AAA Disaster/Emergency Management Plan
Step By Step: Links to Resources & Tips for Fulfilling Requirements of DAAS Alert 12.29.06 (1.3 MB PDF)
- Establish coordination agreements and working relationships with nursing homes, assisted living facilities, senior centers, and adult day care facilities to provide evacuation shelters appropriate for aging clients.
- Ensure caregivers of clients receiving in-home services are trained on procedures to follow in case of disaster. Community Emergency Response Team Training (CERT) gives basic training in disaster response for individuals.
- Develop and document coordination agreements and establish working relationships with emergency service disaster agencies, voluntary relief (i.e. ARC, Salvation Army, Mennonites, etc.) and local community-based organizations focused on providing services to older persons.
- Establish and maintain contingency communication links with DAAS.
- Establish a comprehensive internal communication matrix (agency personnel specific).
- Templates for guidance with both internal and external communications: Communications External Matrix (95 KB PDF) Communications Internal Matrix (49 KB PDF)
- Document resources needed to ensure continuity of services, primary sources for the resources, and alternate sources should primary sources not be available. Gather info and create form.
- Identify contractors to assume service provider functions in the event that a local service provider becomes inoperable. Gather info and create form.
- Project future state and non-state supported needs based on the severity or magnitude of disaster and current situation. Make a list of “lessons learned” from having been involved in a disaster and review with the AAA’s county emergency manager(s).
- Maintain an updated current list of resource contacts. Create a list of resources in the AAA’s area and update regularly (i.e. annually).
- Test the plans’ effectiveness through documented training and exercise scenarios. Arizona Emergency Management's Homeland Security Training
- Document at least one exercise that activates and tests the effectiveness of the plan once per calendar quarter. Establish frequency of exercises (i.e., biannually) and create documentation form.
- Document the results of afore-mentioned exercises, including corrective action plans and follow-up on said plans. Create documentation form. Evaluate the plan at least annually or as needed when tests reveal necessary corrective actions, during needs assessments, or due to changes in legislation. No T.A. necessary. Participate in emergency preparedness/disaster response training (such as Community Emergency Response Team, or CERT) and educational events (such as conferences) whenever such trainings and events are available. Contact county emergency managers, along with ADEM, and request to be added to mailing/email list. Determine emergency telephone procedures for notifying Division of Aging & Adult Services (DAAS) of all local emergencies and disasters. Help them develop phone tree.
- Notify DAAS of all local emergencies/disasters via pre-determined emergency telephone procedures identifying: nature and extent of disaster, emergency and/or incident, and the adequacy of relief services available for the elderly via local resources. Create form with info.
- Determine and report damage and disruption of AAA’s functions to DAAS. No assistance needed.
- Coordinate the response activities of impacted providers. Complete course found at the FEMA Training Site
- Assess the need to mobilize resources and/or personnel. Establish criteria for mobilization of resources and personnel; list those items and people.
- If need for mobilization is determined, activate the plan, providing advocacy and outreach services with follow-up and monitoring. Plan should identify specific advocacy and outreach services, with contact info for each.
- Track and document legitimate disaster expenses to streamline reimbursement. Create form for this.
- Document utilization of resources. Create form for this.
- Notify the service providers to contact project directors with instructions needed to carry out their assigned duties, including the mobilization of local volunteers, necessary to provide emergency services for the elderly victims within their jurisdictions. Gather info and create form for this.
- Should a local service provider become inoperable, assume or contract those functions until provider operations are re-established. Determine contractors for functions and list with contact info. T.A. DES Alert 12.29.07, Monitor and assess needs of impacted providers. Create form.
- Provide technical assistance to impacted providers. Determine what T.A. impacted providers will need and put into a reference document.
- Provide demographic information about the disaster areas upon request from state/federal authorities. Gather demographic information and establish frequency of updates (i.e. annually, etc.).
- Maintain regular communication of the updates to the Division. Determine alternative forms of communication if phone/computer not available (i.e., ham radio).
- Make on-site (disaster scene) visits as required to ensure proper services and adequate safety precautions are being observed on behalf of the elder victims. Create tracking form.
- Assist providers in documenting all expenditures associated with response and recovery efforts for possible future Federal and State disaster relief funding and to support any insurance claims. Locate Federal and State required forms.
- Disaster/Emergency Preparedness Coordinator: Designate a Disaster/Emergency Preparedness Coordinator. Identify that person and ensure that they receive CERT training, have access to forms, are trained on procedures, and establish network of emergency contacts.
- Include an Emergency Operations Command post set-up in the plan. Locate and provide EOC set-up instructions.
Disaster/Emergency Preparedness Back-up Needs
- Review needs for back-up utilities, including electricity, water, natural or bottled gas, elevators, communication methods for disaster/emergency preparedness. Create form for this.
- Include back-up plans to reasonably assure alternate sources. Identify and list back-up plans for alternate sources.
Disaster/Emergency Preparedness Training:
- Participate in DAAS-sponsored and community disaster/emergency preparedness training and simulation community exercises, when such training and simulations are available.
- Disaster/Emergency Preparedness Event or Exercise:
- In the case of an actual event or exercise:
- Activate the Plan
- Review plan on regular basis (i.e., annually)
- Record activities. Create tracking form.
- Conduct a post-event or post-exercise assessment. Create assessment form.
- Notify the DAAS State office of all planned exercises prior to implementation. Notify the DAAS State office immediately upon the activation of the plan. Establish alternative communications plan in case phone/computers are down. Disaster/Emergency Preparedness Reporting: In the case of an actual event or exercise, report on disaster/emergency response and recovery activities to the DAAS State office.
Disaster/Emergency Preparedness Monitoring:
- Utilize instruments for monitoring/evaluating sub-contractor sites, including disaster/emergency preparedness plans. Create monitoring and evaluation forms.