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Preparing Your AmeriCorps Team For Disaster: Understanding COOP

Preparing Your AmeriCorps Team For Disaster: Understanding COOP. De Flounlacker Consultant, DPE. Learning Objectives. What is a Continuity of Operations Plan. Why having a COOP is important. What key elements you should consider including in your program’s COOP.

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Preparing Your AmeriCorps Team For Disaster: Understanding COOP

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  1. Preparing Your AmeriCorps Team For Disaster: Understanding COOP De Flounlacker Consultant, DPE

  2. Learning Objectives What is a Continuity of Operations Plan. Why having a COOP is important. What key elements you should consider including in your program’s COOP.

  3. Federal statistics show that, of all businesses that close following a disaster … More than 43% never re-open. An additional 29% permanently close after two years. Source: Be Ready Alliance Coordinating For Emergencies

  4. Your program’s COOP is not contacting your host organization or California Volunteers to find out what they want your program to do after a disaster.They don’t have the answers.YOU DO!

  5. Continuity of Operations Planning (COOP) A document & a process in which your organization readies itself to deal with any emergency that might impact its ability to continue normal operations. COOP prepares you to continue or resume normal operations after a disaster.

  6. Simply put …COOP is all about how your program will continue to do business if impacted by a disaster.

  7. Table Exercise A major earthquake has hit your area. Cell phones, landlines & Internet service is unavailable. Your member worksite has received major damage and is closed until further notice. The community has sustained severe damage. One of the areas hardest hit is where 50% of your members live. What is the first thing you do? How will you communicate with your: Members Lead Agency Host Service Site What will your members do in service? Other ideas?

  8. Mission Essential Functions Elements of a Comprehensive COOP Logistics/Admin. Vital Records/ Info. Tech Security People Hazard, Risk & Vulnerability Assessment Authority/Succession Direction & Control Insurance Facilities/Equipment Current Resources & Capabilities Community Relations Services/Supplies/ Products Communications

  9. Our Focus Vital Records/ Info. Tech Logistics/Admin. Communications People Services/Supplies/ Products

  10. What You Need MOST Member - Individual Organization - Administration Service - Work Team – People

  11. Member(Individual) The Basics Food Sleep Shelter Other Family Obligations Bills to pay What changes if a disaster strikes?

  12. Organization(Administration) Office Vital records & information Policies & Procedures Payroll Communications with vendors, suppliers & host organization (if applicable) What changes if a disaster strikes?

  13. Service(Work) Service location site Communications with vital contacts related to service People served by your Corps What changes if a disaster strikes?

  14. Team – Your Corps(People) Communication with members The usual human resource challenges Everyday morale & welfare What changes if a disaster strikes?

  15. Our Focus Vital Records/ Info. Tech Logistics/Admin. Communications People Services/Supplies/ Products

  16. Communications With Members & Staff Provide information to members about what to do during disasters; include in orientations & in-service meetings. Phone Trees or Call Down Lists Emergency Contact Info If phones are out of service, a pre-designated time & location to meet. With Your Organization’s Key Contacts & Your Host Site for Service After Hours & Emergency Contact Information Their COOP & your program’s role

  17. Vital Records Types of Records to Consider Program Data Member Information Grant Documentation Considerations Electronic data should be backed up routinely & stored off site Store records in fire-proof safe or cabinet. ALWAYS be mindful of confidential information.

  18. Logistics / Administration Access Information Office & secure data Payroll Alternate Office Location Easily accessed Outside of potential disaster area Go Kit – what should it contain?

  19. Services Alternative sites to conduct service Needs of those you serve may change Can you alter your way of doing business to help them? What steps have to be taken to do so. Funding implications? Host Site for Service Do they have a plan for changing the way they do business following a disaster?

  20. People Members & Staff Personal Preparedness Special Needs Obstacles to service & ways to mitigate Make a plan for fewer people You Are you prepared?

  21. Key Stakeholders Program Director Program Coordinator Member Host Service Site Contact Host Organization for Corps Human Resource Contact Others?

  22. Local Resources Human Services Assistance Food Bank United Way Information & Referral Services (2-1-1) Centers for Independent Living Faith Based Organizations Volunteer Centers Disaster Information Local Office of Emergency Management (OES) American Red Cross Voluntary Organizations Active in Disasters (VOAD)

  23. COOP Resources Volunteer Florida - www.volunteerflorida.org/emergencymanagement/publications.html Miami Dade Emergency Management and the Alliance for Human Services- http://alliance4hs.org/COOP.WP.doc The NonProfit Roundtable of Greater Washington – www.nonprofitroundtable.org Grantsmanship Institute – www.grantsmanshipinstitute.com

  24. Semper Gumby! Remember… attitude, adaptabilityandflexibilityare the fundamental requirements for organizational survival. Source: University of Wisconsin, Green Bay Center for Organizational Studies, 2001

  25. Questions or Comments? Thank you! De Flounlacker flounlacker@gmail.com

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