Mining Through a Disaster

1. Mining Through a Disaster AIRS Conference 2009

2. Where did I get my information? A Compilation of Resources AIRS Tool Kit Disaster Response Team National VOAD EOP FEMA IS Courses Local Emergency Managers My Experiences

3. What tools do I need as an Information and Referral Service to plan for Disasters? Emergency Operations Plan Continuity of Operations Plan (Contingency Plan) Memorandum of Understandings (MOUS/SOUS) Position Play Books To-Go Kits

4. Emergency Operations Plan~ Guide for All-Hazard Emergency Operations Planning • Assigns responsibility to individuals for carrying out specific actions at projected times and places in an emergency that exceeds the capability or routine responsibility of the agency. • Sets forth lines of authority and organization’s relationships, and shows how all actions will be coordinated. • Describes how people and property will be protected in emergencies and disasters. • Identifies personnel, equipment, facilities, supplies, and other resources available – within the jurisdiction or by agreement with other jurisdictions – for use during response and recovery operations. • Identifies steps to address mitigation concerns during response and recovery activities.

5. Emergency Operations Plan~ Guide for All-Hazard Emergency Operations Planning What an EOP is not Preparedness Plans – Plans that include the process and schedule for identifying and meeting training needs (based on expectation created by the EOP); the process and schedule for developing, conducting, and evaluating exercises, and correcting identified deficiencies. Results of these efforts should be incorporated in the EOP as assumptions. Recovery Plans – The EOP should provide for a transition to a recovery plan and for a stand-down of response forces. Administrative Plans – Plans typically dealing with internal processes. Plans for financial management, personnel management, records review, and labor relations activities. Mitigation Plans – Plans that strategize how to mitigate certain hazards. Mitigation plans are relevant to an EOP especially aimed at reducing the long-term risk to human life and property.

6. Emergency Operations Plan~ Guide for All-Hazard Emergency Operations Planning Plans vs Procedures • Information and “how-to” instructions can be written as Standard Operating Procedures (SOP’s). These are annexed to the EOP or referenced as deemed appropriate. • Make sure that you work with senior representatives within your organization to ensure that SOP’s needed to implement your EOP do in fact exist and do not conflict with the EOP or one another. • SOP’s provide the means to translate organizational tasking into specific action-oriented checklists that are very useful during emergency operations. Normally, SOP’s include checklists, call-down rosters, resource listings, maps, charts, etc and give step-by-step procedures for notifying staff, obtaining and using equipment, obtaining mutual aid, communicating with off site staff, etc.

7. Emergency Operations Plan Section 1 – Emergency Response • An Information and Referral Call Center has three levels of response in accordance to disaster response and recovery: • National Response • State Response • Cross Regions • State-Wide • Local Response • Emergency Operations Plan • Contingency Operations Plan • Formal Relationships with Government and Private Sector Emergency Operations and Relief Agencies • Pre-and Post Disaster Database • Disaster-Related I&R Service Delivery • Disaster-Related Inquirer Data Collection/Reports • Disaster Training and Exercise

8. Incident Commander NIMS/ICS Organization Chart Information & Referral Call Center Emergency Manager Public Information Officer Safety Officer Liaison Officer Logistics Section Finance Section Operations Section Planning Section Emergency Data Manager Volunteer Manager Volunteer Logistics Volunteers Emergency Call Specialists Mental Health Specialists

9. Contingency Operations Plan (COOP)~ FEMA COOP course What is COOP? • Coop is an effort for agencies to ensure continuity of their essential functions across a wide range of emergencies and events. Why Develop a COOP Plan • COOP planning is good business; it requires personnel to review the functions that are truly critical to the agency. COOP planning also requires agencies to: • Consider the threats that could impact the office and plan for them. • Determine the vital information, personnel, and other resources required to continue the agency’s essential functions. • Plan for the safety of al personnel.

10. Contingency Operations Plan (COOP)~ FEMA COOP course Benefits of COOP Planning • Anticipate events and necessary response actions. • Adapt to sudden changes in the operational environment. • Improve performance through the identification of essential functions, work processes and communication methods. • Improve management controls by establishing measures for performance. • Improve communication to support essential functions throughout the agency.

11. Contingency Operations Plan (COOP)~ FEMA COOP course COOP Planning Considerations • Be capable of implementing your COOP plans with and without warning. • Be operational no later than 12 hours after activation. • Be capable of maintaining sustained operations for up to 30 days. • Include regularly scheduled testing, training, and exercising of personnel, equipment, systems, processes, and procedures used to support the agency during a COOP event. • Provide for a regular risk analysis of current alternate operating facilities. • Locate alternate facilities in areas where the ability to initiate, maintain, and terminate COOP is optimal. • Take advantage of existing agency field infrastructures and give consideration to other options, such as telecommuting, work-at-home, and shared facilities. • Consider the distance of the alternate facility from the primary facility.

12. Contingency Operations Plan (COOP)~ FEMA COOP course What a COOP is not Occupant Emergency Plan (OEP) – OEP’s are intended to ensure the safety of personnel in the event of an incident inside or immediately surrounding an agency’s building. For example, the OEP would be implemented in the event of a minor fire that required evacuating the building or if an emergency occurred outside the building that required sheltering in place. Depending on the emergency, the COOP plan may be implemented at the same time as the OEP.

13. Contingency Operations Plan (COOP) Section 2 – Essential Functions

14. Go-Kit & Playbooks • Designed as grab and go procedures for a call center response environment. • Books that are laid out in a precise manner of the duties that need to be completed • Created in ICS format • Can be used in your local information and referral center or as a supplement if deployed or evacuated to another center.

15. Section 3 – Go-Kit

16. Playbooks Section 4 – Emergency Manager Playbook Section 5 – Public Information Officer Playbook Section 6 – Liaison Officer Playbook Section 7 – Operations Section Playbook Section 8 – Volunteer Management Training Module Section 9 – Volunteer Training Manual Section 10 – Planning Section Playbook Section 11 – Logistics Section Playbook Section 12 – Finance Section Playbook

17. Appendices • Memorandums of Understandings (MOUS) / Mutual Aid Agreements (MAA) • Table Top Drills • ICS Forms (blank forms to copy)

18. Thank You Tracy Hays(970) 407-7051thays@uwaylc.org 2009