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Basics of Emergency Basics of Emergency Planning for Area Planning for Area Agencies on AgingAgencies on Aging

March 17, 2011March 17, 2011Video WorkshopVideo Workshop

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Why do Emergency Why do Emergency Planning?Planning?

To keep people safe during and after an event— ourselves staff the people we serve the people we work with in the community

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Why do Emergency Why do Emergency Planning?Planning?

To Build in resilience—the ability to bounce back after an event—for our staff, our agencies, our clients and our communities.

It’s prudent.

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Why do Emergency Why do Emergency Planning?Planning?

It’s now required by the

Older Americans Act.

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Why Don’t We Plan?

Brainstorm: What are some barriers? Potential solutions?

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Plan for safety Plan for safety and resilience of…and resilience of…

  

Pre-Event Pre-Event PreparednesPreparednes

ssResponsRespons

ee RecoveryRecoveryStaff and Staff and VolunteersVolunteers         

Agency Agency OperationsOperations         

Clients/Clients/Seniors in Seniors in GeneralGeneral         

CommunityCommunity         

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Engage Staff and Volunteers in Engage Staff and Volunteers in the Preparedness Processthe Preparedness Process

Everyone Survives and Thrives Get away from the “fear message” to one

of self-sufficiency: “You can take pride in being able to

take care of yourself, to be prepared.” and

“The process can be fun.”

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Create a culture of preparedness.

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Find an enthusiastic staff person to head the individual and family preparedness campaign in your agency

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CARD* Signage & Pottie Posters

*Collaborating Agencies Responding to Disaster, Oakland, CA

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Individual and Family Preparedness

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Staff are Encouraged to Have Staff are Encouraged to Have Individual and Family Emergency Individual and Family Emergency PlansPlans

Staff members have a family plan, increasing their chances that they will come in when you need them during a disaster.

3-day Kit now recommended 5-day “Skip Kit” to take when you have to evacuate your

home

Think about having food, water, blankets and basic supplies at the office.

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www.ready.gov Local Chapter of American Red Cross CARD Collaborating Agencies

Responding to Disaster

www.cardcanhelp.org

Individual & Family Preparedness Resources

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Agency Preparedness:Area Agencies on AgingSenior Nutrition Programs

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Writing an Agency PlanWriting an Agency Plan(or a Plan for Your Nutrition Program)(or a Plan for Your Nutrition Program)

Agency Emergency PlanAgency Emergency Plan: : Outlines how your agency prepares for and Outlines how your agency prepares for and

responds during a disasterresponds during a disaster Continuity of Operations Plan (COOP)Continuity of Operations Plan (COOP) oror

Business Continuity Plan (BCP)Business Continuity Plan (BCP):: Specifically outlines, how you will maintain Specifically outlines, how you will maintain

basic business functions and offer your core basic business functions and offer your core (essential) services during and immediately (essential) services during and immediately after and eventafter and event..

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Steps in Emergency Planning Steps in Emergency Planning ProcessProcess

1. Assess the disasters likely in your area

2. Think through all aspects of your own situation with staff. Ask “what if…?” questions

3. Have conversations with other organizations, your vendors, conttrractors, Emergency Management & responders

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Steps in Emergency Planning Process Steps in Emergency Planning Process (cont.)(cont.)

4. Get agreements in place

5. Write your plan

6. Test your plan with exercises

7. or real life8. Debrief and revise your plan

1818Chemical Event

Structure Fire

Volcano

Flood

Assess the Disasters

Likely in Your Area

Pandemic

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Some situations are emergencies for seniors and people with disabilities that are only challenges for the rest of us

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Think through all aspects Think through all aspects of your own situationof your own situation

Different scenario “What if’s…..?”Different scenario “What if’s…..?” Different types of disasterDifferent types of disaster Full-staff vs Short StaffFull-staff vs Short Staff Different communication limitationsDifferent communication limitations

Identify for what and for whom you are Identify for what and for whom you are responsible.responsible.

