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9/15/2015Preparing for When Disaster Hits2015 Municipal Clerks and Treasurers InstituteColumbia, SCPrepare to Survive.Today’s Key Take-Aways Review basics of disaster recovery andcontinuity of operations. Understand what you can do toprepare your organization and staff foran unplanned interruption. Learn from experiences of other publicentities affected by interruptions.Some Disasters Happen with Little to NO WarningMoore, OK1

9/15/2015Sometimes Big Events, Sometimes Small EventsPrepare Yourself, Your Organization & Your FamilyNew York City following Hurricane Sandy landfall on Oct 29, 2012Prepare to Survive.2014Disaster Retrospective2

9/15/20152014 Disasters- United States: 45 Presidentially Declared Disasters,Affecting 32 states and territories- EIGHT U.S. disasters causing over 1 Billion in Damage(below average)- Resulting in only 53 confirmed fatalities- Versus 113 fatalities in 2013 and 377 in 2012- Worldwide:- Munich Re counted 980 natural catastropheevents for 2014, representing the largest numberin the last decade.* Data as of January 12, 20152014 Federally Declared Disasters45 Total Disaster Declarations (FEMA.gov)* Declarationsas of January 12, 20152014 Billion Dollar DisastersEstimated Billion Dollar Disasters in the United States1.2.3.4.5.6.7.8.Western Drought (Mostly CA)September Severe Weather (CO & TX)August Flooding (MI, MD, & NY)June Severe Weather (NE & other Plains States)May Severe Weather (CO, IL & PA)April Tornadoes & Flooding (Widespread)April Severe Weather (TX)January Winter Storm (Widespread)* Data as of January 12, 20153

9/15/2015US Billion Dollar Disasters 1980-2012Courtesy of: National Climate Assessment/NOAA NCDCUS Natural Disaster Figures** Latest Data Available from NOAA4

9/15/2015Agility Disaster EventsCategorized by Type (Nearly 300 Individual Events Logged in 2014)IsolatedEvents18%2014 Agility Disaster EventsCategorized by Recovery ElementWhat Can You Do Today?5

9/15/20151. Assess Your Risk – Internally & Externally What types of emergencies haveoccurred in the past? What could happen as a result ofyour facility location(s)? What types of emergencies couldresult from the design orconstruction of your facilities? What could result from a process orsystem failure? Will you be affected if your neighboris hit by a disaster?1. Assess Your Risk – Internally & ExternallyWhoWe AreCity of Poquoson, VA1. Assess Your Risk – Internally & ExternallyMullins, SC – April 2012Recent Disaster Lesson Learned6

9/15/20152. Assess Your Critical Functions What functions are critical to the dayto-day operations?› First Responders, Municipal Services,Operations, Management, Finance How long can you withstand aninterruption to those criticalfunctions?› 0-24 hrs, 24-48 hrs, 48-72 hrs What employees are essential, andwho are their backups?2. Assess Your Critical Functions (cont.) Identifying critical functions is integral in resuming operationsfollowing a disaster. GOAL: identify all resources and personnel required to restorecritical functions during a recovery Typically, critical functions are those that:1. are most sensitive to downtime;2. fulfill legal or financial obligations to maintain cash flow;3. play a key role in maintaining the public trust; and/or4. safeguard an irreplaceable asset.Kentucky Tornadoes – March 2, 2012Who We Are March 1 is official start of the tornado season Tornado outbreak in Tennessee Valley, Ohio Valley, and parts of the South 45 twisters total hit: Alabama (7), Georgia (5), Indiana (3), Kentucky (9),Mississippi (1), Ohio (6), North Carolina (2), South Carolina (1), Tennessee (9),Virginia (1), West Virginia (2) Most tornadoes were of F3 strength One of the worst, if not the worst, March tornado events in history Tornadoes caused:– Devastating loss of 39 human lives– Destroyed buildings– Widespread power outages7

9/15/2015City of West LibertyWho We AreAerial view of the damageAgility recovering City Hall, 3 banks, and city’s pump stationCity of West LibertyWho We Are“This is the most devastating recovery I have ever experienced. They had a 15 minute warning and itonly took 15 seconds to devastate an entire city.”- Mike Sidoti, Agility Mobile Recovery Manager3. Prepare Your Supply Chain Talk to your key vendors andsuppliers about their recoveryplans› Ask yourself (and them) whether ithas been tested Develop relationships withalternate vendors› Eliminate single points of failure Educate the public about theimportance of preparedness8

