tmf emergency plans powerpoint

The Morlock Foundation

Emergency Preparedness Plan

Our Goals

1. To Educate our service community on the process of preparing for an Emergency.

2. To develop a “practical” Emergency Relief Plan to support local fire departments readiness & response to provide additional client service in times of emergency.

Phases of Emergency Management

INCIDENT

MITIGATION

PREPAREDNESS

RECOVERY

RESPONSE


Effective Communications is:

One of the most important ingredients in Emergency management.


Organization is:

Is the other important ingredient in Emergency management.

Who do you call?

Step 1: Call you block captain Step 2: If you can not get the block captain call

the assistant block captain Step 3: Tell the block captain or assistant your

need. Please do not take a long time explaining your need; others may be trying to call also. If you are not sure exactly what do say, plan out your thoughts before calling.

Step 4: The block captain will direct you on what steps will be taken.

Step 5: Always remember if you feel it is to important you can always call 911.

Help us understand your problem

What can you see that causes you to think you have a problem?

Where is it happening? How is it happening? When is it happening? Why is it happening? Start your descriptions with the

following sentence: The following should be happening but isn’t.


Emergency PreparednessBasic Training for the Community.

Facts for our Client’s Emergencies strike quickly & without warning You & your family can cope by preparing in

advance and knowing your block captain FEMA’S 4 Easy Steps to Preparedness*

Get informed Make a plan Assemble a kit Maintain your plan and kit

Weather related closing information on all local stations

The Basic’sDeveloping your Plan Emergency contact information

Those administrations you rely on for your business Bank Insurance agent Building management

Emergency response Utilities Business or Government organizations Support suppliers / vendors

Important others Block captain Assistant block captain

Developing your Plan cont.

Awareness of information & assessment of threats or hazards Hazardous Events

Manmade Natural

Utilities disruptions Gas Electric Water

Medical Security systems Business support systems

Phone Computer

Violence


Players roles and responsibilities Administration

Director Block Captain and Assistant Block Captain

Key support personnel Communication procedures Internal & External audience

Client direction Emergency responders Utilize Fire depts. for getting message out Weather related closures channels


Developing emergency procedures Evacuation & Client safety Emergency response / remediation Communications Food safety

Training on fire extinguishers Locations stored Demonstrations on usage

Emergency shut down procedures Utilities – include drawings for control locations


No Preparation

Canned meats, fruits, vegetablesDry cereal or granola, nuts

Peanut butter & JellyCrackers

Canned juices & Bottled beveragesWater

Canned Beans Protein or Fruit bars

Shelf-stable MilkDried Milk (Soy, rice)

Minor PreparationPancakes & Waffles

ChiliSoup

Macaroni & CheesePotatoes/Au GratinSpaghetti & Sauce

Emergency foods

Developing your Plan Inventory management

Water – 1 gal./person/day * - 3 day supply Food – 2- 4 days

*Alternatives to bottled water1. Boil water for minimum of 1 minute then cool and store in clean containers.

2. Supplement water distribution with shelf-stable packaged milk

For more information

City of Buffalo 716-851-6510 Web page @

www.ci.buffalo.ny.us/Home/Leadership/City_Departments/EmergencyPreparedness

Red Cross 716-878-2353 Web page @ www.buffaloredcross.org

FEMA 1-800-621-3362 Web page @ www.diasteraid.fema.gov

Food Safety and Inspection Service Email @ www.fsis.usda.gov


Emergency Relief Plan

Emergency Relief PlanIntroduction – Our intent is In coordination w/ Food Bank of WNY and

Local Fire Depts. and Local Police Depts. develop a plan that will support additional client needs during an emergency without overwhelming the emergency staff for our local fire departments and police departments

Categorize Emergencies possible within our area working with Block Captains.

Coordinating roles & minimizing confusion Maximizing relief effectiveness

Emergency Relief Plan Activity Framework - Overview

Relief response

Communications

Logistical support

Emergency Relief PlanConcept of Operations - Intent

The extent of emergency relief services provided shall vary in accordance with the scope of emergency. Through block captains to relieve local fire dept and local police.

Any activities related to emergency response are intended to be in addition to the regular activities of the Food Bank and local Agencies and are not intended to displace the normal activities of the Food Bank network operations.

During these events in order for our efforts to be maximized we must work cooperatively to act as a conduit for donated services for the purpose of relief of our local neighborhoods.

