TMF Emergency Plans Powerpoint

1. The Morlock Foundation
Emergency Preparedness Plan

2. Our Goals
1. To Educate our service community
on the process of preparing for an
Emergency.
2. To develop a “practical” Emergency
Relief Plan to support local fire
departments readiness & response to
provide additional client service in
times of emergency.

3. Phases of Emergency Management
PREPAREDNESS
INCIDENT
RESPONSE
MITIGATION
RECOVERY

4. The Morlock Foundation
Effective Communications is:
One of the most important
ingredients in Emergency
management.

5. The Morlock Foundation
Organization is:
Is the other important
ingredient in Emergency
management.

6. Who do you call?
 Step 1: Call you block captain
 Step 2: If you can not get the block captain call
the assistant block captain
 Step 3: Tell the block captain or assistant your
need. Please do not take a long time explaining
your need; others may be trying to call also. If
you are not sure exactly what do say, plan out
your thoughts before calling.
 Step 4: The block captain will direct you on what
steps will be taken.
 Step 5: Always remember if you feel it is to
important you can always call 911.

7. Help us understand your problem
 What can you see that causes you to
think you have a problem?
 Where is it happening?
 How is it happening?
 When is it happening?
 Why is it happening?
 Start your descriptions with the
following sentence: The following
should be happening but isn’t.

8. The Morlock Foundation
Emergency Preparedness
Basic Training for the
Community.

9. Facts for our Client’s
 Emergencies strike quickly & without warning
 You & your family can cope by preparing in
advance and knowing your block captain
 FEMA’S 4 Easy Steps to Preparedness*
 Get informed
 Make a plan
 Assemble a kit
 Maintain your plan and kit
 Weather related closing information on all local
stations

10. The Basic’s
Developing your Plan
 Emergency contact information
 Those administrations you rely on for your business
 Bank
 Insurance agent
 Building management
 Emergency response
 Utilities
 Business or Government organizations
 Support suppliers / vendors
 Important others
 Block captain
 Assistant block captain

11. Developing your Plan cont.
 Awareness of information & assessment of threats
or hazards
 Hazardous Events
 Manmade
 Natural
 Utilities disruptions
 Gas
 Electric
 Water
 Medical
 Security systems
 Business support systems
 Phone
 Computer
 Violence

12. Developing your Plan cont.
 Players roles and responsibilities
 Administration
 Director
 Block Captain and Assistant Block Captain
 Key support personnel
 Communication procedures
 Internal & External audience
 Client direction
 Emergency responders
 Utilize Fire depts. for getting message out
 Weather related closures channels

13. Developing your Plan cont.
 Developing emergency procedures
 Evacuation & Client safety
 Emergency response / remediation
 Communications
 Food safety
 Training on fire extinguishers
 Locations stored
 Demonstrations on usage
 Emergency shut down procedures
 Utilities – include drawings for control locations

14. Developing your Plan cont.
Emergency foods
No Preparation Minor Preparation
Canned meats, fruits, vegetables Pancakes & Waffles
Dry cereal or granola, nuts Chili
Peanut butter & Jelly
Soup
Crackers
Canned juices & Bottled beverages Macaroni & Cheese
Water Potatoes/Au Gratin
Canned Beans Spaghetti & Sauce
Protein or Fruit bars
Shelf-stable Milk
Dried Milk (Soy, rice)

15. Developing your Plan
 Inventory management
 Water – 1 gal./person/day * - 3 day supply
 Food – 2- 4 days
*Alternatives to bottled water
1. Boil water for minimum of 1 minute then cool
and store in clean containers.
2. Supplement water distribution with shelf-stable
packaged milk

16. For more information
 City of Buffalo
 716-851-6510
 Web page @
www.ci.buffalo.ny.us/Home/Leadership/City_Departments/Emerge
 Red Cross
 716-878-2353
 Web page @ www.buffaloredcross.org
 FEMA
 1-800-621-3362
 Web page @ www.diasteraid.fema.gov
 Food Safety and Inspection Service
 Email @ www.fsis.usda.gov

17. The Morlock Foundation
Emergency Relief
Plan

18. Emergency Relief Plan
Introduction – Our intent is
 In coordination w/ Food Bank of WNY and
Local Fire Depts. and Local Police Depts.
develop a plan that will support additional
client needs during an emergency without
overwhelming the emergency staff for our
local fire departments and police departments
 Categorize Emergencies possible within our
area working with Block Captains.
 Coordinating roles & minimizing confusion
 Maximizing relief effectiveness

19. Emergency Relief Plan
Activity Framework - Overview
 Relief response
 Communications
 Logistical support

20. Emergency Relief Plan
Concept of Operations - Intent
 The extent of emergency relief services
provided shall vary in accordance with the
scope of emergency. Through block captains to
relieve local fire dept and local police.
 Any activities related to emergency response
are intended to be in addition to the regular
activities of the Food Bank and local Agencies
and are not intended to displace the normal
activities of the Food Bank network operations.
 During these events in order for our efforts to
be maximized we must work cooperatively to
act as a conduit for donated services for the
purpose of relief of our local neighborhoods.

