B A M 09 Condo (2)

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Volusia County Emergency Preparedness

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B A M 09 Condo (2)

  1. 1. Developing Your Condominium’s Emergency Plan Volusia Prepares Business Volusia County Emergency Management 49 Keyton Drive, Daytona Beach Florida 386.254.1500
  2. 2. This presentation is all about condos County of Volusia Division of Emergency Management My condo!
  3. 3. Definition of Disaster County of Volusia Division of Emergency Management For our purposes, a disaster is considered to be: “ A negative incident or event of such magnitude as to interfere with the operation of the property, possibly requiring an evacuation; and having the capability to cause damage, injuries, or even death.
  4. 4. Top Ten County of Volusia Division of Emergency Management Of the top 10 counties in the United States receiving Presidential Disaster Declarations, 5 are in Florida Volusia is one of them!
  5. 5. Module One County of Volusia Division of Emergency Management The Basics
  6. 6. Basic Principles <ul><li>Any type of incident: </li></ul><ul><ul><li>Natural disaster </li></ul></ul><ul><ul><li>Accidental </li></ul></ul><ul><ul><li>Intentional </li></ul></ul><ul><li>Any magnitude: </li></ul><ul><ul><li>Minor </li></ul></ul><ul><ul><li>Major </li></ul></ul><ul><ul><li>Catastrphic </li></ul></ul>County of Volusia Division of Emergency Management We call this “ All-Hazards” Planning One plan covers everything
  7. 7. The Disaster Cycle County of Volusia Division of Emergency Management The Four Phases of a disaster cycle There are things we should be doing in each phase Mitigation Preparedness Response Recovery
  8. 8. Mitigation <ul><li>“ To make less severe or painful” </li></ul><ul><ul><li>It’s helps to: </li></ul></ul><ul><ul><li>L essen the risk </li></ul></ul><ul><ul><li>L essen the impact </li></ul></ul><ul><ul><li>L ead to faster recovery </li></ul></ul>County of Volusia Division of Emergency Management
  9. 9. Mitigation Examples County of Volusia Division of Emergency Management Cut loose branches Strengthen roof supports Protect A.C. areas
  10. 10. Preparedness <ul><li>“ To make or get ready”, </li></ul><ul><ul><li>The Preparedness Phase is when you: </li></ul></ul><ul><ul><ul><li>Plan – both for response and recovery activities </li></ul></ul></ul><ul><ul><ul><li>Equip – stock-up on what you will need </li></ul></ul></ul><ul><ul><ul><li>Train – individuals, teams, and residents </li></ul></ul></ul>County of Volusia Division of Emergency Management CERT
  11. 11. Preparedness continued <ul><li>Have more than minimum insurance </li></ul><ul><li>Pricing agreements (avoid gouging) </li></ul><ul><li>Memoranda of understanding </li></ul>County of Volusia Division of Emergency Management You will need these during recovery
  12. 12. Preparedness County of Volusia Division of Emergency Management Document with photos Individual units Common areas
  13. 13. Response <ul><li>Implement the Emergency Plan: </li></ul><ul><ul><ul><ul><li>Cover windows and clear the pool deck </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Back-up computer data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Area wardens (floor captains) provide information and conduct wellness checks </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Evacuation and accountability </li></ul></ul></ul></ul>County of Volusia Division of Emergency Management Use checklists Examples
  14. 14. Recovery <ul><li>“ To get back again, to regain” </li></ul><ul><ul><li>Remove debris </li></ul></ul><ul><ul><li>Repair damage </li></ul></ul><ul><ul><li>Data recovery </li></ul></ul><ul><ul><li>Resident Issues </li></ul></ul><ul><ul><li>Employee needs </li></ul></ul><ul><ul><li>Lawsuits </li></ul></ul><ul><ul><li>Insurance claims </li></ul></ul><ul><ul><li>Becoming operational again </li></ul></ul>County of Volusia Division of Emergency Management The incident may takes seconds. Recovery may take years.
