ALERT DISASTER OPERATIONS PLAN – OLNEY LIONS CLUB

OLNEY, MARYLAND

JANUARY 2008

                                                                 DRAFT-Minus the attachments

 ALERT DISASTER OPERATIONS PLAN – OLNEY LIONS CLUB

OLNEY, MARYLAND

Lions Club International (LCI) - ALERT Mission Statement

To provide Lions with a standardized structure and network to deliver needed services to people in emergency situations.

ALERT Objectives

The objective of the Lions ALERT Program is to develop a plan of action in case of a:

Level One emergency (affecting a few people)

Level Two emergency (affecting a community)

Level Three emergency (affecting hundreds or thousands of people in a region).

The emergency may be a natural disaster, a man-made disaster, or a public healthcare crisis such as a large-scale (pandemic) influenza (flu) outbreak.

The complete ALERT Program is located on the LCI website under OTHER PROGRAMS and INTERNATIONAL RELATIONS

http://www.lionsclubs.org/EN/content/alert_program.shtml

I.       SITUATION                               

In general we are a 40 member, non profit service organization (Lions Club).  Most of the membership is male and the average age is about 50.  We live in Olney, Maryland the suburbs of Washington, DC in an urban area.  We have had hurricanes and storms with high winds and flooding, tornadoes, ice and snow blizzards, we could be subject to terrorist attack and pandemic influenza.  We have some structural fires in the Montgomery County that affect single or multiple families.  Developing disaster plans for our club is a good business practice and we can help protect ourselves and serve the community more efficiently.  Working with other Lions Clubs and District 22-C and local government and first responder organizations we become a force multiplier and can help make a difference.   

II.      MISSION

To prepare our members and their family to deal with and be prepared for disasters and to help the community and those that are suffering because of a disaster or crisis situations. 

III.    EXECUTION                                                                      

Other components of our mission include the following:

A.                 Mitigation   (Prevention) is a cost-efficient method for reducing the impact of hazards through preventative measures.

1.      Given advanced notification of impending danger from such natural disasters as flooding, hurricanes, and snow and ice storms depending on the area affected the Club President will contact local authorities and determine where our assistance maybe needed.  If called or self initiated we will begin working with a LCI District ALERT Coordinator or Lions club members who are designated as liaisons or are active members of first responder organizations such as the Red Cross, Homeland Security – Community Emergency Response Team (CERT), or local fire and rescue - Emergency Medical Services (EMS) to identify local community needs and help to implement emergency management plans and programs.   

2.      Club members should be encouraged to seek free disaster preparedness and first aid training from the above organizations or others in disaster preparedness/prevention and to use their training to identify hazards and problems to prevent or minimize the effects of these types of events. Our club will schedule at least one disaster preparedness training or exercise program each year.

B.                 Preparedness involves the development of a plan of action in case of emergency.

1.      Using available books, pamphlets, articles, on line web sites, local training, common sense, and discussions we encourage our members to prepare a family plan in the event of a disaster or emergency.  The plan should include sheltering in place for 3-5 days and also the possibility of an evacuation of the community.  Lions that have had disaster preparedness training should assist other members in creating their plans.  Being prepared can reduce fear and anxiety and help limit damage and loss.  In Montgomery County there is website with a lot of information.

                              http://www.montgomerycountymd.gov/cittmpl.asp?url=/content/pio/news/preparedness.asp

2.      Using the above resources club members should prepare a disaster kit for sheltering in place and also for a possible evacuation.  If displaced, Lion club members that can’t be housed by other club members may have to stay in a shelter, or motel/hotel.  Some items can be kept in you vehicles.  The items and supplies should be checked and changed or replaced periodically but no less than every six months.  Lions should be able to take care of their family if they plan and have the items they need.  Once the family is taken care of the Lion member can then turn their attention to other Lions Club members and their families and to the needs of the community.  Our Lions Club members should avoid having to depend on first responder organizations to provide major assistance when prior planning and equipment was all that was needed.    

3.      Being prepared also includes training with local first responders organizations.  Members who are active with the first responder organizations maybe called in an emergency and they can get into areas where the public is restricted.  Our club members who are active members of these organizations will have established contacts and should be useful in coordinating the Lions Club assistance.  Establishing contacts with first responder organizations and becoming involved in the emergency planning in advance is preferred. 

4.      Obtaining free on-line training through FEMA of the Introduction of the Incident Command System is required for our club President, Vice Presidents, and Team Leaders.     

