multiple factors. Why is community preparedness so important? A knowledgeable and prepared community is less likely to panic and more likely to show constructive coping behaviors during an emergency. Preparing reduces anxiety

8 Phases of Disaster Preparedness
Mitigation Planning/Preparedness Response Recovery

9 Mitigation Acting before disaster strikes to prevent the occurrence of the disaster permanently or to reduce the effects of the disaster when it occurs. Entails: Hazard analysis Resource identification

10 Planning/Preparedness
Activities that serve to develop the response capabilities Includes: Written plan Education/training Practicing the plan Evaluating the plan and modifying it

11 Response Activities that help reduce casualties and damage, speeding recovery Includes: Activating your organizations Incident Command System (ICS) Activating response activities Providing support

12 Recovery Activities that provide a return to normalcy
Includes both short and long-term efforts

13 National Incident Management System (NIMS)
Comprehensive, nationwide approach to incident management Sets forth common operating principles and organization for all agencies and for all incidents Flexible and applicable for all incidents Promotes all-hazard preparedness NIMS guides the Incident Command System (ICS)

14 Incident Command System (ICS)
Standardized management tool used across all organizations and all levels May be used for planned events, natural disasters, or acts of terrorism Helps to facilitate communication during an incident Helps to maintain a manageable span of control Upholds the need for planning a response to various incidents This ‘management tool’ can be used in both emergency and non-emergency situations.

15 ICS Organizational Chart

16 ICS Job Functions Incident Commander Operations Team Planning Team
Leads response, appoints team leaders, approves plans and key actions (Head pastor, administrator) Operations Team Handles key actions including first-aid, search and rescue, fire suppression, securing site (office staff, direct care staff) Planning Team Gathers information, thinks ahead, makes and revises action plans, and keeps all team members informed and communicating Faith Community Incident Commander Operations Section Chief Planning Section Chief

17 ICS Job Functions Logistics Team: Finance Team:
Finds, distributes, and stores all necessary resources (maintenance supervisor) Finance Team: Tracks all expenses, claims, activities and personnel time, and is the record keeper for the incident (office staff, accounts dept, payroll) Logistics Section Chief Finance / Administration Section Chief

18 Public Information Officer
ICS Job Functions Public Information Officer Provides reliable information to staff, visitors and families, the news media and concerned others as approved by the Incident Commander. Safety Officer Ensures safety of staff and members, monitors and corrects hazardous conditions. Has the authority to halt any activity that poses a threat to life and health. Liaison Officer The point of contact between the incident commander and partner organizations (partners could include local public health liaison officer, police department, other congregations) Public Information Officer Safety Officer Liaison Officer

19 Disaster Preparedness Committee
Membership of the Disaster Preparedness Committee may include but is not be limited to: Board of Directors Managers/leadership Maintenance staff Receptionist Other staff members Youth leaders Members or clients with experience in engineering, plumbing, construction, informational technologies, education, finance and health professionals

20 Disaster Preparedness Committee
Responsibilities of the Committee: Provide education on disaster preparedness to congregation Publish Disaster Preparedness Committee meeting minutes Publish articles in bulletin or newsletter on disaster preparedness Encourage members, staff/leadership to help the entire community Get acquainted with the disaster preparedness process Assess types of disasters that may be experienced by your organization Review difficult events previously experienced by the organization and their response Make an emergency preparedness plan or modify an existing one Identify programs and outreach activities that could assist the surrounding committee during disasters Create a Disaster Response Team (those individuals who will be prepared to help in an emergency)

21 Continuity of Operations Planning (COOP)
Planning to continue operations during an emergency helps to identify how you plan on carrying out your job or helping in the event of an emergency Use Individual Job Continuity Planning on pg. 79 to help! You should think about: Your specific job functions How they are done normally How they could be done outside of the norm How you would communicate with your organization in an emergency

22 Family Readiness Basic individual and family disaster preparedness is the foundation of all the disaster planning Allows individuals to take some control and function in a disaster Helps to reduce stress and worry during a disaster event

23 Communication Must establish a plan for contacting staff and leaders to be able to respond to an emergency Maintain a contact list for your essential personnel (phone numbers, s, and home addresses) See the Phone Call Tree tool on pg. 48 of the toolkit to get started

24 Communication May Be Interrupted
Land lines may be down Cell phone lines may be overwhelmed Power outage may obstruct the use of cordless telephone or cell phone Back-up methods of communication are critical A communications plan is particularly important as it is very possible that normal communications methods may be interrupted during an emergency . Consider the examples of communication interruptions during Katrina and the 35W bridge collapse (did any of you try to call a loved one after hearing about the bridge? You may have other examples. Having a redundancy of communication options and plans is an important concept. Remember to consider any family members with special communication needs…such as those who are hearing impaired or people with limited English proficiency…when making your plan. There are fewer non-English written resources. Even in English the language level may not be appropriate for all audiences. There are some alternate language materials available and more are being developed. The Red Cross has a wide range of language materials. The ECHO: Emergency Community Health Outreach. Television broadcasts across the state in several languages including a presentation on personal and family preparedness and a telephone line that will report emergency information in multiple languages. To learn more about ECHO visit Twin Cities Public Television or the public television network in your area. Visit:

25 Know the Facility Evacuation Procedure
Lock the facility (unless fire evacuation) Turn off utilities if time permits Post a note and/or initiate emergency communication plan Go to designated meeting site Mark exits Post maps in the facility with exit routes indicated