  15. 15. Module One County of Volusia Division of Emergency Management Review
  16. 16. Module One Key Points <ul><li>All Hazards Planning </li></ul><ul><li>Three categories of disasters </li></ul><ul><li>Four phases of disaster </li></ul><ul><li>Post – disaster activities can last for months or even years </li></ul>County of Volusia Division of Emergency Management
  17. 17. Module Two County of Volusia Division of Emergency Management Knowledge = Power
  18. 18. Know your residents <ul><li>Who uses oxygen? </li></ul><ul><li>Who needs help evacuating? </li></ul><ul><li>Who plans to “shelter-in-place”? Stay with friends? Use public shelters? </li></ul><ul><li>Who has care-giver visits? </li></ul><ul><li>How would you communicate </li></ul><ul><li>with them after they evacuate? </li></ul>County of Volusia Division of Emergency Management
  19. 19. Those with disabilities <ul><li>Know their units </li></ul><ul><li>Know what evacuation assistance they would need Do they plan to shelter-in-place? </li></ul><ul><li>Pair them with a “buddy” </li></ul><ul><li>Have contact information for family or care-givers </li></ul><ul><li>Use your response team to help them </li></ul>County of Volusia Division of Emergency Management Use Floor Captains to keep communications open
  20. 20. Know the employees <ul><li>Would they have personal and family needs during a disaster? </li></ul><ul><li>Are they a care-giver for another? </li></ul><ul><li>Do they have children or spouse with special needs? </li></ul><ul><li>Do they have an alternate method of getting to work? </li></ul>County of Volusia Division of Emergency Management
  21. 21. Play “what if” County of Volusia Division of Emergency Management What if the maintenance guy can’t come to work. How will you cover his duties?
  22. 22. Consider this… County of Volusia Division of Emergency Management The maintenance person could have a job book: how to control the elevator; where to shut-off the electrical power to the laundry room; how to cut-off the sprinklers; where spare parts for the pool pump are kept. The bookkeeper could have similar job book of where to find, or how to perform, certain functions.
  23. 23. Know your short-falls County of Volusia Division of Emergency Management If you run out of “it”, where would you get “it”? Will venders still be working? Will the plumber come? Think: Alternate sources !
  24. 24. Module Two Review County of Volusia Division of Emergency Management Know your residents and employees; their needs and how they will react. Know the mechanics of how your building “works” Any questions before we go on?
  25. 25. Module Three County of Volusia Division of Emergency Management Approach to Planning No “one” person can do it all. You’ll need a team. 
  26. 26. The Emergency Operations Plan <ul><li>Overview of an EOP: </li></ul><ul><ul><li>Establishes Responsibilities and Assigns Tasks (“who”) </li></ul></ul><ul><ul><li>Sets coordination and direction roles (“how”) </li></ul></ul><ul><ul><li>Uses thresholds (“when”) </li></ul></ul><ul><ul><ul><li>Includes checklists and procedures </li></ul></ul></ul><ul><ul><ul><li>for various functions… </li></ul></ul></ul>County of Volusia Division of Emergency Management
  27. 27. Developing the Emergency Operations Plan <ul><li>Step 1 Establish the planning team </li></ul><ul><li>Step 2 Identify capabilities & limitations </li></ul><ul><li>Step 3 Identify the hazards </li></ul><ul><li>Step 4 Know the end product </li></ul><ul><li>Step 5 Establish milestones and timelines </li></ul><ul><li>Step 6 Training and exercises </li></ul>County of Volusia Division of Emergency Management
  28. 28. Step 1: Planning Team <ul><li>Property manager </li></ul><ul><li>Maintenance staff </li></ul><ul><li>Association board </li></ul><ul><li>Residents with key skills </li></ul><ul><li>Don’t forget the attorney </li></ul>County of Volusia Division of Emergency Management
  29. 29. Include community partners <ul><li>Talk to the fire department </li></ul><ul><li>Check with the police </li></ul><ul><li>Local Emergency Planning Committee </li></ul><ul><li>American Red Cross </li></ul><ul><li>County or city emergency management office </li></ul>County of Volusia Division of Emergency Management