ICS 100, Introduction to the Incident Command System, introduces the Incident Command System (ICS).  This course describes the history, features and principles, and organizational structure of the Incident Command System. It also explains the relationship between ICS and the National Incident Management System (NIMS).  The course takes approximately 3 hrs. See below.

                              http://training.fema.gov/

5.      Our club will conduct an inventory/survey of the club members and identify our resources.  See Attachment A.  Current telephone numbers need to be maintained and special needs of the member and their family should be identified.  Attachment I

6.      Our club may keep some cash and checks available with key people in the event that ATM’s and credit cards can’t be used and materials, equipment, emergency supplies, food, and shelter are needed.  Individual Lions Clubs, Regions, and at the District level may wish to invest/budget for and maintain disaster kits which might contain FM radios, safety vests, gloves, hard hats, food/water, blankets, notebooks and pens and pencils, duct tape, tarps, first aid kits, camera, flashlights, flares, and two way radios.    

7.      In some areas local governments have established an alert system that citizens can sign up for that advises of emergencies and crisis situations.   We have the Alert Montgomery system see below.

                              https://alert.montgomerycountymd.gov/index.php?CCheck=1

C.                 Response includes the mobilization of emergency services as defined in the emergency plan.

1.      If our community is heavily damaged in a disaster the first concern is for our families and the members and their families.  A phone tree will be activated and the Vice Presidents, Team Leaders or designated individuals will contact members on their list and report to the Club President.  If the member does not answer the telephone, and he/she is believed to be home a neighbor will be called and asked to check on the member or someone will be asked to drive to the member’s house.  Problems and special needs of the members will be taken care of first. 

2.      If there is no communication available with land line and cell telephone, members with two way radios should tune in channel four.  When using the two way radios channel four is the primary and channel two will be the backup or alternate channel.  Members may need to provide immediate assistance to their neighbors.  Work in pairs with your neighbors and avoid going into heavily damaged structures. 

3.      Unless otherwise assigned those available to help others will respond to Sherwood High School with their personal equipment such as flashlights, extra clothing, sleeping bags, gloves, personal items, food, water, hand tools, and first aid kits.  If club members are traveling to another club’s area to assist they should car pool.  The Olney Safeway parking lot will be the alternate meeting location.  

4.      Those members who are active in local first responder organizations may decide to report to their respective organizations for assignments and to coordinate assignments for the Lions Club members.

5.      Club members will be assigned tasks as needed based on the situation, training, skills, and will work in pairs and use universal precautions when needed.  Club safety equipment and two way radios will be issued to the members. 

6.      If the magnitude of the disaster justifies a request for a LCI Grant (generally $10,000) a request will be made to the District Governor.   

D.                 Recovery aims to restore the affected area to its previous state.

1.      Recovery may be better accomplished by private companies, federal, state and local governmental agencies. 

2.      After some of the first responders leave the Lions clubs may find a niche by provided monetary assistance to the victims with LCI grant funds.

IV.    ADMINISTRATION/EQUIPMENT/LOGISTICS                           

A.               Inventory/survey

1.      The club will gather contact information on club members, along with special needs, skills, training and other pertinent information.

2.      Determine what equipment resources are available.  Maintain the questionnaires and update it when members join or leave the club, and when they obtain training or equipment.  We will also learn what resources are available in District 22-C and through the Club President make the requests.

3.      If appropriate a club can request manpower assistance, supplies and material through the Lion Emergency/Non Emergency Assistance Program through the LCI web site:

       http://www.lionsclubs.org/EN/content/lions_assistance.shtml#

4.      Establish who is willing to temporarily take in displaced families if needed.

B.               Maintain a current list of local government agency telephone numbers including the local Emergency Operations Center, EMS, police, and local first responders.  See Attachment B.

C.               Our club has active members in first responder or EMS organizations.  If we did not we would appoint liaison positions (Committee Chairperson)  for members to establish contact and develop partnerships, keep current contact information and if possible get involved in emergency planning and exercises that include the Lions.

D.               This club has developed emergency disaster plans and will develop training or exercises to test our readiness.  Participating in exercises with local first responders and EMS organizations will be a goal of the club.  We will review and update these plans yearly during January.

E.                Club equipment and disaster supplies may be a budget item and will be maintained by the club and will be checked and maintained by the club Lion Tamper in good condition and items such as water replaced.

F.                We encourage the members to take disaster training and if possible arrange for the providers to put on classes for members of the local Lions Clubs as a group. 

G.               The Treasurer will arrange for electronic transfer of funds if appropriate, pay the bills associated with the disaster relief and keep a separate record of the expenditures for an accounting with LCI if grant money was used.  He/she shall maintain a record of money donated by the public and how it was dispersed to support the relief effort.  The Treasurer will make arrangements with local retail stores to obtain DEBIT CARDS which can be given to the effected families to purchase food and needed items if there is funding. 