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Chain of CommandChain of Command

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Another way of looking at Chain of Command

CARD, “Agency Emergency Preparedness”

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Communications PlanCommunications Plan

Where will the information come from, to whom Where will the information come from, to whom will it go?will it go?

How to spread the word within your own How to spread the word within your own organization?organization?

Who formulates the message? Who decides Who formulates the message? Who decides when the message changes?when the message changes?

How do you communicate with: Field Offices? How do you communicate with: Field Offices? Meal Sites? Kitchen? Contractors? Meal Sites? Kitchen? Contractors?

With whom else in the community should you be With whom else in the community should you be in communication?in communication?

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Communications Plan Communications Plan ContinuedContinued

Phone tree or otherPhone tree or other Maintain updated employee contact list, Maintain updated employee contact list, Updated volunteer listUpdated volunteer list At-risk client listAt-risk client list Who calls whom?Who calls whom?

One person speaks to MediaOne person speaks to Media One person speaks to Emergency One person speaks to Emergency

Operations CenterOperations Center

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Plan alternative communication Plan alternative communication methods in case phones and electricity methods in case phones and electricity go out (redundancy).go out (redundancy).

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Goals: Goals:

To continue providing core services under To continue providing core services under emergency circumstances, or to begin emergency circumstances, or to begin operating at modified level as soon as operating at modified level as soon as possible.possible.

To return to normal operations as soon as To return to normal operations as soon as possible after the event.possible after the event.

Continuity of Operations PlanContinuity of Operations Plan

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ThinkThink through….through…. Core ServicesCore Services Personnel: Staff & Personnel: Staff &

VolunteersVolunteers FacilitiesFacilities ProcessesProcesses PaperworkPaperwork ClientsClients

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Identify Your Core ServicesIdentify Your Core Servicesby agency and departmentby agency and department

What do you provide that MUST continue What do you provide that MUST continue if the disaster is extended? Or as soon if the disaster is extended? Or as soon after as possible?after as possible?

Identify key business functions that must Identify key business functions that must continue during and shortly after an continue during and shortly after an event.event.

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What would it take to keep offering the Core What would it take to keep offering the Core Services and Business Functions?Services and Business Functions? Back-up Kitchen?Back-up Kitchen? Back-up power?Back-up power? Ability to call in volunteers?Ability to call in volunteers? Alternative transportation?Alternative transportation? Import staff from another office?Import staff from another office?

Make a plan for each function, each site.Make a plan for each function, each site.

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Staff & VolunteersStaff & Volunteers

Staff have family emergency plans.Staff have family emergency plans. Staff knows the Chain of Command, Staff knows the Chain of Command,

including roles and backups.including roles and backups. Staff know their roles in Emergency Staff know their roles in Emergency

Operations Plan.Operations Plan. Duties are assigned for each positionDuties are assigned for each position

Prioritize: what should be covered first if Prioritize: what should be covered first if few people are able to come infew people are able to come in

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FacilitiesFacilitiesIs your building appropriate to be a shelter Is your building appropriate to be a shelter

or to store emergency supplies?or to store emergency supplies?Plan a back-up location for your office (or Plan a back-up location for your office (or

more than one) in case you have to leave.more than one) in case you have to leave.Plan evacuation procedures, including a Plan evacuation procedures, including a

place for staff to meet up.place for staff to meet up.

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If you must evacuate

Do you turn off the utilities? Who does it? Whom do you notify that you’re out of the

building? How do you know when it’s safe to go back? If building has been damaged, how do you If building has been damaged, how do you

arrange for inspection before beginning to use arrange for inspection before beginning to use it again?it again?

““Go kit” of key items, documents, etc. Or with Go kit” of key items, documents, etc. Or with some items plus a list of what should go.some items plus a list of what should go.