26 Facility “Sheltering-in-Place”
Term used by emergency planners Occurs following release of biological or infectious disease, or with a natural disaster Instruction to shelter-in-place will come from emergency or public health officials Usually occurs over a few hours or a day Designate a safe place in the facility prior to an event Due to the unpredictability of any emergency event, each staff person may want to store a small bag with food, water, a change of clothes, first-aid supplies, etc in their workspace

27 Facility Safety What to do in a power outage
Utility and water shut off Smoke and carbon monoxide detector How to dial 911 Learn first aid and CPR Use of fire extinguisher

28 Caring for Our Members Priorities: Offer support, faith, and healing
Offer education and encouragement with planning before an emergency Discuss our emergency plans with our members [Enter in any other priorities or planning goals you have set]

29 In Case of Disease Outbreak: Prevent the Spread of Disease at Work
Hand Hygiene: Wash hands frequently Wash vigorously for seconds Use warm water and soap Rinse and dry thoroughly Use alcohol-based hand rubs if hands are not visibly soiled The importance of washing hands frequently and thoroughly cannot be overstated. It is one of the most significant ways to minimize spread of illnesses. Also, include alcohol-based hand sanitizers in your home kit. These rubs work as well or better than hand washing except when hands are visibly soiled with dirt. These will be particularly important if water supplies are interrupted.

30 In Case of Disease Outbreak: Prevent the Spread Disease
Respiratory Etiquette: Cough and sneeze into your sleeve or fabric If you use tissues, dispose of after each use Keep hands away from eyes, nose and mouth Covering your Cough is another critical tool to minimize spread of illness. Emphasize the points made on this slide.

31 Prepare to Care for Ill Family & Congregation Members
Have a thermometer and age-appropriate fever reducing medications Ensure you have liquids available to treat fever and dehydration Learn fever reduction and dehydration prevention techniques Watch for information from the health department in times of community illnesses Have family physician and after-hours phone numbers readily available

32 Special or Vulnerable Population
Have a much greater risk of injury or death during a disaster situation Faith Communities can help by: Conducting a survey of vulnerable members in your congregation and identifying their needs Including the Vulnerable/Special Needs Population on the church’s telephone tree Pairing vulnerable members with other members for on-going communication and monitoring Assisting vulnerable members with developing a communication and emergency preparedness plan

33 Our Organization Planning
[Explain where you currently are in the overall planning process] [Explain your partnership with Local Public Health or Emergency Management – emphasize the team effort!]

34 Training FEMA website (
Tool: Core Preparedness Training Recommendations for Emergencies on pg. 46 of the toolkit Staff/members should complete training applicable to their responsibilities

35 Training General Staff
Introduction to National Incident Management System and the Incident Command System Pandemic Flu Non-Pharmaceutical & Community Interventions Family and Personal Preparedness Supervisors or Managers Continuity of Operations FEMA IS 100 FEMA IS 200 Senior Administrators FEMA 700, 100, 200 Specialty Trainings (for staff with specialized response roles) Infection control and Personal Protective Equipment Maintaining crucial work functions Exercise Training Radio equipment training

36 Community Response [Enter your organization’s specific plans – if you have them. See the Preparing for Continuing Operations section on pg. 23 of the toolkit for ideas]

37 Discuss Staff Role in Response
[Enter your staff’s role in planning and responding to the organization’s specific plans – if you have them. See ‘Continuity Operations: Prepare to Serve your Community’ section of the Toolkit for ideas]

38 Stay Informed Know where to go to get emergency information:
Radio: WCCO 830 AM TV: All Major Local Channels Local cable stations City & Emergency Preparedness Websites For limited English speakers: Watch Minnesota public television channel 17 Call ECHO phone line # (10 languages) TV Channels include WCCO (Channel 4), KARE (11), KSTP (5), Fox (15) Emergency and Community Health Outreach (ECHO) is a collaboration of TPT 17, ethnic organizations, public health and safety organizations to help families with limited English proficiency learn about community health and safety topics.

39 Information & Resources
Free Guide: Are You Ready? An In-depth Guide to Citizen Preparedness, FEMA, Call for free guide: Emergency Preparedness Websites (Homeland Security) or (phone #: ) (Minnesota Homeland Security & Emergency Management) Public Health Emergency Preparedness/Informational Websites (Minnesota Department of Health) (Emergency and Community Health Outreach) Website provides monthly TPT 17 program schedule of safety and health topics in six different languages. In an emergency would also have multi-language phone messages. (U.S. Health and Human Services) (Centers for Disease Control and Prevention) Your Local Government’s Websites (City/County)

40 Volunteer, Get Trained Take classes & workshops:
Red Cross Local Public Health Department Organizations can sign-up to help in a disaster Minnesota Responds Medical Reserve Corps Volunteer (MRC) Join a Community Emergency Response Team (CERT) If you are a health professional or counselor, consider volunteering for the Minnesota Responds Medical Reserve Corps (MRC). You can just sign up on the website and be placed on a roster or you can receive further training on topics such as Psychological First Aid, Infectious Disease Control, How an emergency is handled by different partners, and so on at no charge. Red Cross also offers training on First Aid, CPR and other emergency preparedness classes. Many of the local public health departments are offering trainings or presentations on Individual and Family Preparedness and other topics.

41 Activity Take the Self-Assessment Questionnaire to determine your readiness!

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