21. Emergency Relief Plan
Assignment of Responsibilities
Key responsibilities:
 Conduct assessment of Emergency situation.
 Coordinate area Block Captain network services and
communications.
 Develop an operational communication strategy to
outside organizations & media that supports a managed
community relief effort.
 Establish a relationship & coordinate relief strategies
with government, emergency management groups, state
agencies, voluntary organizations and community
service organizations.
 Identify Food Pantries who serve in the local area and
identify the zip leader Pantries.
 Provide a frame work for maximizing Emergency
preparedness and relief response.
 Administration of Emergency Preparedness program.

22. Emergency Relief Plan
Assignment of Responsibilities
Block Captains key responsibilities:
 Provide support for relief efforts in the form of help and
possible products.
 Conduct a Facility business audit & Emergency
preparedness survey.
 Develop a preparedness plan for your location
 Effectively communicate with Food Pantries and Panty
Zip leaders.
 Maintain appropriate records during emergency event.
 Identify local volunteers willing to assist with emergency
relief.
 Identify “drop-in” contributors to assist donations.

23. Administration & Logistics
The Morlock Foundation
Administrative prior to an Emergency
 Establishing a written Emergency preparedness plan.
 Assign role and responsibilities to block captains.
 Conduct Training class on key plan components.
 Promote Food Pantry preparedness planning process and
program development and training.
 Involve community emergency response organizations in
planning activities.
 Partner with Food Bank have our block captains
educated in to the process the pantries, food and
appliance safety practices.
 Provide Block Captains with a list of those they will be
working with in their area.

24. Administration & Logistics
The Morlock Foundation
Administrative during & after an Emergency
 Assemble Crisis Management Team.
 Implement Food Bank Emergency communications network
protocol.
 Implement Block Captain Crisis Management Emergency
response activities.
 Maintain appropriate level of communications & coordination
with Block Captains and Relief organizations, government
organizations.
 Coordinate Partnership activities with local relief organizations.
 Keep record of events during recovery operations.
 Coordinate network response activities.
 Issue press releases.
 Locating sources for additional equipment and supplies for
relief and or recovery.
 Maintaining critical business/ government required records

25. Plan Development
The Morlock Foundation
 Steps to the process:
 Establish planning team
 Analyze capability & hazards
 Network operation (Block Captains)
 Food Bank operation
 Reviewed other group’s response plans
 Evaluate business impact
 Develop plan
 Implement plan

26. Plan Maintenance
The Morlock Foundation
 Maintenance can be planned or unplanned as the
situation may dictate. The following may be examples
of procedures, systems, or process that may affect
plan: personnel changes, critical lesson learned from
testing, issues discovered during an emergency event,
changes to external environment.
 Program will be reviewed at least yearly (during the
month of Jan.) for Relief improvement considerations.
 Process will be authorized by Board of Directors
 Block Captains are encouraged to submit program
suggestions in writing to attention: Carmaletta
Morlock-Zandi @ tmfceo@verizon.net ;
 Changes of a substantial nature will be communicated
to Block Captains.

27. Block Captain Survey
 Understand challenges faced by Block Captains
 Area size limitations
 Communication limitations
 Logistic & Volunteer support
 Define Action alternatives & Program priorities
for Block Captains
 Shelter
 Food
 Emergency Assistance

28. Block Captain Survey cont.
 Encourage Block Captain
participation & input in plan
development
 Determine network resource needs
 Build understanding of our intentions

29. Definitions
 Description of terms utilized in the
planning process
 Discipline Approach: A structured
method of evaluating all factors
contributing to the severity of an
emergency and the measures available
for dealing with the emergency then
developing a plan of attack.

30. Our Emergency Relief Plan
“The Big Picture”
 Framework for Emergency operations
 Relief response
 Communications
 Logistical support
 Alignment of Block Captains services
 Emergency readiness
 Effective & Coordinated Relief response
 A “ Value Driven Partnership” Food
Pantries & Agencies and other relief
organizations

31. Our schedule
 Visits begin to planned block captains–
October
 Data collection - completed December
 Plan delivered - Start January 2008

32. Food Bank of WNY Network
Emergency Preparedness Plan
Food Bank
Shelters Pantries Soup Kitchens

33. Food Bank: Pantry Zip Group
PRIMARY
Providers
SECONDARY
Providers
“ZIP LEADERS”
FOOD BANK

34. Our Neighborhood
Community
in
Government Need
Management
Organizations
Emergency Local
Local
Relief Relief
Block Captains
Organizations Providers

