AFFORDABLE MULTI-FAMILY HOUSING ORGANIZATIONS CREATING A DISASTER RESPONSE STAFFING PLAN THROUGH ADOPTION OF ICS Presentation to the Learning Collaborative for Housing Resilience Enterprise Community Partners May 16, 2014

Thank you to our Partners! Bailey House Jewish Association Serving the Aging (JASA) Housing and Urban Development (HUD) “TBD”

Why Use ICS? FAMILIAR day-to-day routines UNFAMILIAR Disaster response roles

What is the Incident Command System Incident Command System (ICS) Developed by emergency planning professionals Systematic tool used for command, control, and coordination of emergency response Customizable for any organization Guidelines for disaster response roles, responsibilities and tasks Job Action Sheets and protocol checklists Used by all Federal, State, City agencies

LIFE AND SAFETY

ICS Concepts Knowledge of overall emergency preparedness by ALL levels of an organization Knowledge of ICS roles and tasks by ALL staff Common Operating Picture Effect disaster is having on residents, staff, and building structure is widely known. Situational Awareness Time periods before, during, and after the storm during which the ICS is implemented. Discussed in terms of hours “out,” the event, and hours post. Operational Periods Promulgated by Federal Emergency Management Agency (FEMA) to guide government planning and training Sets expectations of performance Capabilities

Core ICS Capabilities Coordination Cooperate across departments to solve problems Work in “unified” manner with external stakeholders including vendors, Board members, press and government agencies Communication Protocols, equipment and systems to stay connected with Staff External stakeholders Information Sharing Collect and share disaster-related data internally Situational Awareness as disaster unfolds

ICS Goals for Affordable Housing Organizations Building Protection Safe housing environment provided to residents Resident Engagement Residents able to prepare for themselves Continuity of Operations Key business operations function throughout the disaster

Steps to Deploying ICS for an Organization Facilitate Tabletop Training Step 1: Choose a Scenario for TabletopStep 2: Conduct Tabletop Step 3: Learn from Tabletop Training to Refine Plan Customize Job Action Packets Step 1: Understand How to Read a Job Action SheetStep 2: Customize the Job Action Packets Assign Incident Command System (ICS) Roles Step 1: Review ICS Roles Recommended for Housing Organizations Step 2: Develop an ICS Chart That Works for Your Organization Step 3: Assign Staff to ICS Roles

BASIC INCIDENT COMMAND SYSTEM STRUCTURE: AT THE BUILDING LEVEL INCIDENT COMMANDER HOUSING CHIEF TEAM LEADER: RESIDENT ENGAGEMENT TEAM LEADER: BUILDING PROTECTION LOGISTICS CHIEF ADMIN/FINANCE/BUSINESS CONTINUITY CHIEF TEAM LEADER: IT AND TELECOMUNICATIONS TEAM LEADER: HUMAN RESOURCES EXTERNAL COMMUNICATIONS LIAISON

Steps to Deploying ICS for an Organization Facilitate Tabletop Training Step 1: Choose a Scenario for TabletopStep 2: Conduct Tabletop Step 3: Learn from Tabletop Training to Refine Plan Customize Job Action Packets Step 1: Understand How to Read a Job Action SheetStep 2: Customize the Job Action Packets Assign Incident Command System (ICS) Roles Step 1: Review ICS Roles Recommended for Housing Organizations Step 2: Develop an ICS Chart That Works for Your Organization Step 3: Assign Staff to ICS Roles

What is a Job Action Sheet? A Job Action Sheet, or JAS, is a tool for defining and performing a specific emergency response functional role. Remember, the tasks on the Job Action Sheet can be amended to fit the situation by adding or deleting tasks.

How to Read a Job Action Sheet

Customizing Job Action Sheets Word Document Recommended Tasks and Activities – Keep the tasks that can be done – Modify the ones that are too challenging – Delete if not applicable Address each capability & meet AHO Goals

Example: HOUSING OPERATIONS CHIEF

Role of the Housing Chief Call up Job Action Sheet

ICS HOUSING READINESS REPORT: BUILDING PROTECTION An Excel Sheet that displays important disaster-related information used by the TEAM LEADER – BUILDING PROTECTION ICS HOUSING READINESS REPORT: BUILDING PROTECTION Property NameAddressDirectorphone Evacuation Zone Buildings Floors per Building Units # of Tenements # of Elevators Generators Housing Staff Other Programs Elevator Shutdown Time BLDG small Home Depot BLDG small Home Depot BLDG 3 45/5/5/ portable BLDG BLDG stationary, 1 portable BLDG portable BLDG 7 217/ portable BLDG 8 322/22/ stationary

Questions?

Next Steps  Sign up to Pilot Tool  Focus Group Call will be set up