Disaster Planning: First Things First

Have multiple copies of your business license, nonprofit certificate, payroll records, insurance policies etc.. For individuals keep vital documents such as pictures, birth, marriage, divorce or death certificates and passports, mortgage status, insurance policies, social security or green cards etc..off site securely. Back up electronic copies and keep additional copies in different secure locations. Rationale: During a technology failure, or scenario involving infrastructure damage there is no access to electronic data. If there is a structural fire, items may be destroyed. After a major earthquake some structures will sustain damage, and 50% of roads may be impassible. Back up copies in more than one location increases the odds of accessing a copy. In optimal conditions these items are time consuming to replace. If systems are down expect delays. Back up payroll records. Keep them secure. Have a work around plan to meet payroll. Rationale: Electronic processing systems will not function. ATM machines will only work if there is a backup generator. Lines will be long if any are operational. In a large scale disaster scenario, barter comes first, then cash. In the case of individuals make plans to ensure short term sustainability in the event of delayed payroll, inoperable electronic processing systems, mandatory or recommended evacuation. Do your vendors have a business continuity plan to prevent a disruption in supplies? If not, consider setting up a resource agreement with alternate vendors in the event your primary vendor doesn't come through. How long can your nonprofit continue to operate without supplies? Consider whether to keep a reserve of supplies that are critical to continued functioning. Also consider what alternate supplies you may need to satisfy your work around plans. For individuals, plan with trusted family, friends and neighbors and have items available for barter. What is you plan to pay vendors? Vendors cannot continue operating without cashflow. Rationale: Each failure to pay increases the the impact. If their business is inoperable, they can't pay their suppliers and their employees can't pay their bills which in turn affects other businesses. Above all 1. Have an clearly defined evacuation plan and meeting place. 2. Have a plan to ensure access to clean, life sustaining drinking water for 2-4 weeks in the valley and 3-6 months on the coast. 3. Have back up communication plans and practice often. Make sure your communication plan is compatible. 4. Keep some emergency supplies off-site, but nearby. If possible have supplies in a remote location also. Think strategically about emergency supplies: water, protection from the elements, then food. Safety should top the list. Consider unique needs such as diabetic supplies, life sustaining medications or an EPI pen. Don't forget pet supplies and plans. Rationale: Dividing supplies increases the likelihood of access. 5. Have a back up plan for power. Power may be off for up to two months in the valley following a major earthquake. 6. Have a plan for sanitation and gargage disposal for 3-6 months in the valley and 1-3 years on the coast. 7. Include others in your planning process. Cooperate before, during and after a disaster. 8. Have a plan to help those with special needs and train with community partners.

Prepare With Care-Emergency Water Supply

We live for today. The idea of preparing overwhelms individuals, but what about preparing at the business or organizational level?

Immediate needs may include water, shelter, heat, food, safety, light, refrigeration for unstable life saving medications, sanitation and perhaps firstaid.

Most "firstaid kits" or "emergency kits" will not provide the basics. A firstaid kit may be an OSHA requirement and give employers a false sense of security. Comply with the law, then prepare with care. How much benefit will your organization derive from a few 2x2 guaze pads in an large scale disaster? An emergency kit may be a step up and contain some Meals Ready to Eat (MRE's) and a few pouches of water.

Think strategically about how many people the plan needs to serve. Let's use an emergency water supply as the example. The standard recommendation is a minimum of three gallons per person per day. The need will vary based on your industry or population served. How far do you think that emergency kit will go in satisfying the need for water?

One local credit union built a cistern. It looks to hold around 5000 gallons of water. Cisterns are common in Western Africa, but not here. Yet Western Oregon gets a lot of rain. What about cost? Each entity needs to weigh the cost and benefit. A 5000 gallon cistern seems drastic for a hair salon with 10-12 employees. So if a cistern is not the solution, what is?  A high capacity water filtering system? A single water barrel and pump? Stored bottled water? Draining the hot water tank and hoping it is enough? How will water be distributed?

Credit unions are not allowed to close more than two consecutive days, so they are obligated to function whereas hair salons are not. Contrast that with an Adult Family Home. People live there and water is necessary to maintain health and safety. Your water needs will depend on a variety of factors. So the formula goes like this # served x daily consumption x expected number of days or hours. Build up to a three day supply and set up a time line for cost effective improvements.





Rain Cistern at a Local Credit Union.




Roof Drainage into Cistern.



Operation Cool Down

Excessive heat is uncommon in Western Oregon, and the forecast is hot and hotter the next few days.
Many homeowners and apartment dwellers do not have air conditioning.These conditions offer the option to depart from business as usual. Employers can help by reminding employees to stay hydrated, carry extra water in their cars, and limit physical activity during the hottest part of the day. Employers may also encourage employees that work outdoors to take more shade breaks.
Those in the housing industry may activate a system to check on the elderly. If you don't have one, this would be a good time to create one. Humanitarian organizations may distribute bottled water to persons on the street. Cooling centers may be activated. If your church is interested in operating as a cooling center contact the city to initiate the process.