Emergency Planning ~ More than just “Hurricane Season”
Jane and Tim O’Connor
TJP Solutions
As we are now in “Hurricane Season 2010” and our focus turns to watching the tropical waves as they cross the Atlantic, it is important to remember that proper emergency planning is important for all organizations – all the time.
We look forward to presenting at the 2010 Florida Insurance Trust Educational Retreat and share with you important aspects of Emergency Planning and how non-profits could be eligible for FEMA (Federal Emergency Management Agency) Public Assistance Funding post disaster. In the mean time, please take time to review your emergency planning for the following key items:
1. Does your organization have a Comprehensive Emergency Management Plan (CEMP)?
This is an emergency plan that encompasses all types of emergencies, not just Hurricane or Fire. It provides a breakdown of your potential exposures and outlines the planning, response and recovery operations for your organization. This does not need to be a large binder with numerous pages. This can often be implemented in checklist format to provide quick access and ease of use.
2. Do you have a mechanism to communicate emergency situations with your employees and those you serve?
This is something that every organization must have in place at all times. Communication is key and with new technologies, this can be accomplished easily. Make sure to run a practice drill monthly to ensure up to date information.
3. Do you have a Continuity of Operations Plan?
This is a plan that outlines how you will continue your operation in the event of an emergency. This can cover 24 hours with short term relocation or all the way to permanent relocation and long term recovery operations. Having this plan will ensure your organizations goals will continue to be met even while facing emergency challenges. This plan can also be outlined within your grant applications to show that your organization is ready to serve during an emergency and fully prepared to protect and continue your grant operations.
4. Do you have Personnel Policies that align with emergency situations?
It is important that all your employees understand their role in the organization. Every employee can be essential to continuing your operations in the event of an emergency. Make sure your employees understand your expectations and support their own personal family emergency planning.
5. Do you have procedures/mechanisms in place to track your incurred expenses?
Yes, many non-profit organizations are eligible for FEMA Public Assistance Reimbursement funding post emergency event. This is reimbursement of eligible expenses for emergency preparations and operations, debris removal and restorative work. In order to receive reimbursement, you must track your eligible expenses for all labor, materials, equipment and contracted work. Simple spreadsheets and digital photographs can provide an excellent basis for tracking these expenses.
These are just some key items to consider during this time of year. We look forward to meeting with you at the FIT Annual Retreat and sharing these topics and other emergency planning aspects in more detail. In the mean time, if you require any emergency planning assistance, please feel free to contact us.
Jane and Tim O’Connor
TJP Solutions
Solutions Start Here
(941) 915-5358
E-mail: joconnor@tjpsolutions.net
Website: www.tjpsolutions.net
Consulting and Training Solutions include:
Emergency Operations, Loss Control, HR & Employee Development