H.               The Secretary will maintain the master disaster plan and the questionnaires and update individual member’s information when received and/or annually in January.  A record of the hours worked, the services performed, and any property collected and how it was dispersed.  The secretary will prepare schedules as needed.  An After Action Report will be prepared by the Secretary and forwarded to the District Governor within 15 days after relief/support activity has ended.  The Secretary will be the backup Public Relations spokesman for the club should the ALERT Public Relations Officer not be available. 

I.                  If a significant disaster occurs and LCI and other Lion districts and clubs participated in disaster relief and our club is not directly involved the Board will discuss the merit of making a financial contribution to LCI for disaster relief efforts. 

V.      COMMAND AND CONTROL  

 A.     Delegation of Authority

1.      The Club President has decision authority and if not available then                                          the 1st. then 2^nd and finally 3^rd. Vice President shall act in his/her place.

2.      This delegation of authority shall only be during a serious crisis or disaster that requires club members to provide service and assistance to the community.  

B.            Chain of Command

1.      The Club President will report to and keep the Zone Chairperson informed of the situation who will intern keep the Region Chairperson informed who will intern brief the Vice District Governor and District Governor.  If the situation is beyond the capabilities of our club the Club President will ask for more assistance from other Lions Clubs in the District through the District Governor. 

2.      The ALERT Public Information Officer will be kept informed regarding the disaster relief activities of the club. 

C.             Organization  

1.      Club members will be divided into teams under the three Vice Presidents.  Each team will have 10-14 members.  The current President, Vice Presidents and Team Leaders and those members holding these positions in the future will be required to complete the free on-line FEMA Introduction to the Incident Command System course within 30 days from the approval of this plan or taking the position. 

2.      Team Leader(s) can be designated instead of a Vice President or to create additional teams.

3.      Vice Presidents or Team Leaders will keep current contact information and will call their members when requested or in an emergency.

4.      Vice Presidents or Teams Leaders will check on member’s availability and assignments and supervise the work performed.  They shall be accountable to club equipment.  They will keep records of hours and the work performed daily, report injuries, take photographs, conduct a debriefing, and forward this information to the Secretary.

5.      Vice Presidents and Team Leaders shall be concerned for the mental and physical wellbeing of the members who may become stressed and overwhelmed by the situations they encounter.  Refer members or arrange for professional assistance which should be available through the first responder organizations on scene. 

D.               Individual Members

1.      The individual members are encouraged to educate themselves in emergency preparedness and to make their own family emergency plans, create disaster kits to sustain themselves for at least 3-5 days.

2.      Keep their emergency contact information up to date with the Secretary and their Vice President or Team Leader and in an emergency advise them if they are available or if they have evacuated or relocated.

3.      If physically capable of doing so work with the Vice Presidents or Team Leaders to assist the community.  Keep them informed if they need any assistance

4.      Take first aid, emergency preparedness or disaster training from first responder organizations or other sources and work with them to involve the Lions Club in their emergency plans.  Report new training to the Club Secretary and provide a copy of the training certificate.

Sample Attachments

Attachment C

SIMPLE FAMILY DISASTER PLAN

ž         Keep copies in all vehicles, with neighbors, and in possession of all family members and out-of-town contacts

ž         Review this information periodically with family members, family contacts, and neighbors

ž         Update when needed.

ž         Directions to locations are useful because people forget things like that in a crisis. Also, someone may need to meet you there (for example, to bring you a family member (human or animal) who could not join you initially when you evacuated.

1. Names and Contact information:

FOR EACH PERSON:

ž         All phones, email addresses, and home and work addresses.

ž         Where is the person (or pet) likely to be?

ž         Key Medical Information: note specific conditions, allergies, and medications; include names and phones for key physicians, veterinarian, etc.

2. Out of town contacts: (have at least two; try to have in more than one region)

ž         FOR EACH: name, relationship to you, phones, email addresses, and home and work addresses.

3. Meeting places

• If we are at home: [in the neighborhood]
• Local Daytime: [central location away from likely metropolitan hazard] Name and address of location, phone at location, and directions how to get there
• Out of town: Name, address, phones, and directions how to get there [consider likely evacuation route when choosing this location; check with your likely host!]

• Extra water and food – describe container and location
• Additional supplies (example, generator and fuel, automotive needs, plastic sheeting & duct tape, tools,  extra clothing, etc. – describe item, container, and location