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Manage personnel, supplies, Manage personnel, supplies, transportation, procurementtransportation, procurement

Keep records, track resources, plan to Keep records, track resources, plan to make payments to contractorsmake payments to contractors

Reassign personnel as neededReassign personnel as neededInteract with emergency personnelInteract with emergency personnelManage program in recovery—insurance, Manage program in recovery—insurance,

emergency funds, etc.emergency funds, etc.

ProcessesProcesses

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PaperworkPaperwork Back up data, store it off site.Back up data, store it off site. Develop agreements Develop agreements

MOUs with key community partnersMOUs with key community partners Contracts with suppliersContracts with suppliers

Create a “Go Kit” with list of important Create a “Go Kit” with list of important paperwork: fiscal records, contracts and paperwork: fiscal records, contracts and agreements, insurance information, a agreements, insurance information, a copy of the plan, etc.copy of the plan, etc.

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ClientsClients Clients are given information on family emergency Clients are given information on family emergency

preparedness—pre-event.preparedness—pre-event. Depending on how much responsibility you have for Depending on how much responsibility you have for

clients, clients, Maintain client list prioritized by severity of riskMaintain client list prioritized by severity of risk Plan to check in on high-risk clients Plan to check in on high-risk clients Adult Foster Homes (Type B’s)Adult Foster Homes (Type B’s)

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What Special What Special Considerations Do AAA’s Considerations Do AAA’s have?have?

What Special What Special Considerations Do Nutrition Considerations Do Nutrition Programs have?Programs have?

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Get agreements in place.. Think:Get agreements in place.. Think: Transportation providersTransportation providers Alternate facilitiesAlternate facilities ContractorsContractors VendorsVendors

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The complexity of the plan The complexity of the plan will vary with the size of the will vary with the size of the organizationorganization

Write your plan

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Basic Elements of an Agency Emergency Plan

Assessment or Potential Hazards Chain of Command Communications Plan Continuity of Operations Plan Program-by-Program or Site-by-Site Agreements (Formal MOU’s or informal)

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It Could Start Out as Simply as a Grid that It Could Start Out as Simply as a Grid that Shows Emergency Functions and Shows Emergency Functions and Responsible PersonsResponsible Persons

ActionActionWho is Assigned Work # Home # Cell #

Pager or 

otherPre-EventPre-Event               

XXXXXXXXXX               

XXXXXXXXXX               

In Case of …In Case of …              

XXXXXXXXXX               

In Case of Evacuation of In Case of Evacuation of OfficeOffice               

      Disconnect and take Disconnect and take hard driveshard drives               

      Take client recordsTake client records               

      Take contract filesTake contract files               

After the EventAfter the Event               

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…and expand to a checklist for each function or position

Step-by-step, with names and phone numbers of responsible parties or positions with reference to the Agency Phone List

Include special instructions Locations of key tools, shut-off valves,

valuable items, etc. Include numbers of contractors, providers

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…in a three ring binder

Tabs for each section, organized logically the way people think about the organization.

Place checklist at front of each section, ahead of the narrative.

Keep the checklists updated on a regular basis—at the same time the Agency Phone List is updated.

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It could be a few pages or a small It could be a few pages or a small book. The important things are book. The important things are that:that:

The plan be accessible and easy to reach in a The plan be accessible and easy to reach in a hurry.hurry.

It be simple and clearly written. It be simple and clearly written. Clearly labeled hard copies are kept at each Clearly labeled hard copies are kept at each

building/program building/program That building’s section highlighted.That building’s section highlighted. Keep a list of where the copies are so they can Keep a list of where the copies are so they can

be updated as changes are made.be updated as changes are made.

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For the plan to be For the plan to be effective…effective…

Involve staff in planning processInvolve staff in planning processReview emergency procedures with staff Review emergency procedures with staff

at least once a year before bad weather at least once a year before bad weather seasonseason

Practice parts of the plan periodically so Practice parts of the plan periodically so people can integrate it with all their people can integrate it with all their senses and common sense.senses and common sense.

