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

Define emergency functions and make specific assignments, with backups. Start with an emergency coordinator!
Develop complete list of employees and their skills.
If applicable, set up a plan to use untrained-volunteers.
Establish and update an emergency notification list. Consider alternates to telephone for key staff. Should staff automatically report to work in case of a disaster?
Inform and encourage staff to prepare at home so they can leave their families to respond.
Provide periodic training in emergency functions and first aid.
Establish and periodically review evacuation procedures for staff and clients.
Develop a program of tests and exercises.

Structures

Conduct a risk assessment to determine potential hazards. (A check list with some ideas is attached.)
Establish a procedure for quick damage assessment following the event.

Communications Systems

Establish and maintain a list of emergency telephone numbers.
Consider the practicality of an emergency power source.
List all self-contained communications equipment (mobile radios, ham units, cellular phones, etc.). Are they compatible?
Maintain battery powered commercial radio to monitor EBS channel.

Affix EBS frequency to radio. At present KSCO (1080 AM) is primary and KBOQ 92.7 FM), KTOM (100.7 FM/1380 AM) and KRKC (1490 AM) are alternates.

Equipment

Maintain list of vital equipment and alternate sources of availability.
Conduct hazard assessment of vital equipment.
Establish emergency damage assessment and maintenance procedures (prior arrangements with outside repairmen).
Establish mutual aid agreements to share necessary equipment with other agencies of neighboring businesses.

Inventory

Identify critical material resources to maintain operations.(A list of some essential supplies is attached.)
Identify and maintain emergency supply of critical materials.
Establish procedure for quick assessment of inventory damages.

Vehicles

Maintain list of vehicles and drivers and in-vehicle radios.
Develop procedures for use of vehicles during emergencies.

Utility Systems

Periodically test any emergency power source.
Develop and practice shutoff plans for gas, water, etc.

Vital Records

Establish procedures to safeguard important papers, documents and financial data.
Is off-site storage of duplicate documents feasible?
Establish procedures for maintaining computer operations and data protection. Consider keeping a laptop with extra power supply. Remember to back up essential files and store with emergency supplies.

Continuation of Services

Identify and plan actions to restore minimal operations.
Identify minimal personnel needed for each facet of operation.
Join with other agencies, establish provisions for mutual aid.

Emergency Response

(Things to do when a disaster occurs)

Employees

Mobilize first aid teams and other emergency response teams.
Reassign functions as necessary to employees.
Follow evacuation procedures if damage assessment indicates.
Account for all staff, volunteers and clients who were on the premises.
Emergency coordinator should get reports from key staff. All decision makers should use their checklists, keep written logs. Hold an assessment meeting as soon as initial reports are in.

Structures

Perform damage assessment using qualified personnel.
Clear debris, make repairs, install safeguards.
Determine if building is safe to use, including ability to withstand aftershocks.

Communication Systems

Initiate any emergency communication systems.
Tune to EBS channel for government disaster information.

Equipment

Assess damage and make necessary repairs.
Contact mutual aid parties and implement agreements.

Inventory

Assess damage and take corrective action.

Agency Vehicles

Assess damage and make repairs as appropriate.

Utility Systems

Utilize emergency power if necessary.
Assess damage to utility systems and shut off damaged or dangerous systems (e.g. gas) until inspected.

Vital Records

Safeguard critical documents and computer data.

Continuation of Services

After damage assessment of agency functions and assets, determine possibility of continuing to provide services.

Recovery

(Things to do after the disaster is over)

Employees

Assess assignment of employees for return to normal operation.
Assess assignment of authority for emergency response.
Review and revise the overall emergency plan based on your disaster experience.

Structures

Determine capital improvement program for existing facilities or provide relocation of facilities if needed.

Communication Systems

Replace or repair damaged communication equipment.
Assess sufficiency of present system in a disaster.

Equipment

Repair or replace damaged equipment.

Inventory

Replace all essential supplies and restock emergency kits.

Agency Vehicles

Repair or replace damaged vehicles.

Utility Systems

Maintain contact with utility companies to determine restoration of services.

Vital Records

Assess safeguard of critical documents and computer date and take necessary actions.

Continuation of services

Assess gaps in delivery of services and make appropriate changes for future disasters.

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

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:

Copies of all your disaster-related material on the very top.

A copy of your emergency plan
Names of all those with key functions in an emergency
Miniplans and checklists for key personnel
Updated list of staff (and volunteers) with phone numbers
List of communication and transportation resources
Maps (of facility and of city or surrounding area)
Directions for shutting off gas, water, pilot lights etc.

A weeks supply of all forms needed to provide your primary services and to maintain agency and employee records
Office supplies (notebooks, pens, staplers, etc.)
Laptop computer and power supply, along with updated copies of files
Spare cellular phone or other communications equipment, if any
Extra fire extinguishers
Flashlights and spare batteries
Warm clothing and blankets for staff
First aid kits
Water and purification tablets or bleach (with instructions). If you are running a kitchen you will need extra water for washing, even if you do use plastic and paperware.
High-energy snack food for staff and volunteers
Assorted hand tools, including wrenches for turning off gas and water

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.

Plan and mark evacuation routes.
Mark shut off valves for water and gas, and the master electrical switch.
When possible, store flammable (cleaning supplies, etc.) outside main building.
Secure cabinets, shelves etc. to a structural support (not to a plaster wallboard).
Don't store heavy objects on high shelves or on top of cabinets.
Be sure wall mounted objects (clocks, pictures) are secure.
Fragile items on shelves should be tied down with fishing line or held in place with velcro on the bottom of the item and on the shelf. Yes, the glue my permanently mar the surface.
If you must hang plants from the ceiling, make sure they are not connected only to a false ceiling and that they won't sway enough to break windows or hit anything.
Secure cabinet doors (especially those with fragile items) with sturdy latches.
Secure computers to desks with heavy-duty velcro or with raised strips of wood trim.
Strap hot water heater to wall.
Block stoves and other appliances so they can't slide, and use flexible gas lines.