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

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

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.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

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.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Simply put … COOP is all about how your program will continue to do business if impacted by a disaster.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Elements of a Comprehensive COOP

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Our Focus

Preparing Your AmeriCorps Team for Disaster: Understanding COOP What You Need MOST Member - Individual Organization - Administration Service - Work Team – People

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Member (Individual) The Basics  Food  Sleep  Shelter Other  Family Obligations  Bills to pay What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Organization (Administration) Office Vital records & information Policies & Procedures Payroll Communications with vendors, suppliers & host organization (if applicable) What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Service (Work) Service location site Communications with vital contacts related to service People served by your Corps What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Team – Your Corps (People) Communication with members The usual human resource challenges Everyday morale & welfare What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Our Focus

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Logistics / Administration Access  Information  Office & secure data Payroll Alternate Office Location  Easily accessed  Outside of potential disaster area  Go Kit – what should it contain?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP People Members & Staff  Personal Preparedness  Special Needs  Obstacles to service & ways to mitigate  Make a plan for fewer people You  Are you prepared?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Key Stakeholders Program Director Program Coordinator Member Host Service Site Contact Host Organization for Corps Human Resource Contact Others?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP 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)

Preparing Your AmeriCorps Team for Disaster: Understanding COOP COOP Resources Volunteer Florida - ent/publications.html ent/publications.html Miami Dade Emergency Management and the Alliance for Human Services The NonProfit Roundtable of Greater Washington – Grantsmanship Institute –

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Semper Gumby! Remember… attitude, adaptability and flexibility are the fundamental requirements for organizational survival. Source: University of Wisconsin, Green Bay Center for Organizational Studies, 2001

Preparing Your AmeriCorps Team for Disaster: Understanding COOP Questions or Comments? Thank you! De Flounlacker