What are vulnerable populations? The Emergency Management National Response Framework says “special needs” populations may have additional needs before, during and after an incident in functional areas, such as: Maintaining independence Communication Transportation Supervision Medical care They are often constrained by: Poverty Physical or mental disability Health issues Low English proficiency Transportation disadvantage Age and especially by combinations of these. Focus on Functional areas: Many people who may need additional help in an emergency may not consider themselves as having special needs or as being disabled. In addition, many people may develop impairments of various types during an emergency. Focusing on the functional needs is more inclusive and less likely to leave people behind. TCRP A-33 Communications with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Communication with Vulnerable Populations Is the Law The Americans with Disabilities Act The Stafford Disaster Relief and Emergency Assistance Act as amended Executive Order 13347 SAFETEA-LU Homeland Security Presidential Directive 5 One of the basic premises of our project approach is that there are lots of documents and requirements saying agencies “should be” reaching out to vulnerable communities, and working with CBOs and others to do this- but to date there has not been a lot written on HOW to do that- how is an emergency management agency, or transportation agency or other, in this time of tight budgets and increased demand, supposed to figure out who to talk to, what to say (and what not to say), and what is likely to work, without hiring a bunch of new people. That is why, in our literature review and our interviews, we focused on “how to” information, as well as both successes and lessons learned. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Washington Times headline upon release of National Council on Disability report, August, 2009 Vulnerable populations represent significant elements of our communities. All of us are vulnerable at some point in our lives. Many of us have children or grandchildren, elderly parents , siblings, spouses, partners, friends, who may need extra assistance in emergencies. When we are planning for vulnerable populations we are also planning for ourselves and our loved ones. This headline in August 2009 was reporting the findings of the National Council on Disability report, identifying significant unmet needs. This came out about two weeks before the start of our project, which is under the auspices of the Transit Cooperative Research Program. TCRP A-33 is entitled: Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit. I am the Principal Investigator. My co-principal investigator, Jane Mobley of Jane Mobley Associates, was not able to be here. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Impossible or at least hugely expensive? How can it be done? It’s all about collaboration Existing agencies- local and state government agencies, community based (CBOs), faith-based (FBOs) and non-government or non-profit organizations (NPOs) are already in the field working with a host of vulnerable populations. Many don’t know about transportation and emergency management, and transportation and emergency managers don’t know about them. The Toolkit is a step-by-step process of getting into existing networks or setting up a communication network with other organizations that will help reach vulnerable populations One of the basic premises of our project approach is that there are lots of documents and requirements saying agencies “should be” reaching out to vulnerable communities, and working with CBOs and others to do this- but to date there has not been a lot written on HOW to do that- how is an emergency management agency, or transportation agency or other, in this time of tight budgets and increased demand, supposed to figure out who to talk to, what to say (and what not to say), and what is likely to work, without hiring a bunch of new people. That is why, in our literature review and our interviews, we focused on “how to” information, as well as both successes and lessons learned. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Public Communications Security Coordination, Vulnerable Populations CBOs NPOs FBOs Public Communications (customary conduit) Public Health (emerging partner) Environmental Justice Initiatives TRCP A-33 Emergency Management Transportation Evacuation, Security Coordination, All Phases Emergency Planning We know that community-based organizations, faith-based organizations, and non-profit organizations, as well as agencies other than emergency management and transportation, already have deep roots in communities, and are the logical partners for communications with vulnerable populations. We know that transportation has long been a resource for EM. But EM probably doesn’t know about transportation’s outreach to vulnerable populations for long range planning in Environmental Justice programs, and may not be aware of the full range of transit, paratransit, rural transit, and social service / agency on aging/ meals on wheels and other mobility-related organizations. Similarly, though EM may have had limited outreach to vulnerable populations through public communications, and possibly through public health, rarely has this been matched up with transportation until this project. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Four Steps and the Tools to Do Them Executive Summary Introduction Chapter 1: Gather Information Tools Additional Information Chapter 2: Build or Add to a Network Chapter 3: Communicate Through the Network Tools Additional Information Chapter 4: Sustain the Network Conclusion, Glossary, Resources TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

What it is (and isn’t) Plans aren’t worth the paper they are written on. The relationships you build while making those plans are golden. - Houston veteran of Hurricanes Katrina and Rita The toolkit does not provide specific messages for emergency planning, response & recovery. It lays out a process for building the collaborative partnerships necessary to communicate messages & implement activities in any locale. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Chapter 1: Gather Information 1. Get started Transportation & Emergency Management begin to talk- is there a champion? is leadership buy-in needed? 2. Collect population information- define, locate vulnerable pops. 3. Assess hazards & community vulnerability 4. Assess agency resources- current plans? committees? staff? 5. Identify existing networks- e.g. United We Ride, community service links 6. Keep a contact list TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Chapter 1 Tools Securing leadership buy-in (memo template, tips for handling resistance) Tip sheet on identifying vulnerable populations (research & factfinding, community engagement) Working with metropolitan planning organizations Rural planning organizations Potential network partners (list) Network contact database (template) Preliminary contact info. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Pointers: Getting off to a good start Do some initial homework on who is in your community Are you the champion? Can you find one? Is your leadership leading the way or in the way- if the latter, get them on board- gradually if necessary Look at your transportation and emergency plans– are vulnerable populations specifically included? Look for existing networks- who knows who, why do they meet, when do they meet? Keep the names! TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 11