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Effective Plans Effective Plans continuedcontinued

Don’t plan in a vacuum. Share Don’t plan in a vacuum. Share your plan with local emergency your plan with local emergency managers and community managers and community partners so you know what to partners so you know what to expect of each other.expect of each other.

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Filling out a template will get Filling out a template will get you a plan on paper that will you a plan on paper that will pass inspection. pass inspection.

Engaging everyone in the Engaging everyone in the agency in preparedness agency in preparedness activities will get you a plan activities will get you a plan that works.that works.

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Test the PlanTest the Plan

Hold regular table-top or live exercises of different Hold regular table-top or live exercises of different aspects of your plan.aspects of your plan.

And…it may be tested for you by And…it may be tested for you by real lifereal life..

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Debrief after every Debrief after every exercise or activation.exercise or activation.

Revise your plan based Revise your plan based on lessons learnedon lessons learned

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When the disaster comes When the disaster comes along, it won’t fit your along, it won’t fit your planplan

Part of planning is having a process for Part of planning is having a process for changing the plan, as needed.changing the plan, as needed.

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Resources For Agency Resources For Agency Emergency PlansEmergency Plans

Collaborating Agencies Responding to Collaborating Agencies Responding to

Disaster (CARD)Disaster (CARD)

http://cardcanhelp.org/ Department of Human Services emergency Department of Human Services emergency

preparedness websitepreparedness website

http://www.oregon.gov/DHS/bcmp/ FEMA FEMA http://www.ready.gov/ and and

http://fema.gov/

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Participate in Your Local Community’s Vulnerable Population Planning Process

Area Agencies on Area Agencies on Aging have Aging have permission/ permission/

responsibility for responsibility for participating or participating or

even leading that even leading that processprocess

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Emergency ManagementEmergency Responders

Public HealthHospitals

Human ServiceProviders

Four Worlds That Don’t Normally Meet Must Work Together To Plan Emergency Preparedness for Vulnerable Populations

Advocates

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Build Your Coalition

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ChildcareDivision

CountyPublic Health

Non-Governmental Svc Providers

Family Day Care

Childcare Centers

Sr. & Dis. SvcsRVCOG

(Area Agency on Aging &

Medicaid LTC Prog)

Emergency Services

Parish Nurses

Churches

Red Cross

Emergency Transportation

Group

Long Term Care

Facilities Group

Home Health

Citizen Corps Council

Medical ReserveCorps

CERT

DevelopmntalDisability. (County/ Private

Provider)CrisisTeam

Vulnerable PopulationsCommittee

JCEC/ARES(Amatuer

Radio) Group

NeighborhoodWatch

Lifeline

Josephine/Jackson County Integrated Fire Plan

Committees

County Mental Health

Durable Medical Equipment Providers

Hospitals HPP

Hospital Preparedness

Prog

COADComm Orgs

Active in Disaster

Head Start

Josephie Co Emergency

Manager

Adult Foster Homes

In-Home Care

DD Group Homes, Foster

Homes, Independent

Living

Assisted Lvg, Residental Care, Nursing Facilities

MH Group Homes, Res.Treatment Progs

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Meet Your Local Emergency Manager

Become a resource to assist him/her with the job of planning for the safety of the whole community.

Make sure the populations you serve are referenced in the County Emergency Operations Plan

And learn His/Her Language

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Incident Command System (ICS)

* Also called NIMS (National Incident Management System)

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You can become ICS/NIMS Certified on the FEMA website

http://www.fema.gov/emergency/nims/NIMSTrainingCourses.shtm#item1

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Community Preparedness Resources

List of local Emergency Managers

http://www.oregon.gov/OMD/OEM/docs/plan_train/locals_list.pdf

(Oregon) Vulnerable Populations Emergency Preparedness Coalition

csaldana@rvcog.org

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Thank you! Feel free to contact with questions.Connie Saldana, SDS RVCOG

541-423-1383 csaldana@rvcog.org

Steven A. GuzauskisFGP Director

Central Oregon Council On Aging541-548-8817

steveng@councilonaging.org