  30. 30. Step 2: Capabilities and Limitations <ul><li>What skills, abilities or talents do residents have? </li></ul><ul><li>What capabilities exist within the paid staff? </li></ul><ul><li>What are the limitations of the paid staff? </li></ul><ul><li>What are the property’s resources (clubhouse, meeting room, etc.)? </li></ul><ul><li>What supplies are on hand? How long will they last? </li></ul><ul><li>What equipment and tools are on hand? </li></ul><ul><li>What is the financial situation (cash flow, ability to pay employees and purchase suppliers)? </li></ul>County of Volusia Division of Emergency Management
  31. 31. Capabilities and Limitations <ul><li>Don’t overlook limitations. Never put something into a plan you are not capable of performing </li></ul><ul><li>Limitations often center around legal liabilities </li></ul>County of Volusia Division of Emergency Management
  32. 32. Step 3: Hazards <ul><li>In the Community </li></ul><ul><ul><li>Hazmat </li></ul></ul><ul><ul><li>Storm surge </li></ul></ul><ul><ul><li>Street flooding </li></ul></ul><ul><ul><li>River cresting </li></ul></ul><ul><ul><li>Tornado </li></ul></ul><ul><ul><li>Lightning </li></ul></ul><ul><li>On Property </li></ul><ul><ul><li>Fire </li></ul></ul><ul><ul><ul><li>Electrical </li></ul></ul></ul><ul><ul><ul><li>Structural </li></ul></ul></ul><ul><ul><li>Natural gas </li></ul></ul><ul><ul><li>Power failure </li></ul></ul><ul><ul><li>Jammed elevator </li></ul></ul><ul><ul><li>Parking lot/garage </li></ul></ul><ul><ul><li>Structural collapse </li></ul></ul>County of Volusia Division of Emergency Management
  33. 33. Step 4: End product County of Volusia Division of Emergency Management Create an outline before you begin Would you build a house without an idea what is its supposed to look like when its done?
  34. 34. Step 5: Milestones and Timelines <ul><li>If you don’t have a completion date, it won’t get done. </li></ul><ul><li>Set realistic goals along the road to completion so people can set their sights </li></ul><ul><li>Hold in-process-reviews to identify show-stoppers or unmet goals </li></ul>County of Volusia Division of Emergency Management
  35. 35. Step 6: Training and Exercise <ul><li>Residents and staff need to understand there is a plan and their role in it </li></ul><ul><li>Train people </li></ul><ul><li>Exercises / drills allows people to test their roles </li></ul><ul><li>Test your plan </li></ul>County of Volusia Division of Emergency Management
  36. 36. Module Three Key Points <ul><li>Involve partners in the planning process </li></ul><ul><li>Understand your capabilities and limitations </li></ul><ul><li>Understand the hazards that exist </li></ul><ul><li>Know what you want the EOP to look like </li></ul><ul><li>Set goals and dates </li></ul>County of Volusia Division of Emergency Management
  37. 37. Module Three Review County of Volusia Division of Emergency Management Questions before we move on?
  38. 38. Module Four – What the EOP Looks Like <ul><li>There is no set way to organize an emergency operations plan… </li></ul>County of Volusia Division of Emergency Management but, here is one approach….
  39. 39. Sample outline <ul><li>Introduction </li></ul><ul><li>Authorities / Responsibilities </li></ul><ul><li>Situation / Assumptions </li></ul><ul><li>Alert and Notification </li></ul><ul><li>Communications </li></ul><ul><li>Direction and Control </li></ul><ul><li>Concept of Operations </li></ul><ul><ul><li>Pre-incident </li></ul></ul><ul><ul><li>Response Actions </li></ul></ul><ul><li>Closing and Reopening </li></ul>County of Volusia Division of Emergency Management
  40. 40. Introduction <ul><li>Purpose </li></ul><ul><li>Scope </li></ul><ul><li>Policies </li></ul><ul><li>Acronyms and definitions </li></ul>County of Volusia Division of Emergency Management Let’s discuss these
  41. 41. Authorities and Responsibilities <ul><li>Authorities </li></ul><ul><ul><li>Who has the authority to implement the emergency plan? </li></ul></ul><ul><ul><li>Who can order the operations to cease? </li></ul></ul><ul><ul><li>Evacuation of the facility? </li></ul></ul><ul><ul><li>Spend emergency money? </li></ul></ul><ul><li>Responsibilities </li></ul><ul><li>People with specific roles must be advised of their role! They need to be capable of performing them and properly trained </li></ul>County of Volusia Division of Emergency Management