Chapter 2: Build or Add to a Network Begin outreach to key personnel Plan 1st meeting Manage meeting logistics Conduct the meeting Update contact list 6. Plan next steps 7. Transition to an organized network 8. Set parameters 9. Choose a name for the network 10. Document the work TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Chapter 2 Tools Network fact sheet Sample invitation Meeting accommodation form Planning accessible meetings Accessible meeting facility checklist Meeting agenda template Making meetings work tip sheet (intros, discussion ?s, etc.) Sample presentation outline Sign-in form (template) Follow-up memo template Goals and objectives template TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Pointers: Building the Network Make your meetings meaningful, inclusive, and accessible to all As you transition to a more formal, organized network, it may help to: Establish / adopt the purpose for the network Communicate the network’s benefits Create an organizational framework Develop a plan for working together (who does what, how often do we meet, by phone, etc.) Define network goals & objectives Establish requirements for participating in the network TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 14

Chapter 3: Communicate Through the Network Define communication procedures Establish communication roles & responsibilities Assess communication resources (questions to help identify and evaluate resources including registries) 4. Reassess hazards & community vulnerability 5. Plan for communicating about transportation 6. Test the network 7. Communicate through the network 8. Document the work TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Chapter 3 Tools Network member roles and responsibilities Network member planning checklist Communication channels by sector Registries fact sheet (pros and cons on different types) Communicating with vulnerable populations tip sheet (appropriate & diverse channels, keeping messages simple, adapting messages, etc.) How to conduct a network test Alert template TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Pointers: Using the Network Ask questions to establish procedures What does it mean to activate the network? Who can activate it? When will it activate? How will network members be notified? How can network partners communicate back “up the line”? ?s to define roles and responsibilities What will members be asked to do when they receive an alert? What happens outside of work hours? Are the roles of public sector partners different from voluntary and private sector communication roles? TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 17

Chapter 4: Sustain the Network Engage network members regularly Update network contacts Look for opportunities to expand the network structure Strategically grow the network Form agreements Equip network members to perform their roles Evaluate policy implications Establish common terminology Evaluate & improve the network Document the work TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Chapter 4 Tools Social media tip sheet Contact information update Forming agreements tip sheet (MOUs, etc.) Network-building checklist Post-event evaluation tool Performance measures for communicating with vulnerable populations Designing & implementing baseline & post-activation surveys tip sheet TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Pointers: Sustaining the Network Keep it going Convene periodic meetings with at least 1 face-to-face / year Regular conference calls Use technology- website, listserv, social networking Update contacts at least annually, preferably quarterly Keep it growing Expand structure with committees, advisory panels, subgroups- take on projects, new partners Evaluate the list for gaps, ask members to recommend new members, reach out TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 20

More Pointers on Sustaining Equip members to perform their roles Individual preparedness Continuity of operations plans Backup communication devices, power sources Alternate language translation, sign interpretation services Evaluate & improve Exercise network regularly Develop performance measures Conduct annual survey Evaluate after an event requiring activation Invite network members to participate in “mainstream” exercises TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 21

Conclusion, Glossary, Resources Additional resources: Demographic & database research- more detailed source information Functional needs additional help matrix: responses to each major threat (evacuate, shelter, other) arrayed with functional needs Introduction to Emergency Management: Terms and Organization – help orient non-EM people Emergency planning exercise design fact sheet – help orient non-EM people as to what to expect TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

Final Lessons Learned On a day-to-day basis, people that have full communications and mobility capabilities do not think about the people who may not. Key lesson 1: Inclusive planning is essential. Include representatives of and advocates for diverse groups of vulnerable people (not stand-ins!) in planning and exercises. Your network will help you find volunteers! Volunteers with service animals, mobility devices (from walkers to scooters), who have limited English skills, are deaf/ hard of hearing, blind / with limited vision, and with moderate cognitive disabilities will provide much more realistic trials and clearance times and will help figure out “what is missing” before the emergency. Key lesson 2: All successful planning for emergencies is local. TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

For More Information Website address Deborah Matherly, Principal Investigator, The Louis Berger Group, Inc. dmatherly@louisberger.com Jane Mobley, Co-Principal Investigator, Jane Mobley Associates jmobley@janemobley.com TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 24