Inclusive Emergency Planning: Lessons to Apply Part 1 of 2 North Carolina Emergency Management Fall Conference , Sunset Beach, NC v

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3 Few have emergency response contractual obligations Registries Smart 911, PERS, etc People in residential facilities 1.5% [mandated plans]

 With scooter  No assistance needed  Without  Assistance  Walking  Getting to food  Water  Restroom  Provide walker etc.

 With wheelchair  Needs assistance  Dressing, showering  Transportation  Without wheelchair  Needs assistance  Mobility, seating, positioning, transferring  Feeding,

Lessons Observed: Part 1 1. Just do it! 2. Everyone has responsibility, but there has to be designated leads 3. Create inclusive & integrated plans, processes, & procedures 4. Get everyone at planning table 5. Create jurisdiction wide ADA guidance first 6. Details need to be in SOPs 7. Create & update vendor lists 6

Lessons ObservedNOT yet learned JUST lessons observed & documented, not learned …. until they are lessons repeatedly applied, so they are eventually learned! June Isaacson Kailes, Disability Policy Consultant 7

Lesson 1: It is easier to JUST DO IT than to fight it! 8  takes much less:  time  money

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Lesson 1: Just do it!  Good faith efforts is what counts, & what’s important  Your liability to do nothing is FAR greater than your liability to do something! June Isaacson Kailes, Disability Policy Consultant 11

Civil Rights Compliance 12  You should & can pass ADA, 504, & Stafford Act obligations via contract & MOUs  But this does not mean you relinquish responsibilities for oversight & compliance  Responsibility remains yours as the contracting entity

Lesson 2: Everyone has responsibility, but there has to be designated leads!!!! There was an important job to be done and EVERYBODY was sure SOMEBODY would do it. ANYBODY could have done it, but NOBODY did it. SOMEBODY got angry about that because it was EVERYBODY'S job. EVERYBODY thought ANYBODY could do it but NOBODY realized that EVERYBODY wouldn't do it. It ended up that EVERYBODY blamed SOMEBODY when NOBODY did what ANYBODY could have done! Anonymous 13

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ADA Roles and Responsibilities – All Levels = Most Success 15

Lesson 3: Create inclusive & integrated plans, processes, procedures  Not separate  Detail resource capacity building so plans are inclusive, executable, & include providing services, supplies & equipment.  Capability & redundancy developed so integration is realistic & workable. 16

To maintain health, safety and independence: PLANNING CAN’T BE DONE IN SILOS 17

Incorporating Core Principles / Civil Rights Protections  Equal Opportunity  Inclusion  Integration  Physical Access  Equal Access  Effective Communication  Program Modifications  No Charge Slide 2.18

Lesson 4: Get everyone at the planning table  All departments  Guesses & assumptions get exposed & corrected  Avoids symbolic, cubicle & vacuum planning 19

Who should be involved beyond Emergency Management? Aging Services Animal Services Building and Safety Transportation Utilities ADA Oversight Procurement and Contracting Housing Information Technology Fire Department Police Department Airports Planning Port Public Works Recreations and Parks Voluntary Organizations Active in Disaster Community Based Organizations Private Businesses Faith Based Community 20

Real Planning: When we talk to each other often, including stakeholders, it’s striking the guesses & assumptions that get exposed & corrected, via real planning, as opposed to symbolic planning, cubicle planning & planning in a vacuum! We all should acknowledge that vacuum planning sucks! June Isaacson Kailes, Disability Policy Consultant 21

Lesson 5: Creation of Jurisdiction wide ADA Guidance first  Identify areas of jurisdiction-wide application  Determine jurisdictional roles and responsibilities for development  Identify areas that crosswalk  Develop templates for consistency  Don’t reinvent the wheel  Training 22

ADA Guidance – Major Building Blocks  Inclusionary, Accessible Messaging and Effective Communication  Meetings and Public Events ADA Accessibility Checklist  CART, Sign Language, Audio, Braille, Digital and Large print request process  PIO Coordination Re: Communication Access Responsibilities & Coordination with DAFN Technical Specialist  Press Conference Procedure Checklist  Web Accessibility Procedures [Section 508 Standard] Public TV Channel Guidelines  Pictograms and whiteboards [for all applicable departments] 23

Lesson 6 :Details need to be in SOPs  Can have significant lack of detail to validate processes for operationalizing statements made in Annexes & EOP 24

Developing Plans / SOPs  Why  Purpose?  Who  Responsible for: developing plan? executing plan?  What  Process to accomplish?  Agreements, MOUs?  Necessary resources, equipment and personnel?  Where  Applicable under what circumstances?  When  To execute plan?  How  To accomplish tasks listed?  To carry out plan? 25

Ensuring Plan Capability - Resource Management  What do you need?  Where do you get it?  How do you get?  How do you manage it?  How do you track it?  How do you request it in a disaster?  How do you demobilize it?

Shelter Planning Example: Digging Deeper 27

Lesson 7: Create & update vendor lists  Identifying appropriate vendors  Contracts & MOU’s  Emergency language (24/7. POC, backup)  Redundancy  Geographic diversity (local, regional and national)

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Part 2 & beyond: 30  Conducting gap analysis  Creating & sustaining community partnerships  Providing training / exercises: steady state & just in time -- tools, job aids, checklists  Putting it all together  Inclusive preparedness information  Alerts & warnings  Evacuation & transportation  Animals  Recovery  & much more  Sustaining it

Resources training: 31  E0197 Integrating Access and Functional Needs into Emergency Planning 2 days  Search for Emergency Management Institute (EMI), at National Emergency Training Center (NETC) for dates/ locations  Provides those responsible for Emergency Planning with:  Utilizing disability and access and functional needs- inclusive practices  Updating skills and knowledge to prepare for, respond to, and recover from emergencies  IS-368: Including People With Disabilities & Others With Access & Functional Needs in Disaster Operations Interactive Web Based Course 2 hoursInteractive Web Based Course

Resources: 32  Checklist for Integrating People with Disabilities and Others with Access and Functional Needs into Emergency Planning, Response & Recovery, 2014   Emergency Registries for People with Disabilities and Others with Access and Functional Needs, 2014 

Resources: 33  Webinars:  Inclusive Emergency Planning – Lessons from the City of Los Angeles Lawsuit 12/14  Registries: Its not about the list! 9/14  Nontraditional Emergency Shelters and People with Disabilities 5/14  Oakland's Journey from Emergency Management Defendant to Model City for Inclusionary Practices 1/14  Using FEMA's Functional Needs Guidance in Shelters 6/13

Request for samples of materials from The City of Los Angeles: 34 Send requests via or letter to:  Emergency Management Department  200 N. Spring Street, Room 1533  Los Angeles CA  Attn: Paul Hernandez Disability & Access & Functional Needs (DAFN) POC   If request is for material created by another City agency, it will be forwarded to that department's primary DAFN lead.

Lessons Observed: Part 1 1. Just do it! 2. Everyone has responsibility, but there has to be designated leads 3. Create inclusive & integrated plans, processes, & procedures 4. Get everyone at planning table 5. Create jurisdiction wide ADA guidance first 6. Details need to be in SOPs 7. Create & update vendor lists 35

We are all faced with a series of great opportunities brilliantly disguised as impossible situations. Charles R. Swindoll 36