Disaster Preparedness Workbook for Service Providing Agencies

Prepared by the Monterey County Emergency Food Assistance Project


"FITTING THE PIECES TOGETHER'"
DISASTER PREPAREDNESS FOR SERVICE PROVIDING AGENCIES

A workbook by:
Jerry Brisson and Rich Petersen

Monterey County Emergency Food Assistance Program
1000 S. Main Street, Suite 202
Salinas, CA 93901

Funded by the Northern California Disaster Preparedness Network

This planning guide was based on materials in FEMA pamphlet, "Guidelines For Local Small Businesses In Meeting The Earthquake Threat" and disaster preparedness publications from American Red cross and other agencies.

Review of disaster plans developed with this guideline is available from local disaster preparedness volunteers. Contact your local American Red Cross Disaster Coordinator.


Disaster Preparedness for Service Providing Agencies

Awareness

What services do you provide to the public?

In a disaster, do you intend to cease operations? If so, can you share resources with other, agencies?

Do you intend to continue providing primary services from your own resources? If so, which ones are Primary?

Do you intend to continue providing primary service with the help of outside resources? If so, what resources, physical and human, and from what sources?

Planning

Any agency which does intend to continue providing services must have a well thought-out plan and the staff and volunteers must be familiar with it.

Normally a written plan with checklists for key personnel will work best. There is less likelihood of confusion or of essential tasks being left undone.

The next few pages were developed as a basis for such a plan, with three separate sections for things to be done before, during and after a disaster. Depending on the size or complexity of your organization, some elements may be deleted. Areas specific to certain agencies (food sanitation regulations, for example) may have to be considered and added. This planning tool was divided by functional area rather than by time order. Consider writing your check lists of tasks for key personnel to reflect priority of tasks.

Annex A is a sample checklist for developing and trying out your emergency plan. Annexes B and C are sample lists of emergency supplies and things to look for in a pre-disaster inspection. consider personalizing them and putting them in a checklist format.

While putting your plan together, get input from all your staff and key volunteers. Have them look it over and discuss it again before finalizing. Then try the plan out and make changes.

Preparedness

(Things do before a disaster occurs)

Employees

Structures

Communications Systems

Equipment

Inventory

Vehicles

Utility Systems

Vital Records

Continuation of Services

Emergency Response

(Things to do when a disaster occurs)

Employees

Structures

Communication Systems

Equipment

Inventory

Agency Vehicles

Utility Systems

Vital Records

Continuation of Services

Recovery

(Things to do after the disaster is over)

Employees

Structures

Communication Systems

Equipment

Inventory

Agency Vehicles

Utility Systems

Vital Records

Continuation of services



Sample checklist for developing and assessing emergency plan (Annex A-1)

Task

Preparedness

Do We Need It? Who Plans It ? Completion Date Who Does It? Drill Date

Employees

assignments . . . . . . . . . . . . . . . . . .. _________...__________________...________..._________________..._______ list of employees . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ evacuation proceedures . . . . . . . . . ._________...__________________...________..._________________..._______ notification list . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ prepare at home . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ evacuation procedures . . . . . . . . . . ._________...__________________...________..._________________..._______ exercises . . . . . . . . . . . . . . . . . . . .. _________...__________________...________..._________________..._______

Structures

risk assessnment . . . . .. . . . . . . . . .. _________...__________________...________..._________________..._______ damage assessment . ... . . . . . . . . . . _________...__________________...________..._________________..._______

Communication Systems

phone numbers. . . . . . . . . . . . . . . .. _________...__________________...________..._________________..._______ power source.... . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ communications equiipment . . . . . . . _________...__________________...________..._________________..._______ batery radio . . . .. . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Equipment

vital equipment... . . . . . . . . . . . . . .. _________...__________________...________..._________________..._______ hazard assessment. . . . . . . . . . . . . . _________...__________________...________..._________________..._______ assessment & maintenance. . .. . . . .. _________...__________________...________..._________________..._______ mutual aid . . . . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Inventory

material resources . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ emergency supply . . . .. . . . . . . . . . ._________...__________________...________..._________________..._______ inventoryAssessment. . . . . . . . . . . .. _________...__________________...________..._________________..._______