9/15/20154. Back-Up Your Data Automated Daily back-ups Store in off-site, securelocation Test plan regularly with fullrestores done on a schedule Regional footprint5. Create An Emergency Management Plan Program designed to effectively and efficiently respond toan event, minimize the impact, protect and reassure thepublic and prepare for recovery Plan for what to do after a disaster Facilitates transition between normal operations andcatastrophe response Lessons learned:– Having access to information necessary to makeimportant decisions and getting information to theright people are equally important Includes:– Notification and management of employees, citizens,vendors, suppliers and the media6. Create a Crisis Communication Plan Develop a process to make sure all stakeholders (internal andexternal) are aware of decisions and expectations Ensure redundancies independent of cell or terrestrial networksas much as possible› 24-hour phone tree› Password protected web page (centralized emergency status)› Previously Established Radio/TV/Print News Partners› Call-in recording system› E-Mail Alert System› Text/Data Alert system Manage member and key vendor/partner communications Prepare a media communications plan Consider all your different audiences:1. Employees3. Media2. Public4. Private Sector Partners9

9/15/20156. Create a Crisis Communication Plan (cont.)Starting Simple:Emergency Contact ListCreate an Emergency contact list thatincludes: Home Phone Alternate Mobile Personal E-mail Family Contact Information Evacuation Plan Store Remotely for Easy AccessSetup Alert Notifications Program Explain Purpose Test Regularly Update regularly with any CHANGESto your organization Train New Hires6. Create a Crisis Communication Plan (cont.)Online Communications:Social Media Post real-time status updates Direct public/employees toalternate locations Provide emergency contactinformation & instructions Allows easy transference ofinformation to otheraudiences User-friendly, searchable,universal applicability, stableplatform6. Create a Crisis Communication Plan (cont.)Online Presence:Your Website Do you have access to your WebSite during an interruption? (remoteaccess) Consider hosting your website at analternate location (offsite). Post critical information on Home &Contact pages. Provide employees, public,customers and business partnerswith timely information about yourorganization during a crisis Ensure your site has contingenciesfor any potential SPIKE in trafficduring emergency events10

9/15/20156. Create a Crisis Communication Plan (cont.)EXTERNAL Communications Strategy Establish a Crisis CommunicationsTeam Identify Spokesperson(s) &prioritization Train your Spokesperson(s) onthe intricacies and best practicesof communicating with the media Ensure all employees KNOWwho the Spokesperson is6. Create a Crisis Communication Plan (cont.)Caddo Nation – Binger, OK Break-in and robbery at Tribal HeadquartersArmed robbersTribal employees taken at gunpoint & held captivePrimary server stolen (financial data & software)Hard-copy files & check stock stolenBuilding ransackedInternet connectivity held for ransom by perpetrator in whose namethe account rested Post Office Box was also held, so mail receipt was ineffective Perpetrator was the then-Chairman of their Tribal CouncilSolution: a server and connectivity resources7. Plan for an Alternate Location Mobile Recovery››››Delivered to a specific locationIdeal for small- to medium-sized operationsHigh level of flexibilityCost-effective solution Hotsite Recovery› Permanent, regional facility› First come, first served at time of disaster Other Alternatives› Reciprocal/mutual aid agreements› Internal11

9/15/20158. Assemble Emergency SuppliesWorkplace Recovery KitCASHRecovery planHand crank or solar chargers for cell phonesImportant records (insurance policies, assetinventory, contracts) Operating system install disks, licensing keys,passwords Letterhead Office Supplies: Stamps, Writing Utensils, Stapler/Staples,Tape Printer Paper, Calculators 9. Prepare Your Employees Involve them in the planning/testing of your strategyPrepare for “work-from-home” challengesCross train employees, even between departmentsAddress Family PreparednessProvide “Build-a-Kit” workshops or other family involvement daysFormally share the plan with new hires9. Prepare Your Employees (cont.)Employees’ Plan Knowledge1.2.3.4.Do they Know the plan?Do they know where to find the plan?Do they know their primary role?Have you shared the plan with new hires?12

9/15/20159. Prepare Your Employees (cont.)Transportation Issues1. Mass Public Transportation Shut Downa)b)Car PoolingOvernight accommodations nearby2. Fuel Shortagesa)b)Storage of Fuel for Critical vehicles/staffFuel vendor for deliveries3. Restricted access for non-residents4. Damaged/destroyed vehiclesRecent Disaster Lesson Learned10. Exercise Your Plan Do an annual exercise andupdate the plan as necessary. There is no pass or fail. Make sure to re-educateemployees when any changesto the plan are made. Testing is a process not just aproject.11. Educate & Prepare Your CommunityPromote existing campaigns &programs spearheaded by theWhite House & FEMA: America’s PrepareAthon! 2 National Days of Action April 30 September 30 National PreparednessCommunity Ready.gov CERT (CommunityEmergency Response Team) Municipal website section forpreparedness links & info13

9/15/2015Questions?Agility Member .com14

Agility recovering City Hall, 3 banks, and city’s pump station City of West Liberty Who We Are “This is the most devastating recovery I have ever experienced. They had a 15 minute warning and it only took 15 seconds to devastate an entire city.”-Mike Sidoti, Agility Mobile Recovery Manager City of West Liberty 3. Prepare Your Supply Chain