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Emergency Plan Development

This guide outlines key principles for developing effective emergency plans, including Incident Command System, Safety Officer responsibilities, Public Information Officer guidelines, and essential functions identification. It covers logistics, supplies, finance, technology, and workplace safety considerations.

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Emergency Plan Development

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  1. Emergency Plan Development Lieutenant Jack Stewart Kent County Emergency Management jack.stewart@kentcountymi.gov Deputy Chief Gary Szotko City of Grand Rapids Emergency Management gszotko@ci.grand-rapids.mi.us October 9, 2009

  2. Emergency Plan • Specific to agency • No canned approach • Incident Command System (ICS) is core • Priorities: • Life Safety • Stabilization • Environment • Property

  3. ICS

  4. ICS • Manageable span of control • Three – seven reports, five optimal • Common communications • Avoid slang/vernacular • Avoid acronyms • Interoperable equipment • Common policies/standards

  5. Incident Commander • Who’s in charge? • Incident Commander: • Authority to make decisions • Three-deep • 24/7 contact availability (on call) • Home, work • Reliable, responsible • Deputy • Assistant

  6. Safety Officer • Priorities: • Life/personal safety • Daily Operational Safety • Incident Safety

  7. Safety Officer (cont.) • Daily Operational Safety • Fire Suppression • Sprinklers, fire extinguishers • Chemicals • Cleaning Agents • Security of Medications • AEDs • Custodial Condition/Maintenance Schedules • Transportation/Vehicles • CDL Certification • Maintenance Schedule

  8. Safety Officer (cont.) • Incident Safety • Fire/Evacuation/Severe Weather • Knowledge of operations • Recognizes unsafe situations • Fortitude to stop operations to address safety • Authority to make decisions

  9. Safety Officer • Emotional Needs • Awareness of stress on staff /employees • Resources: • Employee Assistance Programs • Network 180 • Arbor Circle • Pine Rest

  10. Liaison • Priorities: • Make sure communication plan is known to employees’ families • In touch with community agencies (Health Department, Law Enforcement, EMS) and employees’ families • Mechanism for contact reduces urgency • Consistent information • Contact number for questions • In contact with families before incident

  11. Public Information Officer • Public Information Officer (PIO) • Media contact • Media can be asset or enemy • Trained to communicate with media • High level of authority • Work with responding agencies to ensure consistent message • May be Spokesperson • No one else but designated spokesperson talks to media • May use a spokesperson designated by Incident Command

  12. Operations • Shelter/Lockdown Procedure • Evacuation • Communicate resource needs

  13. Planning • Annual plan review • Periodic operations meetings • Resource tracking • People and things • Provide action plan • Designate planning team • Expandable to specific organization

  14. Planning (cont.) • Accountability • Vendors / visitors • Staff • Buddy system • Review daily • Special needs employees • Off-site • Drivers • Salespersons • Mutual Aid • Industry Collaboration

  15. Logistics • Transportation, Food, Medications • Resource/supply ordering • Every day and emergency • Communications • Emergency notification • Personnel • Building • Method of dissemination • Emergency notification procedures • Radios, cells, verbal

  16. Supplies • How do you ensure adequate supplies of: • Soap / Hand Sanitizers • H1N1 / H5N1 • Products critical to essential functions (fuel, etc.)

  17. Vendors/Product Lines • Who are your major vendors and what do they supply? • What is their contingency plan? • Is there an agreement in place? • Do you have back-up supplies? • Who do you supply to? • What happens if you are unable to deliver your service or are working at a reduced capacity? • How do your business continuity plans impact who you supply to? • Share plans.

  18. Finance/Administration • Union Contracts/Labor Agreements • Stipulations for modification in emergencies or extenuating situations • Track agency costs • Important when assisting government agencies • Reimbursements • Track time spent/hours worked • Workman’s Compensation issues • Authority to write the check

  19. Essential Functions • Identify essential functions that must be continued • Identify essential personnel and materials required to maintain essential operations • Cross-train employees to fill essential tasks, if needed • Prepare for possible shut down • Lack of staff • Lack of customers • Unacceptable health risk

  20. Technology • Are there functions that can be handled remotely (telecommuting)? • Can the IT/phone system support telecommuting? For critical staff only? • How do you handle resource tracking for telecommuters? • How are shut-downs, re-opens, etc. communicated to employees? • Back up plans for loss of Internet, telecommunications, power, etc.

  21. Workplace Safety • Policies to prevent the spread of influenza at the worksite • Respiratory hygiene, cough etiquette • Exclusion of people/visitors with influenza symptoms • Separation of workstations • Cleaning protocols • Social distancing (limiting close contact: meetings, shaking hands, break rooms, etc.)

  22. Workplace Safety • Domestic Violence • Absenteeism / Loss of Productivity • Injuries to employees • Fear / Intimidation • Stalking behaviors • Court appearances and custody disputes • PPO / Restraining Orders

  23. Discussion

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