Vehicles

list of vehicles. . . . . . . . . .. . . . . . . . _________...__________________...________..._________________..._______ proceedures . . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Utility system

test emergency power . . . . . . . . . . .. _________...__________________...________..._________________..._______ shut off gas and water. . . . . . . . . . . . _________...__________________...________..._________________..._______

Vital Records

importanat papers. .. . . . . . . . . . . . . _________...__________________...________..._________________..._______ off site storage. . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ computer operations. . . . . . . . . . . .. _________...__________________...________..._________________..._______

Continuation of Services

restore records . . . . . . . . . . . . . . . .. _________...__________________...________..._________________..._______ personnel... . . . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ mutual aid . . . . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______



Sample checklist for developing and assessing emergency plan (Annex A-2)


Task

Emergency Response

Do We Need It? Who Plans It ? Completion Date Who Does It? Drill Date

Employees

emergency team . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ reassign functions . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ evacuation proceedures . . . . . . . . . ._________...__________________...________..._________________..._______ account for staff . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ reports, check lists, logs. . . . . . . . . . _________...__________________...________..._________________..._______

Structures

damage assessment . . . . . . . . . . . . . _________...__________________...________..._________________..._______ clear reparis . . . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ building safe to use. . . . . . . . . . . . . . _________...__________________...________..._________________..._______ .

Communication Syst

emergency system . . . . . . . . . . . . . . _________...__________________...________..._________________..._______ EBS chammel. . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______

Equipment

assess, repair . . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ mutual aid. . . . . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______

Inventory

assess damage . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Agency Vehicles

assess damage, repairs . . . . . . . . . . .. _________...__________________...________..._________________..._______

Utility System

emergency power . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ assess damaage, shut off. . . . . . . . . . ._________...__________________...________..._________________..._______

Vital Records

safeguard documents . . . . . . . . . . . . _________...__________________...________..._________________..._______ reassign functions . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______

Continuation of Services

possibility of continuing. . . . . . . . . . . _________...__________________...________..._________________..._______


Sample checklist for developing and assessing emergency plan (Annex A-3)


Task

Recovery

Do We Need It? Who Plans It ? Completion Date Who Does It? Drill Date

Employees


return to normal . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ assess authority. . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ review emergency plan. . . . . . . . . . . _________...__________________...________..._________________..._______

Structures

capitol improvement. . . . . . . . . . . . . _________...__________________...________..._________________..._______

Communication system

repair or replace . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ assess system. . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Equipment

replace or repair . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Inventory

damage assessment . . . . . . . . . . . . . _________...__________________...________..._________________..._______ clear reparis . . . . . . . . . . . . . . . . . . ._________...__________________...________..._________________..._______ building safe to use. . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Agency Vehicles

replace or repair . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______


Utility System

restoration of service . . . . . . . . . . . . _________...__________________...________..._________________..._______

Vital Records

assess safeguard . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______

Continuation of Services

assess gaps. . . . . . . . . . . . . . . . . . . _________...__________________...________..._________________..._______


Emergency Kits

(Annex B)

Keep an assortment of all materials you will need for your agency and its people to function safely and effectively for at least three days. Get suggestions from all your departments on items to keep on hand. Your kits should be stored in a safe but accessible place and will, ideally, be in containers which are strong but not to heavy to move easily. Remember, if your emergency supplies are not readily accessible, they will not be updated as often as they should!
Some items everyone should have available:

Non-Structural Hazard Mitigation

Annex C

Non-structural hazard mitigation is just professional jargon for inspecting your area and getting rid of potential sources of danger. Xn fact, the process is almost identical to the one you should use in your own home. You'll notice that these tips are all specifically earthquake oriented, but that seems sensible here on the Central Coast.