Emergency Relief PlanAssignment of ResponsibilitiesKey responsibilities: Conduct assessment of Emergency situation. Coordinate area Block Captain network services and

communications. Develop an operational communication strategy to

outside organizations & media that supports a managed community relief effort.

Establish a relationship & coordinate relief strategies with government, emergency management groups, state agencies, voluntary organizations and community service organizations.

Identify Food Pantries who serve in the local area and identify the zip leader Pantries.

Provide a frame work for maximizing Emergency preparedness and relief response.

Administration of Emergency Preparedness program.

Emergency Relief PlanAssignment of Responsibilities

Block Captains key responsibilities: Provide support for relief efforts in the form of help and

possible products. Conduct a Facility business audit & Emergency

preparedness survey. Develop a preparedness plan for your location Effectively communicate with Food Pantries and Panty

Zip leaders. Maintain appropriate records during emergency event. Identify local volunteers willing to assist with emergency

relief. Identify “drop-in” contributors to assist donations.

Administration & LogisticsThe Morlock Foundation

Administrative prior to an Emergency Establishing a written Emergency preparedness plan. Assign role and responsibilities to block captains. Conduct Training class on key plan components. Promote Food Pantry preparedness planning process and

program development and training. Involve community emergency response organizations in

planning activities. Partner with Food Bank have our block captains

educated in to the process the pantries, food and appliance safety practices.

Provide Block Captains with a list of those they will be working with in their area.

Administration & LogisticsThe Morlock FoundationAdministrative during & after an Emergency Assemble Crisis Management Team. Implement Food Bank Emergency communications network

protocol. Implement Block Captain Crisis Management Emergency

response activities. Maintain appropriate level of communications & coordination

with Block Captains and Relief organizations, government organizations.

Coordinate Partnership activities with local relief organizations. Keep record of events during recovery operations. Coordinate network response activities. Issue press releases. Locating sources for additional equipment and supplies for

relief and or recovery. Maintaining critical business/ government required records

Plan DevelopmentThe Morlock Foundation

Steps to the process: Establish planning team Analyze capability & hazards

Network operation (Block Captains) Food Bank operation Reviewed other group’s response plans

Evaluate business impact Develop plan Implement plan

Plan MaintenanceThe Morlock Foundation Maintenance can be planned or unplanned as the

situation may dictate. The following may be examples of procedures, systems, or process that may affect plan: personnel changes, critical lesson learned from testing, issues discovered during an emergency event, changes to external environment.

Program will be reviewed at least yearly (during the month of Jan.) for Relief improvement considerations.

Process will be authorized by Board of Directors Block Captains are encouraged to submit program

suggestions in writing to attention: Carmaletta Morlock-Zandi @ [email protected] ;

Changes of a substantial nature will be communicated to Block Captains.

Block Captain Survey Understand challenges faced by Block Captains

Area size limitations Communication limitations Logistic & Volunteer support

Define Action alternatives & Program priorities for Block Captains Shelter Food Emergency Assistance

Block Captain Survey cont.

Encourage Block Captain participation & input in plan development

Determine network resource needs Build understanding of our intentions

Definitions

Description of terms utilized in the planning process Discipline Approach: A structured

method of evaluating all factors contributing to the severity of an emergency and the measures available for dealing with the emergency then developing a plan of attack.

Our Emergency Relief Plan “The Big Picture” Framework for Emergency operations

Relief response Communications Logistical support

Alignment of Block Captains services Emergency readiness Effective & Coordinated Relief response A “ Value Driven Partnership” Food

Pantries & Agencies and other relief organizations

Our schedule

Visits begin to planned block captains– October

Data collection - completed December Plan delivered - Start January 2008

Food Bank of WNY Network Emergency Preparedness Plan

Food Bank

Shelters Pantries Soup Kitchens

Food Bank: Pantry Zip Group

PRIMARYProviders

SECONDARYProviders

“ZIP LEADERS”

FOOD BANK

Our Neighborhood

Communityin

NeedGovernmentManagementOrganizations

Local Block Captains

Emergency Relief

Organizations

Local Relief

Providers

Food Bank: Emergency Relief Plan Emergencies & Assumptions

Class 1 – An Agency out of service Minor impact

Class 2 – Multiple Agencies out within a Zip Moderate impact

Class 3 – Multiple Agencies with multiple Zips Serious impact

Class 4 – Major disaster affect large area Critical impact

Food Bank: Emergency Relief PlanPantry Director Role Act as primary liaison with partner Pantries & Zip

leader and if necessary Food Bank Agencies Services.

