1. The key to emergency preparedness in the keystone state
PaCRN:
Preparing Pennsylvania’s Cultural Resources
The key to emergency preparedness in the keystone state

2. Funders

3. About CCAHA Conservation treatments Custom housing and framing
Digitization and facsimiles
Preservation Services

4. Heritage health index
Institutions with No Emergency Plan with Staff Trained to Carry It Out
Collections at Risk Because Institutions Do Not Have Emergency Plans
Images courtesy of A Public Trust at Risk: The Heritage Health Index Report on the State of America’s Collections © 2005 Heritage Preservation, Inc.

5. Heritage health index
Institutions with No Emergency Plan with Staff Trained to Carry It Out (by governance)
Institutions with No Emergency Plan with Staff Trained to Carry It Out (by region)
Mid-Atlantic
80%
Northeast
77%
Southeast
Midwest
Mountain-Plans
83%
West
81%
Nonprofit
84%
Federal
70%
State
73%
County
76%
Municipal
Tribal
Data courtesy of A Public Trust at Risk: The Heritage Health Index Report on the State of America’s Collections © 2005 Heritage Preservation, Inc.

6. Pennsylvania preservation planning
Respondents to Online Survey

7. Emergency planning in Pennsylvania's cultural institutions
Institutions with Emergency Plans

8. How can ccaha help?
Assistance in creating/writing an institutional emergency plan
Hands on training
Providing risk and/or security assessments for institutions

9. The Pennsylvania cultural resilience network
PaCRN

10. About pacrn Three-year project
Funded by the Institute of Museum and Library Services
Aim: to move emergency preparedness forward in the state of Pennsylvania

11. Project goals
Strengthen preparedness and response for cultural institutions
Create community networks
Provide resources & training
Create a statewide network
Improve statewide plan
Provide a model

12. Community networks: Alliance for Response (AFR)
About AFR
Established in 2003 through Heritage Preservation, now lead by the FAIC with NEH funding
Has reached more than 800 museums, libraries, archives, and other collecting institutions in 23 regions

13. Community Networks: AFR
Goals of AFR
Initiate an ongoing dialogue between cultural institutions and emergency managers and first responders;
Raise awareness of the need to protect cultural and historic resources within communities;
Encourage disaster planning and mitigation at archives, historic sites, libraries, and museums; and
Develop strong networks among these institutions to improve local response to emergencies.

14. Community Networks: AFR

15. training Protecting Collections 2 day Planning Workshop
Developed in 2010 after statewide survey
Modeled after successful WESTPAS
Goal: To help you write or revise your institutional emergency plan

16. Training Disaster Response and Recovery 1 day Hands-On Intensive
Developed for PaCRN specifically
Introduces participants to ICS model of emergency management and salvage techniques
Goal: To give you a simulated experience of responding

17. Statewide network: Pennsylvania Cultural Response Team (paCRT)
About PaCRT
50 Volunteers
Western, Central, and Eastern teams
Mix of emergency management and cultural community
Providing training then keeping an annually updated list of volunteers
Follow us on Facebook!

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19. Webinars http://ccaha.learningtimesevents.org/ Introduction Insurance
Health and Safety
Sustainability

20. In Person Training Event
Eastern
Historic Sugartown, Malvern
July 14
Central
PA Military Museum, Boalsburg
July 26
Western
Old Economy Village, Ambridge
August 16
I scheduled the day long event to happen three times over the summer. Once at Historic Sugartown, Pa Military Museum, and Old Economy Village. I wasn’t sure what this training event would look like, having never really done anything like this, and still figuring out how the team would work, so I turned to local emergency management. I was lucky to already have a great relationship with the Chester County Department of Emergency Management, so I began talking with Heather Morgan, the training and exercise coordinator, to see how events like this are run by emergency managers.