  42. 42. Examples: <ul><li>During an evacuation: </li></ul><ul><ul><li>Who is responsible for the petty cash? </li></ul></ul><ul><ul><li>Are some files to be secured off property? By whom? </li></ul></ul><ul><ul><li>Who is responsible for the final building check and closing? Management? Board? </li></ul></ul><ul><ul><li>Who is responsible for checking the building prior to re-opening? Management? Board? </li></ul></ul>County of Volusia Division of Emergency Management
  43. 43. Situation and Planning Assumptions <ul><li>Situation </li></ul><ul><li>Is your property located by the airport? Near water? Railroad track? High crime area? </li></ul><ul><li>Planning Assumptions </li></ul><ul><ul><li>How will your residents and employees react? How might your property be impacted by a given hazard? </li></ul></ul>County of Volusia Division of Emergency Management
  44. 44. Alert and Notification <ul><li>Alert - (sometimes called warning) Advance notice “get ready” </li></ul><ul><li>Notification - “It” is here, react NOW </li></ul>County of Volusia Division of Emergency Management How will you reach them? Utility Services Vendors Employees Off-site owners Residents The “ Who”
  45. 45. Communications <ul><li>Consider power outage </li></ul><ul><li>Alternate means </li></ul><ul><li>Internet </li></ul><ul><li>Verbal </li></ul>County of Volusia Division of Emergency Management Floor or area: “ Monitor” “ Warden” “ Captain” What are the benefits of using a person, such as a “warden”? Question:
  46. 46. Floor “captains” prepare to deploy County of Volusia Division of Emergency Management
  47. 47. Post-Impact Communications <ul><li>Have a plan to reach residents (pre-incident survey) </li></ul><ul><li>Don’t forget communicating with non-resident owners </li></ul><ul><li>Have a call-in number pre-established that owners, renters and employees can use if the main number is not working </li></ul><ul><li>Consider appointing a board member as the communications coordinator to work on these issues </li></ul>County of Volusia Division of Emergency Management
  48. 48. Direction and Control <ul><li>Who is in charge? The manager? The board president. Mrs. Fields in 611? </li></ul><ul><li>Where is “management” taking place? Is there an Emergency Operations Center? </li></ul><ul><li>Who do they direct? What can they control? </li></ul>County of Volusia Division of Emergency Management This is the part where you talk
  49. 49. Concept of Operation <ul><li>Pre-Incident </li></ul><ul><ul><li>Explain the plan to residents and staff </li></ul></ul><ul><ul><li>Identify team members (if you are going to use them) </li></ul></ul><ul><ul><li>Train individuals and teams </li></ul></ul><ul><ul><li>Conduct exercises </li></ul></ul><ul><li>Response </li></ul><ul><ul><li>Implement the EOP </li></ul></ul><ul><ul><li>Use an Emergency Operations Center (EOC) </li></ul></ul>County of Volusia Division of Emergency Management
  50. 50. Concept of Ops Continued <ul><li>Indicate the “Chain of Command” (who is in charge) </li></ul>County of Volusia Division of Emergency Management Example President of Board Operations Vice President Finance Issues Treasurer Logistics Board Member Communications Secretary Advisory to Pres. Contract Mgr Paid Maintenance Staff Resident Response Team
  51. 51. Thresholds – Example <ul><li>Hurricane Watch </li></ul><ul><ul><li>Floor Captains advise residents to leave </li></ul></ul><ul><ul><li>List of stay behind residents given to law enforcement </li></ul></ul><ul><ul><li>Petty cash taken to bank safe-deposit box </li></ul></ul><ul><ul><li>Computer data backed-up and taken to bank safety deposit box </li></ul></ul><ul><li>Hurricane Warning </li></ul><ul><ul><li>Turn power off </li></ul></ul><ul><ul><li>Final building check </li></ul></ul><ul><ul><li>Dismiss the paid staff </li></ul></ul><ul><ul><li>Building “locked down” </li></ul></ul><ul><ul><li>Manager leaves </li></ul></ul>County of Volusia Division of Emergency Management This is the place in the EOP where you would show thresholds with checklist of what actions take place:
  52. 52. Closing and Reopening <ul><li>Who has the authority to order a closure? </li></ul><ul><li>What steps would be needed (ah-ha, think checklist) </li></ul><ul><li>Photographs (who takes and maintains them?) </li></ul><ul><li>What about petty cash and vital records? </li></ul><ul><li>Notify authorities when the building is closed and leave contact information </li></ul>County of Volusia Division of Emergency Management Also, tell them if people are staying behind!