Foster a collaborative partnership with neighboring Agencies within your community filling in gaps in food distribution and feeding programs created as a result of an Emergency event.

Areas of collaboration to include: directing clients to alternative pantry locations if needed, development of a coordinated logistical support and communication plan.

Maintain daily contact with Zip leader during emergency relief as Plan directs.

Provide extended Emergency service hours as Plan directs.

Food Bank: Pantry Director (cont.)

Coordinate product flow in and out of facility. Setup and oversee system if needed for

receiving “drop-in” donations and additional volunteer services.(To Block Captains)

Monitor and Control inventory. Coordinate logistical support to replenish

inventory supplies if needed. Identify and establish additional distribution

points as needed Provide / communicate status up-date as plan

directs.

Food Bank: Emergency Relief PlanPantry Zip Leader Role All responsibilities of Pantry Director as descried

above. Have access to a cell phone that you can be reached

directly. Collect & disseminate information between fellow

agencies within your Zip code. Act as a key contact between fellow community

agencies and Food Bank Maintain communication contact with Food Bank at

regular intervals (at least daily). Collaborate with others to develop contingency plans

for transportation and services support during emergency events.

Attend Emergency Preparedness education training program.

Food Bank: Emergency Relief PlanSituation & Actions

Class 1 –Agency out of service Agency contacts Food Bank -Agency Services and

communicates the following: Agency Name Agency number Contact person name & number they can be reached Best time to reach contact person Brief description of the problem Description of service you are requesting from the

FB. Agency direct clients to alternative service location

and informs Food Bank Refer to Zip List provide by Agency Services

Food Bank: Emergency Relief PlanSituation & ActionsClass 2 – Multiple Agencies affected within local zip

code Agency contacts Food Bank and communicates:

Agency Name Agency number Contact person name & number they can be reached Best time to reach contact person Brief description of the problem Description of service you are requesting from the FB.

Agency direct clients to alternative service location and informs Food Bank Refer to Zip List provide by Agency Services

Food Bank contacts Zip Leader –Alerts Agencies of service disruptions

Food Bank: Emergency Relief PlanSituation & ActionsClass 3 – Multiple Agencies with multiple zip codes Food Bank activates Level 1 response

Agency Services activate communication Hotline Agencies requested to extend hours of service

Food Bank coordinates activities with other service organizations

Food Bank formulates communication strategy to community Zip leaders contact FB hotline #1 daily providing service

update within community Agencies contact Zip leaders coordinating service &

communication to clients Agencies reporting service announcements contact FB hotline

number #1 Agencies requiring need for logistical support Contact FB

hotline number #2 Agencies requiring immediate response contact FB hotline

number #3

Food Bank: Emergency Relief PlanSituation & ActionsClass 4 – Major Disaster affecting large geographic

area- many Agencies affected Food Bank activates Level 2 response

Agency Services activates Emergency Hotline Agencies to extend hours of service Agency Services contact person directs communication to

Zip leaders regularly Agency Services direct person to monitor hot line and

disseminates information to other FB personnel Agency Service direct person to coordinate logistical

support requests & responds to impending Agency response request

Agency Services personnel meet daily – strategy development

Agency Services Manager: Establishes priorities for roles in disaster relief effort and monitors / manages adherence to and adjustment of priorities as needed.

Food Bank: Emergency Relief PlanSituation & ActionsClass 4 cont. Food Bank Crisis Management Team coordinates

activities with other service organization’s key contacts Communication established at least daily

Food Bank Crisis Management Team formulates communication strategy to community Communications talking points reviewed & updated as

necessary Food Bank Executive Director or his Agent notifies 2nd

Harvest office - communicates scope for impending disaster.

Zip leaders contact FB hotline #1 daily providing service update within community.

Agencies contact Zip leaders coordinating service times & communication to clients.

Food Bank: Emergency Relief PlanSituation & ActionsClass 4 cont.

Agency Service Hotline numbers Agencies reporting service

announcements contact FB hotline number #1.*

Agencies requiring need for logistical support Contact FB hotline number #2.*

Agencies requiring immediate response contact FB hotline number #3.*

*Hot line numbers 1, 2, & 3 to be identified

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