35. Food Bank: Emergency Relief Plan
Emergencies & Assumptions
 Class 1 – An Agency out of service
 Minor impact
 Class 2 – Multiple Agencies out within a
Zip
 Moderate impact
 Class 3 – Multiple Agencies with multiple
Zips
 Serious impact
 Class 4 – Major disaster affect large area
 Critical impact

36. Food Bank: Emergency Relief Plan
Pantry Director Role
 Act as primary liaison with partner Pantries & Zip
leader and if necessary Food Bank Agencies
Services.
 Foster a collaborative partnership with neighboring
Agencies within your community filling in gaps in
food distribution and feeding programs created as
a result of an Emergency event.
 Areas of collaboration to include: directing
clients to alternative pantry locations if needed,
development of a coordinated logistical support
and communication plan.
 Maintain daily contact with Zip leader during
emergency relief as Plan directs.
 Provide extended Emergency service hours as Plan
directs.

37. Food Bank: Pantry Director (cont.)
 Coordinate product flow in and out of facility.
 Setup and oversee system if needed for
receiving “drop-in” donations and additional
volunteer services.(To Block Captains)
 Monitor and Control inventory.
 Coordinate logistical support to replenish
inventory supplies if needed.
 Identify and establish additional distribution
points as needed
 Provide / communicate status up-date as plan
directs.

38. Food Bank: Emergency Relief Plan
Pantry Zip Leader Role
 All responsibilities of Pantry Director as descried
above.
 Have access to a cell phone that you can be reached
directly.
 Collect & disseminate information between fellow
agencies within your Zip code.
 Act as a key contact between fellow community
agencies and Food Bank
 Maintain communication contact with Food Bank at
regular intervals (at least daily).
 Collaborate with others to develop contingency plans
for transportation and services support during
emergency events.
 Attend Emergency Preparedness education training
program.

39. Food Bank: Emergency Relief Plan
Situation & Actions
Class 1 –Agency out of service
 Agency contacts Food Bank -Agency Services and
communicates the following:
 Agency Name
 Agency number
 Contact person name & number they can be reached
 Best time to reach contact person
 Brief description of the problem
 Description of service you are requesting from the
FB.
 Agency direct clients to alternative service location
and informs Food Bank
 Refer to Zip List provide by Agency Services

40. Food Bank: Emergency Relief Plan
Situation & Actions
Class 2 – Multiple Agencies affected within local zip
code
 Agency contacts Food Bank and communicates:
 Agency Name
 Agency number
 Contact person name & number they can be reached
 Best time to reach contact person
 Brief description of the problem
 Description of service you are requesting from the FB.
 Agency direct clients to alternative service location and
informs Food Bank
 Refer to Zip List provide by Agency Services
 Food Bank contacts Zip Leader –Alerts Agencies of
service disruptions

41. Food Bank: Emergency Relief Plan
Situation & Actions
Class 3 – Multiple Agencies with multiple zip codes
 Food Bank activates Level 1 response
 Agency Services activate communication Hotline
 Agencies requested to extend hours of service
 Food Bank coordinates activities with other service
organizations
 Food Bank formulates communication strategy to community
 Zip leaders contact FB hotline #1 daily providing service
update within community
 Agencies contact Zip leaders coordinating service &
communication to clients
 Agencies reporting service announcements contact FB hotline
number #1
 Agencies requiring need for logistical support Contact FB
hotline number #2
 Agencies requiring immediate response contact FB hotline
number #3

42. Food Bank: Emergency Relief Plan
Situation & Actions
Class 4 – Major Disaster affecting large geographic
area- many Agencies affected
 Food Bank activates Level 2 response
 Agency Services activates Emergency Hotline
 Agencies to extend hours of service
 Agency Services contact person directs communication
to Zip leaders regularly
 Agency Services direct person to monitor hot line and
disseminates information to other FB personnel
 Agency Service direct person to coordinate logistical
support requests & responds to impending Agency
response request
 Agency Services personnel meet daily – strategy
development
 Agency Services Manager: Establishes priorities for roles
in disaster relief effort and monitors / manages
adherence to and adjustment of priorities as needed.

43. Food Bank: Emergency Relief Plan
Situation & Actions
Class 4 cont.
 Food Bank Crisis Management Team coordinates
activities with other service organization’s key contacts
 Communication established at least daily
 Food Bank Crisis Management Team formulates
communication strategy to community
 Communications talking points reviewed & updated as
necessary
 Food Bank Executive Director or his Agent notifies 2nd
Harvest office - communicates scope for impending
disaster.
 Zip leaders contact FB hotline #1 daily providing service
update within community.
 Agencies contact Zip leaders coordinating service times
& communication to clients.

44. Food Bank: Emergency Relief Plan
Situation & Actions
Class 4 cont.
 Agency Service Hotline numbers
 Agencies reporting service
announcements contact FB hotline
number #1.*
 Agencies requiring need for logistical
support Contact FB hotline number #2.*
 Agencies requiring immediate response
contact FB hotline number #3.*
*Hot line numbers 1, 2, & 3 to be identified