Member Relations

Preliminary Guide For Contingency Planning*

*This, we have been told, is the preferred name for what we called "Disaster Planning".

The events of September 11th and its aftermath have turned our attention to disaster preparedness. Because Boards are responsible for the well being of their agencies, they must oversee the development and implementation of emergency plans to ensure the safety of staff, volunteers, and the agency as a whole. Listed below are several important areas to consider when developing a disaster plan.

Develop an Employee and Volunteer Emergency Plan
People are your agency's most valuable asset. The Occupational Safety and Health Administration requires employers to have site-specific employee emergency plans.

• Make sure that you create a plan or review the current one. Keep it up-to-date with current events. Emergency plans should include where to meet or get information during a chaotic situation. Have practice drills.
• Know who makes decisions in an emergency and who is the backup.
• Allow discretionary time off and time at work for employees to catch up on news, check-in on loved ones, and have fellowship with colleagues.

Finances
Financially prepare your agency for recovery.

• Make sure the Board Chair and other key people have emergency access to funds.
• Make sure your agency has adequate insurance.

Administration

• Develop a chief executive succession plan.
• The Board Chair should have access to all critical information pertaining to the agency in the event of an emergency.
• Create a contingency plan for continuing work if the offices are not usable.

Information Technology
After your agency's employees, Board, and volunteers, your most valuable asset is your information.

• Back-up all data on a daily basis and store the backups off-site in multiple locations if possible.
• Document IT procedures and inventory.

Public Relations
After a disaster has occurred, you will need to alert the community of your status and future plans.

• Designate a spokesperson and backup spokesperson for the agency.
• Advise employees, Board members, and volunteers not to speak on behalf of the organization unless authorized to do so.

General Preparation
When preparing your disaster plan take into account various scenarios, such as fires, medical emergencies, and bomb threats, etc.

• Designate people to take charge of enacting the plan if necessary. Delegate specific responsibilities.
• Keep a master copy of all employees' emergency contact information on-site.

Fire Safety

• Put into place a written emergency fire evacuation and procedure plan and what actions are taken when an alarm sounds.
• Make sure you have a primary assembly point.
• Make sure all exits are clearly visible and well-illuminated.

Medical Emergencies

• Prepare staff to handle medical emergencies.
• Teach staff members how to recognize problems and respond appropriately.
• Encourage staff members to learn CPR and to keep their certifications current.
• Advise staff which staff members are trained to administer CPR.
• Designate staff to take responsibility for various emergency scenarios and provide them with the name and number of the nearest hospital.

Bomb Threats
If a bomb threat is received by phone:

• Record exact time of the call.
• Record exact words of the caller.
• Record the facts of the call. Take note of who took the call, the telephone number the call was received at, the date, and to what authority the call was initially reported.
• Ask questions to keep the caller on the line so authorities have time to trace the call.
• Take note of the caller's voice, including any accent, inflection, or lisp.
• Consider whether the voice sounds familiar.
• Take note of any background noises.
• Write down all observations as they occur to you. This will help assist authorities in their investigation.

Copyright © 2006 Association of Jewish Family and Children's Agencies. Posted with permission.