Disaster Preparedness Stories and Lessons Learned from Harvey

Getting Organized Gaining information on the disaster preparedness preparation process Appointing committee members to serve on a Disaster Preparedness Committee Determining the scope of the committee by examining strengths and weaknesses in response to previous disaster events Understanding basic responsibilities before, during, and after a disaster Scheduling a tabletop exercise and full scale drills at least annually to review and update the disaster plan

Establishing a Disaster Planning Committee Keep the committee small Look for Members that have specific experience Appointing Committee Members How long will members serve Importance of having a coordinator How will this committee fit into the current structure of the organization Scope of the Committee Set realistic goals in planning for disasters What programs does the organization have to help the community during the disaster Goal Setting

Preparedness: Planning for the organization and community served Profiling the Organization Analyzing the organization’s facility Documenting the organization’s daily activities Organizational Staff Communication Volunteers Profiling the Community Served

Analyze the Organization’s Facility Blueprints of facility are current and accurate Mark isolation switches (Water, Electrical, Gas) Understand the HVAC system (air, heat, fans, etc.) Survey each room Mark exits Mark Outside doors Smoke detectors Fire suppression equipment Could the room be labeled as a safe room in an emergency Electronic equipment Furniture Have any modifications been made that are not current on the building plans

Organization’s Daily Activities Create a detailed master schedule Determine staff to update the master schedule of program activities Process for closing and verifying building is empty each day Is there a procedure checklist that is followed

Organizational Staff Communication Phone Tree Make sure staff contact list is current and accessible Assign key staff members the names of two or three other staff members they are responsible for calling in the event of an emergency Executive Director Medical Clinic Director Nurse Practitioner Registered Nurse Dental Clinic Director Dentist Receptionist Volunteer Coordinator Volunteer Community Health Program Manager Community Health Worker After School Children’s Care

Volunteers Create a Talent Bank of volunteers (survey, questionnaire) Identify and make a resource list of volunteer organizations in your area Food Bank Red Cross Shelters Relief Teams Americares Direct Relief Rotary Clean Up and Construction Teams Faith Based Organizations Determine how you will mobilize volunteers Designated Volunteer Coordinator Screen Volunteers

Profiling and Serving the Community Look back at past disasters Location (floodplain, hurricane evacuation zone) Identify key staff that will be responsible for checking on most vulnerable clients Communication to clients of resources and status of organization

Protecting Property of the Organization Routine Maintenance (maintenance checklists) Storing and Protecting Organizational Records Record Retention and Destruction Policy Protecting Computer Hardware and Software Inventory and Document systems (Inventory of assets, Network Configuration Diagram, Hardware Configuration list, Software Applications list, Recovery Priority list) Backups Contact/ Vendor List Security Environment

Lessons Learned Social Media in a Disaster Develop Programs that educate clients on disaster preparedness Plan for mental health needs for patients and staff Direct Assistance Needs Networking before the disaster with other non-profit organizations Evaluate Insurance coverage

Contact Information: Lauren Rahe, CMPE, CCHW Executive Director Ubi Caritas Health Ministries Phone (409) 832-1924 x 103 Email: lbrahe@ubicaritas.org