  53. 53. Reopening considerations <ul><li>Use a checklist for re-entering building and establishing utilities </li></ul><ul><li>Is a life-safety inspection needed? </li></ul><ul><li>Photograph (document) damage for insurance claims </li></ul><ul><li>Communicate with residents (“come on back”) </li></ul>County of Volusia Division of Emergency Management There should be a “Re-entry Team ”
  54. 54. Damage assessment <ul><li>Conduct DA as soon as it is safe to do so </li></ul><ul><li>Photograph damage </li></ul><ul><li>Focus on Essential Functions </li></ul><ul><li>Develop an Action Plan of what needs to be done and in what sequence </li></ul>County of Volusia Division of Emergency Management The D. A. Team should include a board member, management, maintenance, and others based on skills / knowledge
  55. 55. Training and Exercises <ul><li>There are five steps </li></ul><ul><ul><li>1. Employee and resident awareness </li></ul></ul><ul><ul><li>2. Tabletop exercise will determine your strengths and weaknesses </li></ul></ul><ul><ul><li>3. Drills by specific teams (fire team, medical unit, etc) </li></ul></ul><ul><ul><li>4. Functional Exercise </li></ul></ul><ul><ul><li>5. Full Scale Exercise (FSE). This might be conducted in conjunction with a city or county exercise. Check with local officials to see if your organization can “piggy-back” on a planned exercise in your community. </li></ul></ul>County of Volusia Division of Emergency Management
  56. 56. Module Five County of Volusia Division of Emergency Management Tips for improving your EOP
  57. 57. Identify roles and responsibilities <ul><li>Contract Management </li></ul><ul><li>Other employees </li></ul><ul><li>Board of Directors </li></ul><ul><li>Residents </li></ul>County of Volusia Division of Emergency Management This can save misunderstandings and costly mistakes Who does what and when do they do it?
  58. 58. Employee issues <ul><li>Under what conditions does the paid staff not have to report to work? </li></ul><ul><li>Who, or what group, makes the decision for the paid staff to be allowed off? If they are released, will they be paid? </li></ul><ul><li>Communications plans must exist for the employees </li></ul><ul><li>Steps for securing/closing the building </li></ul>County of Volusia Division of Emergency Management
  59. 59. Threshold <ul><li>Thresholds are points of recognition at which some pre-determined action takes place. </li></ul><ul><li>Threshold is also known as a “tripwire”, and “trigger point” </li></ul>County of Volusia Division of Emergency Management Use checklists
  60. 60. Threshold examples <ul><li>Sometimes television weather reports or newscasts can be used </li></ul>County of Volusia Division of Emergency Management
  61. 61. The all important family pet County of Volusia Division of Emergency Management
  62. 62. More on pets…. <ul><li>Do you have any? </li></ul><ul><li>What units? </li></ul><ul><li>What are they? </li></ul><ul><li>Any chance they could be left behind alone (“home alone”)? </li></ul><ul><li>Do owners know where to find pet-friendly shelters? </li></ul>County of Volusia Division of Emergency Management
  63. 63. Other things in the plan <ul><li>A letter recognizing the “Plan” as official policy </li></ul><ul><li>Date of publication so future revisions can be identified </li></ul><ul><li>A list of those receiving copies (“stick drive”) </li></ul><ul><li>Maintain a list of updates </li></ul>County of Volusia Division of Emergency Management
  64. 64. Custodian of the Plan County of Volusia Division of Emergency Management Every plan has a person known as a “custodian” who is responsible for keeping it updated, distributing copies to those who should have one, and orienting new employees
  65. 65. Summary County of Volusia Division of Emergency Management  
  66. 66. We’re Done County of Volusia Division of Emergency Management
  67. 67. County of Volusia Division of Emergency Management

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