Writing an Writing an EmergencyEmergency

Operations PlanOperations Plan

Why do we need to plan?Why do we need to plan?

Spring 2008Spring 2008

Planning…Planning…

……lends to making high qualitylends to making high quality

decisions in a low stressdecisions in a low stress

environment.environment.

What are we planning What are we planning for?for?

EmergenciesEmergencies out of the ordinary out of the ordinary requires a responserequires a response

DisastersDisasters large scale emergency large scale emergency great damage, loss orgreat damage, loss or

destructiondestruction

What are the risks?What are the risks? Minnesota ranks 17Minnesota ranks 17thth for disasters for disasters

Severe weather & floodsSevere weather & floods Risk ElementsRisk Elements

Chemical storage facilitiesChemical storage facilities Terrorist targetsTerrorist targets

Mall of AmericaMall of America Fortune 500 companiesFortune 500 companies

Why should CBO’s plan?Why should CBO’s plan? Trusted resourceTrusted resource

Provide critical services Provide critical services

Clients rely on servicesClients rely on services

Needs increase in disasterNeeds increase in disaster

Critical ServicesCritical Services

Services that support lifeServices that support life supervisionsupervision medical caremedical care activities of daily livingactivities of daily living shelter/housingshelter/housing

Critical Services cont’d.Critical Services cont’d.

Services that emergency Services that emergency

management may needmanagement may need interpretation and translationinterpretation and translation medical supplies and equipmentmedical supplies and equipment accessible transportationaccessible transportation specialized communicationspecialized communication

Critical Services cont’d.Critical Services cont’d.

Services that may increaseServices that may increase crisis counselingcrisis counseling food shelvesfood shelves crisis phone linescrisis phone lines temporary temporary

housing/sheltershousing/shelters

How do we plan?How do we plan? Develop an emergency Develop an emergency

preparedness planpreparedness plan

Continuity of OperationsContinuity of Operations

Plan (COOP)Plan (COOP)

Plan for all hazardsPlan for all hazards

More than fire safetyMore than fire safety

Plan for all hazardsPlan for all hazards NaturalNatural

weather, diseaseweather, disease Man-madeMan-made

power outages, firepower outages, fire Intentional (terrorism)Intentional (terrorism)

anthrax, bombsanthrax, bombs

Plan ObjectivesPlan Objectives

Ensure safety of staff & Ensure safety of staff &

clientsclients Minimize damageMinimize damage Protect vital records/assetsProtect vital records/assets Be self-sufficient for 72 hoursBe self-sufficient for 72 hours Continue essential operationsContinue essential operations

ChallengesChallenges

Limited background in Limited background in

emergency preparedness or emergency preparedness or

managementmanagement Limited resourcesLimited resources May seem overwhelmingMay seem overwhelming

Phases of Emergency Phases of Emergency ManagementManagement

Mitigation – reduce possibility or Mitigation – reduce possibility or impact of an emergencyimpact of an emergency

Preparedness – planning for Preparedness – planning for emergenciesemergencies

Response – activities undertaken Response – activities undertaken at the time of an emergencyat the time of an emergency

Recovery – return to normalRecovery – return to normal

Getting StartedGetting Started Form a teamForm a team

employeesemployees volunteersvolunteers board membersboard members

Review templateReview template what pertains to your organizationwhat pertains to your organization

Set goals – one step at a timeSet goals – one step at a time

TemplateTemplate

Serves as a guideServes as a guide start the planstart the plan expand existing plansexpand existing plans

Tailor to your agency Tailor to your agency one size does not fit allone size does not fit all make specific to your needsmake specific to your needs

Risk AssessmentRisk Assessment Possible emergenciesPossible emergencies

has this happened before?has this happened before? what is most likely to happen?what is most likely to happen?

locationlocation time of yeartime of year physical plantphysical plant

Opportunities to minimize Opportunities to minimize (mitigation)(mitigation)

PersonnelPersonnel InformationInformation

staff/volunteers/boardstaff/volunteers/board how to contacthow to contact skills & availabilityskills & availability

Crisis managerCrisis manager incident commandincident command plan for 3 deepplan for 3 deep what decisions can be made?what decisions can be made?

CommunicationCommunication

Multiple systemsMultiple systems remote emailremote email remote voice mailremote voice mail phone systemsphone systems

Calling treesCalling trees

Services and FunctionsServices and Functions

Essential servicesEssential services Additional servicesAdditional services Additional clientsAdditional clients Backup servicesBackup services

Record Record Storage/BackStorage/Back Up Up

Critical operating informationCritical operating information hard copy recordshard copy records electronic recordselectronic records

Off-site storageOff-site storage

Key Key ContactsContacts

Client informationClient information Other key phone numbersOther key phone numbers

services and utilitiesservices and utilities emergency contactsemergency contacts mediamedia suppliers and contractorssuppliers and contractors

Physical PlantPhysical Plant

Location of emergency Location of emergency resourcesresources

Emergency proceduresEmergency procedures TrainingTraining

EvacuationEvacuation

Designated locationDesignated location Person in chargePerson in charge Special needsSpecial needs TransportationTransportation

Extended RelocationExtended Relocation

Pre-arranged agreement Pre-arranged agreement (MOU)(MOU)

Directions to locationDirections to location Notification to staff and Notification to staff and clientsclients

Shelter-in-PlaceShelter-in-Place

LocationLocation ResourcesResources Procedures and Procedures and trainingtraining

Listen to authorities for Listen to authorities for

directiondirection

Disaster Disaster SuppliesSupplies Kit/Go- Kit/Go-KitsKits

Various situationsVarious situations evacuationevacuation extended relocationextended relocation shelter-in-placeshelter-in-place

EssentialsEssentials food, water, tools, recordsfood, water, tools, records

Other ConsiderationsOther Considerations Individual & family preparednessIndividual & family preparedness

a prepared worker is an a prepared worker is an

available workeravailable worker Pandemic influenzaPandemic influenza

a human emergencya human emergency Drills and exercisesDrills and exercises

test your plantest your plan

Janet MengelkochJanet Mengelkoch

City of MinneapolisCity of Minneapolis

Department of Health & Family SupportDepartment of Health & Family Support

250 South 4250 South 4thth Street Street

Minneapolis, MN 55415Minneapolis, MN 55415

612-673-3729612-673-3729

janet.mengelkoch@ci.minneapolis.mn.usjanet.mengelkoch@ci.minneapolis.mn.us