2008 Annual Boys State Directors Conference

1. 2008 Annual Boys State Directors Conference Reviewing and Updating Crisis Management Plans Mike Bredeck Director of Minnesota Boys State 903 3rd Avenue Madison, MN 56256 mnboysstate@frontiernet.net www.boysandgirlsstate.org

2. Reviewing and Updating Crisis Management Plans • What is a Crisis Management Plan? • Outlines Safety and Security Needs for: • Participants, Staff, Host Facilities, etc. • Details Supporting Resources and Shelters • Documents Reporting and Reaction Procedures • Who to call, Where to go, What to do • Does Not Replace Common Sense • Enhances Initial Reactions by Having a Prepared Plan www.boysandgirlsstate.org

3. Reviewing and Updating Crisis Management Plans • What is a Critical Incident? • An event or situation that may cause significant disruption to the normal operations of the program and/or events that are potentially damaging to the participants, program, and/or the sponsor, The American Legion • For Example: • Natural Disasters • Family Emergencies • Fire/Explosions w/Damage or Injuries • Criminal Acts • Inappropriate Conduct www.boysandgirlsstate.org

4. Reviewing and Updating Crisis Management Plans • Why Have a Crisis Management Plan? • Unfortunate Critical Incidents do Occur • Keep Everyone Safe • Minimize Effects of an Incident • Efficiently and Safely Resolve an Incident • Maintain the Program’s Integrity and Reputation as well as Limit Liability www.boysandgirlsstate.org

5. Reviewing and Updating Crisis Management Plans • Contents of the Plan • Reporting Procedures and Contact Information • Procedures and Roles • Counseling Staff • Operating and/or Senior Staff • Response for Each Potential Incident www.boysandgirlsstate.org

6. Reviewing and Updating Crisis Management Plans • Reporting Procedures • A Defined Chain of Responsibility and Cell Phone Numbers • (e.g. Counselor -> Dean of Students -> Director) • Minimum Report Details • Nature of Emergency, extent of damage and possible assistance required • Location of Emergency • How the Information was Received • Time the Information was Received www.boysandgirlsstate.org

7. Reviewing and Updating Crisis Management Plans • Counseling Staff Responsibilities and Roles • Identify and Report Incidents • Direct, Calm, and Keep Their Boys Safe • Pass Information between Senior Staff and Boys www.boysandgirlsstate.org

8. Reviewing and Updating Crisis Management Plans • Senior Staff Responsibilities • Each Potential Incident Requires a Unique Response and Plan • Prior to Boys State • Define Processes to Handle All Potential Incidents • Assign Roles • Review Plans with Host Institution/Community • During an Incident • Decide how to Best Resolve the Incident • Communicate with Involved Parties as Needed www.boysandgirlsstate.org

9. Reviewing and Updating Crisis Management Plans • Senior Staff Roles • Should be Clearly Defined • Police, Fire, and Campus Security Point of Contact • Meet and Guide the Emergency Responders • Medical Officer • Coordinate On- and Off-Site Treatment • Media Spokesperson • Allowed and Can Intelligently Answer any Questions • Recorder • Gathers and creates documents for Insurance Agent, Department HQ, etc. • Etc. www.boysandgirlsstate.org

10. Reviewing and Updating Crisis Management Plans • Possible Scenarios to Consider • What if… • A boy has a death in the family? • A severe storm rolls-in during afternoon sports? • A staff member is accused of physically assaulting a boy? (pushing, tripping, hitting, etc) • A boy reports another boy has tobacco, alcohol, or other illegal drugs? • A boy goes missing at night or during the day? www.boysandgirlsstate.org

11. Reviewing and Updating Crisis Management Plans • Resources: • Boys Nation Crisis Management Plan • Hand-out • Van Dyk Insurance • Web: www.XXXXXX.com • Phone: www.boysandgirlsstate.org