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Writing an Emergency Operations Plan

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 out of the ordinary requires a response Disasters large scale emergency

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Writing an Emergency Operations Plan

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  1. Writing an EmergencyOperations Plan Why do we need to plan? Spring 2008

  2. Planning… …lends to making high quality decisions in a low stress environment.

  3. What are we planning for? • Emergencies • out of the ordinary • requires a response • Disasters • large scale emergency • great damage, loss or destruction

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

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

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

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

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

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

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

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

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

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

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

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

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

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

  18. Communication • Multiple systems • remote email • remote voice mail • phone systems • Calling trees

  19. Services and Functions • Essential services • Additional services • Additional clients • Backup services

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

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

  22. Physical Plant • Location of emergency resources • Emergency procedures • Training

  23. Evacuation • Designated location • Person in charge • Special needs • Transportation

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

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

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

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

  28. Janet Mengelkoch City of Minneapolis Department of Health & Family Support 250 South 4th Street Minneapolis, MN 55415 612-673-3729 janet.mengelkoch@ci.minneapolis.mn.us

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