21. Exercise Development
In-person training day PaCRT wanted a hands-on exercise
Tabletop and functional exercise series
Developed objectives, scenario and agenda with Exercise Design team and CCAHA
*PASS IT OVER TO HEATHER MORGAN

22. Exercise Conduct Tabletop Exercise Functional Exercise 2 hours
26 people
Functional Exercise
20 people
Damage assessment
Hands-on ICS training
*HEATHER MORGAN

23. Lessons Learned
Emergency Plans from both emergency management and cultural institutions lacked each others input
Development need for policies and procedures for PaCRT
Great venue for getting EM and cultural institutions together
More training and exercises together
*HEATHER MORGAN

24. Getting set up
Spreadsheet with PaCRT members contact info and specialties
Updated annually
Blank forms:
Standardized initial assessment form
Initial questions to site
Inventory/documentation forms
Supplies list from CCAHA and AFRs
Folders for each site once response begins
It was obvious we needed to get more establish more procedures ahead of time. We needed to identify our strengths and weaknesses of the team members and come up with a more reliable form of communication. We have since started using a Google Drive to organize our documents and communicate with each other.

25. Deployment process
Disaster Happens
If appropriate, Site contacts Emergency Services
Situation is stabilized by Emergency Services and/or Site (eg water/power/gas turned off)
Site requests help
Site contacts CCAHA at or to request assistance from the PaCRT
CCAHA gathers information about the disaster, compiles in Google Drive Folder, Site signs Waiver
CCAHA contacts PaCRT
CCAHA s/Calls PaCRT Members
Members respond with availability
I also developed this deployment flow chart after hearing the feedback from the Historic Sugartown group. *go through flow chart

26. Deployment process continued
Initial Assessment
1 or 2 volunteers reach out to Site to schedule an initial assessment (these volunteers become the leader for the recovery process)
Compiles collected information in Google Drive Folder
Team is Gathered
Based on initial assessment, other PaCRT members are contacted for help based on their specialties/strengths
All participating PaCRT members sign Waivers
Recovery Begins
Procedures and outcomes documented in Google Drive Folder
*finish flow chart. We were able to test this flow chart at the Boalsburg and Ambridge events. Through this we realized that we are a bit more of a recovery team rather than a traditional response team. It’s hard to know how this will actually work until we get a chance to really deploy and use it.

27. Other functions of PaCRT
Emergency planning
Recommending resources
Recommending mitigation methods
Community resource
A big take away was also that many institutions are not prepared. While we are hoping that many preparedness initiatives can be lead by AFR groups, it also seems the PaCRT members could be valuable resources for planning ahead of time as well for institutions that maybe do not have the time or capacity to do so.

28. resources Mid-Atlantic Resource Guide: Technical Bulletins:
PaCRT Webinar Series:
Mid-Atlantic Resource Guide:
items/mid-atlantic-resource-guide-for- disaster-preparedness.original.pdf
Technical Bulletins:
cy-resource-guide

29. Central steering committee
During the Grant
After the Grant
Approximately 20 members
Representing:
FEMA
PEMA
State Agencies (Archives, Libraries, Museums, Historic Preservation)
DHS
Members of the Cultural Community
Old Steering Committee Members interested in maintaining involvement
Representatives from each AFR group
Representatives from the PaCRT

30. Statewide conference Harrisburg, September 2016
Gather all the players:
AFR Leaders
PaCRT Volunteers
Central Steering Committee Members
Emergency Management Personnel
Focus on two-way education between cultural community and emergency management community

31. Moving forward
Start thinking about how Historic Preservation can be intergrated
Community support for established programs
Spread the word!

32. Tips for Cultural Organizations working with Emergency Personnel
Don’t wait for them to contact you
Exchange business cards
Understand each others roles and responsibilities
Ask questions
Learn the lingo
*HEATHER MORGAN: what should cultural organizations keep in mind when they are approaching EMs? How should a cultural organization go about setting up a training like this for their institution?

33. Tips for Emergency Personnel working with Cultural Organizations
Often no Emergency Plans
Limited Staff and Funding
No time for Long Recovery
Different “Emergencies”
Different Priorities
Different Alphabet Soup
*Please let me know if you think differently
Maybe call the last one Different Alphabet Soup (that’s what we call the book of Acronyms)

34. Questions? Comments? Concerns?
Samantha Forsko
Heather Morgan
Preservation Specialist
Conservation Center for Art and Historic Artifacts
Training and Exercise Coordinator
Montgomery County Department of Public Safety
(office)
(cell)