1. AIRS Conference 2009 Mining Through a Disaster

2. Where did I get my information? A Compilation of Resources AIRS Tool Kit Disaster Response Team National VOAD EOP FEMA IS Courses Local Emergency Managers My Experiences

3. What tools do I need as an Information and Referral Service to plan for Disasters? Emergency Operations Plan Continuity of Operations Plan (Contingency Plan) Memorandum of Understandings (MOUS/SOUS) Position Play Books To-Go Kits

4. Emergency Operations Plan ~ Guide for All-Hazard Emergency Operations Planning Assigns responsibility to individuals for carrying out specific actions at projected times and places in an emergency that exceeds the capability or routine responsibility of the agency. Sets forth lines of authority and organizations relationships, and shows how all actions will be coordinated. Describes how people and property will be protected in emergencies and disasters. Identifies personnel, equipment, facilities, supplies, and other resources available – within the jurisdiction or by agreement with other jurisdictions – for use during response and recovery operations. Identifies steps to address mitigation concerns during response and recovery activities.

5. Emergency Operations Plan ~ Guide for All-Hazard Emergency Operations Planning What an EOP is not Administrative Plans – Plans typically dealing with internal processes. Plans for financial management, personnel management, records review, and labor relations activities. Mitigation Plans – Plans that strategize how to mitigate certain hazards. Mitigation plans are relevant to an EOP especially aimed at reducing the long-term risk to human life and property. Preparedness Plans – Plans that include the process and schedule for identifying and meeting training needs (based on expectation created by the EOP); the process and schedule for developing, conducting, and evaluating exercises, and correcting identified deficiencies. Results of these efforts should be incorporated in the EOP as assumptions. Recovery Plans – The EOP should provide for a transition to a recovery plan and for a stand-down of response forces.

6. Emergency Operations Plan ~ Guide for All-Hazard Emergency Operations Planning Plans vs Procedures Information and how-to instructions can be written as Standard Operating Procedures (SOPs). These are annexed to the EOP or referenced as deemed appropriate. Make sure that you work with senior representatives within your organization to ensure that SOPs needed to implement your EOP do in fact exist and do not conflict with the EOP or one another. SOPs provide the means to translate organizational tasking into specific action-oriented checklists that are very useful during emergency operations. Normally, SOPs include checklists, call-down rosters, resource listings, maps, charts, etc and give step-by-step procedures for notifying staff, obtaining and using equipment, obtaining mutual aid, communicating with off site staff, etc.

7. Emergency Operations Plan Section 1 – Emergency Response An Information and Referral Call Center has three levels of response in accordance to disaster response and recovery: National Response State Response Cross Regions State-Wide Local Response Emergency Operations Plan Contingency Operations Plan Formal Relationships with Government and Private Sector Emergency Operations and Relief Agencies Pre-and Post Disaster Database Disaster-Related I&R Service Delivery Disaster-Related Inquirer Data Collection/Reports Disaster Training and Exercise

8. Planning Section Logistics Section Operations Section Emergency Call Specialists Volunteer Logistics Emergency Data Manager Volunteer Manager Volunteers Incident Commander Emergency Manager Safety Officer Public Information Officer Liaison Officer Finance Section Mental Health Specialists NIMS/ICS Organization Chart Information & Referral Call Center

9. Contingency Operations Plan (COOP) ~ FEMA COOP course What is COOP? Coop is an effort for agencies to ensure continuity of their essential functions across a wide range of emergencies and events. Why Develop a COOP Plan COOP planning is good business; it requires personnel to review the functions that are truly critical to the agency. COOP planning also requires agencies to: Consider the threats that could impact the office and plan for them. Determine the vital information, personnel, and other resources required to continue the agencys essential functions. Plan for the safety of al personnel.

10. Contingency Operations Plan (COOP) ~ FEMA COOP course Benefits of COOP Planning Anticipate events and necessary response actions. Adapt to sudden changes in the operational environment. Improve performance through the identification of essential functions, work processes and communication methods. Improve management controls by establishing measures for performance. Improve communication to support essential functions throughout the agency.

11. Contingency Operations Plan (COOP) ~ FEMA COOP course COOP Planning Considerations Be capable of implementing your COOP plans with and without warning. Be operational no later than 12 hours after activation. Be capable of maintaining sustained operations for up to 30 days. Include regularly scheduled testing, training, and exercising of personnel, equipment, systems, processes, and procedures used to support the agency during a COOP event. Provide for a regular risk analysis of current alternate operating facilities. Locate alternate facilities in areas where the ability to initiate, maintain, and terminate COOP is optimal. Take advantage of existing agency field infrastructures and give consideration to other options, such as telecommuting, work-at-home, and shared facilities. Consider the distance of the alternate facility from the primary facility.

12. Contingency Operations Plan (COOP) ~ FEMA COOP course What a COOP is not Occupant Emergency Plan (OEP) – OEPs are intended to ensure the safety of personnel in the event of an incident inside or immediately surrounding an agencys building. For example, the OEP would be implemented in the event of a minor fire that required evacuating the building or if an emergency occurred outside the building that required sheltering in place. Depending on the emergency, the COOP plan may be implemented at the same time as the OEP.

13. Contingency Operations Plan (COOP) Section 2 – Essential Functions PriorityEssential Functions 1 Operations Section Connecting victims of disaster quickly with emergency services. 2 PIO, Liaison Officer Collaborating with emergency services to assure coordinated response during community emergencies. 3 Volunteer Center Deploying volunteers to community agencies quickly while assuring appropriate skills. 4 Liaison Officer Collaborating with monetary and non-monetary donations with agencies and organizations in need.

14. Go-Kit & Playbooks Designed as grab and go procedures for a call center response environment. Books that are laid out in a precise manner of the duties that need to be completed Created in ICS format Can be used in your local information and referral center or as a supplement if deployed or evacuated to another center.

15. Section 3 – Go-Kit ItemAmount Legal Pads2 packages of 12 count for documentation Pens3 boxes Pencils3 boxes Stapler with staples4 staplers and 4 boxes of staples Paper clips2 boxes Highlighters2 boxes Tape dispenser with tape4 dispensers and 4 rolls Whiteout2 bottles Sticky Notes4 packages Scissors4 pairs Rulers4 Desk Clocks battery powered4 Flashlights10 Large First Aid Kit1 Batteries4 packages AAA, 8 packages AA, 2 packages C, 2 packages D, 1 package 9 Volt Phone Books4 copies Maps and Atlases4 copies DocumentationUpdated Staff Directory 4 copies Emergency Operations Plan 2 copies Most Current List and jump disk of Emergency Resource Partners Current Special Needs Populations jump disk RadioBattery Operated Disposable Cameras2 Packages

16. Playbooks Section 4 – Emergency Manager Playbook Section 5 – Public Information Officer Playbook Section 6 – Liaison Officer Playbook Section 7 – Operations Section Playbook Section 8 – Volunteer Management Training Module Section 9 – Volunteer Training Manual Section 10 – Planning Section Playbook Section 11 – Logistics Section Playbook Section 12 – Finance Section Playbook

17. Appendices Memorandums of Understandings (MOUS) / Mutual Aid Agreements (MAA) Table Top Drills ICS Forms (blank forms to copy)

18. Tracy Hays (970) 407-7051 thays@uwaylc.org 2009 Thank You