Preparing Your AmeriCorps Team

For Disaster: Understanding COOP

De FlounlackerConsultant, DPE

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Learning Objectives

•What is a Continuity of Operations Plan.

•Why having a COOP is important.

•What key elements you should consider including in your program’s COOP.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Federal statistics show that, of all businesses that close following a disaster …

•More than 43% never re-open.

•An additional 29% permanently close after two years.

Source: Be Ready Alliance Coordinating For Emergencies

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Continuity of Operations Planning (COOP)

A document & a process in which your organization readies itself to deal with any emergency that might impact its ability to continue normal operations.

COOP prepares you to continue or resume normal operations after a disaster.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Simply put …

COOP is all about how your program will continue to do

business if impacted by a disaster.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Table ExerciseA major earthquake has hit your area. Cell phones, landlines & Internet service is unavailable. Your member worksite has received major damage and is closed until further notice. The community has sustained severe damage. One of the areas hardest hit is where 50% of your members live.

•What is the first thing you do?

•How will you communicate with your:MembersLead AgencyHost Service Site

•What will your members do in service?

•Other ideas?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Elements of a Comprehensive COOP

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Our Focus

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

What You Need MOST

•Member - Individual•Organization - Administration•Service - Work•Team – People

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Member(Individual)

•The BasicsFood SleepShelter•OtherFamily ObligationsBills to pay

What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Organization (Administration)

•Office •Vital records & information•Policies & Procedures•Payroll•Communications with vendors, suppliers

& host organization (if applicable)

What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Service(Work)

•Service location site

•Communications with vital contacts related to service

•People served by your Corps

What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Team – Your Corps(People)

•Communication with members

•The usual human resource challenges

•Everyday morale & welfare

What changes if a disaster strikes?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Our Focus

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Communications•With Members & StaffProvide information to members about what to do during disasters; include in orientations & in-service meetings.Phone Trees or Call Down Lists Emergency Contact InfoIf phones are out of service, a pre-designated time & location to meet.

•With Your Organization’s Key Contacts & Your Host Site for Service

After Hours & Emergency Contact InformationTheir COOP & your program’s role

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Vital Records•Types of Records to ConsiderProgram Data Member InformationGrant Documentation

•ConsiderationsElectronic data should be backed up routinely & stored off siteStore records in fire-proof safe or cabinet.ALWAYS be mindful of confidential information.

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Logistics / Administration•AccessInformationOffice & secure data•Payroll•Alternate Office LocationEasily accessedOutside of potential disaster areaGo Kit – what should it contain?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Services•Alternative sites to conduct service•Needs of those you serve may changeCan you alter your way of doing business to help them? What steps have to be taken to do so.Funding implications?

•Host Site for ServiceDo they have a plan for changing the way they do business following a disaster?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

People•Members & StaffPersonal PreparednessSpecial NeedsObstacles to service & ways to mitigateMake a plan for fewer people

•YouAre you prepared?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Key Stakeholders

•Program Director•Program Coordinator•Member•Host Service Site Contact•Host Organization for Corps•Human Resource Contact•Others?

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Local Resources•Human Services AssistanceFood Bank United WayInformation & Referral Services (2-1-1)Centers for Independent LivingFaith Based Organizations•Volunteer Centers•Disaster InformationLocal Office of Emergency Management (OES)American Red CrossVoluntary Organizations Active in Disasters (VOAD)

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

COOP ResourcesVolunteer Florida - www.volunteerflorida.org/emergencymanagement/publications.htmlMiami Dade Emergency Management and the Alliance for Human Services - http://alliance4hs.org/COOP.WP.doc The NonProfit Roundtable of Greater Washington – www.nonprofitroundtable.orgGrantsmanship Institute – www.grantsmanshipinstitute.com

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Semper Gumby!

Remember…

attitude, adaptability and flexibility are the fundamental

requirements for organizational survival.

Source: University of Wisconsin, Green Bay Center for Organizational Studies, 2001

Preparing Your AmeriCorps Team for Disaster: Understanding COOP

Questions or Comments?

Thank you!

De Flounlackerflounlacker@gmail.com