Emergency Management & Disaster Planning

Emergency Management & Disaster Planning

What we re going to talk about What is Emergency Management and Disaster Planning? What are the key elements of an EM Plan? Where does the University Architect fit in? Case Studies Resources (Survey Results where they apply)

100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Yes No Survey: Does your institution have an Emergency Preparedness Plan?

Definition of Emergency Management Emergency management is the managerial function charged with creating the framework within which communities reduce vulnerability to hazards and cope with disasters. Source: International Association of Emergency Managers

Emergency Management Must Be: 1. Comprehensive emergency managers consider and take into account all hazards, all phases, all stakeholders and all impacts relevant to disasters. 2. Progressive emergency managers anticipate future disasters and take preventive and preparatory measures to build disaster-resistant and disaster-resilient communities. 3. Risk-driven emergency managers use sound risk management principles (hazard identification, risk analysis, and impact analysis) in assigning priorities and resources. 4. Integrated emergency managers ensure unity of effort among all levels of government and all elements of a community. 5. Collaborative emergency managers create and sustain broad and sincere relationships among individuals and organizations to encourage trust, advocate a team atmosphere, build consensus, and facilitate communication. 6. Coordinated emergency managers synchronize the activities of all relevant stakeholders to achieve a common purpose. 7. Flexible emergency managers use creative and innovative approaches in solving disaster challenges. Source: International Association of Emergency Managers

Comprehensive Emergency Management Comprehensive Emergency Management includes four strategies that apply to all hazards: Mitigation: identify, eliminate or reduce the impact of hazards Preparedness: build the capabilities to respond and recover Response: gain control over the on-going negative effects of the hazards Recovery: return back to predisaster condition

Comprehensive Emergency Management University Architect involvement Mitigation and preparation for emergencies is where capital planning and projects are generally focused. Response may include facility assessment or emergency repair. Recovery may also include capital projects.

Comprehensive Emergency Step 1: Mitigation Management Identify the team/key stakeholders Hazard Vulnerability Assessment Life Safety Security Natural Disasters Etc. Mitigation Planning Capital Projects planning Operational Planning Business Continuity

Huh? 23% Yes 41% No 36% Survey: Has a Hazard Vulnerability Assessment been prepared?

Credit: Kaiser Permanente Example of HVA

Hard Mitigation = Construction

Soft Mitigation = Operations INCIDENT COMMANDER LIAISON OFFICER SAFETY OFFICER PUBLIC INFORMATION OFFICER OPERATIONS SECTION PLANNING SECTION LOGISTICS SECTION FINANCE / ADMIN. SECTION

Comprehensive Emergency Management Step 2: Preparedness (From the University Architect perspective) Action Plans Design Standards Capital Projects execution Facility Documentation Drill Participation

30% 25% 20% 15% 10% 5% 0% Emergency phones Building access controls Security cameras Public address Other None Survey: Do you have campus design standards related to security and disaster preparedness?

50% 45% 40% 35% 30% 25% 20% 15% 10% 5% 0% Never Monthly Quarterly Yearly Survey: Do you participate in emergency preparedness drills?

Comprehensive Emergency Step 3: Response (From the University Architect perspective) Coordination with Incident Command Facility Assessment/Evaluation Damage Control/Interim Repair (Consultants/contractors on retainer?) Flexibility! Management

Comprehensive Emergency Management Recovery: (From the University Architect perspective) Capital Projects Repairs New projects Reprioritization Plan Reassessment

Police Other Fire Plant Ops Office of EP University Architect 40% 35% 30% 25% 20% 15% 10% 5% 0% Mary P. Cox FAIA Virginia Commonwealth University Survey: Who s the lead department? EH&S

Web Based Emergency Management

Flood 9% Earthquake 14% Haz Mat Spill 12% Crim inal events 7% Terrorism 5% Tornado/ Hurricane 12% Pandemic 7% Fire 14% Utility interruptions 15% Major accident 5% Survey: What are the top priorities?

60% 50% 40% 30% 20% 10% 0% Priorities Projects Fire/Life Safety Security Seismic retrofit Flood Protection Other Survey: What kinds of capital projects are we doing?

The summary so far Everyone has an Emergency Management Plan Quality and content of plans can vary Identification of hazards and prioritization of projects is the key to developing a responsible comprehensive emergency management strategy The role of the University Architect also varies, but our skills, knowledge and resources are essential to plan development and implementation

Case Study: University Architect s Role in Emergency Preparedness at California Polytechnic State University Bob Kitamura As the Campus Deputy Building Official, responsible to approve all new construction and remodels for compliance to the California Building Code and ADA accessibility. Coordinate with the California State University Seismic Review Board to keep an updated list of seismically deficient buildings and to make sure they are retrofitted in a timely manner. Meet and coordinate with the State Fire Marshal to inspect and review exiting conditions as well as new proposals.

Case Study: University Architect s Role in Emergency Preparedness at California Polytechnic State University Operations Section Manager for the Emergency Operations Center (EOC) (Directors, Facility Services and Facilities Planning and Capital Projects) Oversight Responsibility Law Enforcement / Traffic Control/ Fire Response Search & Rescue Communications Construction / Engineering / Damage & Building Assessment Transportation Disaster Medical Counseling Agriculture & Natural Resources Care & Shelter Hazardous Materials Utilities Training Participate in coordination meetings twice a year with Section Managers of the EOC Participate in coordination meetings twice a year with all members of the EOC Participate in a simulated emergency once a year Updating information and equipping the EOC Operations Section of the EOC

Case Study: University Architect s Role in Emergency Preparedness at UC Davis Medical Center Tom Rush Participate in development of the Hazard Vulnerability Assessment Develop capital projects to mitigate priority hazards Hospital Incident Command System Management Team Drill participation (as required by the drill scenario) Coordinate with Clinical Affairs to assure compliance with Joint Commission requirements for the environment of care Member of the Campus Safety Committee and Security Subcommittee

Case Study: UC Davis Medical Center All disasters impact health care organizations, which provide direct support to affected communities and regions Floods Earthquakes Hurricane Katrina in 2005 Wildfires in Southern California in 2007 Many others Joint Commission studied impacts of disasters on hospitals and concluded that: it is not sufficient to plan for a single event; rather, health care organizations should be able to demonstrate sufficient flexibility to respond effectively to combinations of escalating events.

Escalating Events

Lessons Learned from Hurricane Katrina Hospitals are highly dependent upon the community s infrastructure and a rapid response from private vendors. Telecommunications systems are rapidly overwhelmed or incapacitated. Electric, water, and sewage services are essential for the hospital to care for its patients. Police protection must be rapidly provided to protect the hospital. Due to just-in-time inventories, dependent upon regular and timely vendor shipments, few hospitals have the inventory to be self sustaining for more than 72 hours. Source: American Hospital Association. November 2005

Case Study:The College of New Jersey Curt Heuring

Jeff Averill Case Study: THE VOICE

Resources

Google emergency preparedness universities = 20,000,000 hits Including many university EP websites NFPA 1600 (Standard on Disaster/Emergency Management and Business Continuity) http://www.nfpa.org/assets/files/pdf/nfpa1600.pdf NIMS Integration Center (National Incident Management System) http://www.fema.gov/emergency/nims/ FEMA Training web site http://training.fema.gov/ Emergency Management (EM) Principles and Practices for Healthcare Systems written by Veterans Affairs http://www1.va.gov/emshg/page.cfm?pg=122 International Association of Emergency Managers (College/University Committee) http://www.iaem.com/committees/college/ FEMA listing of state emergency preparedness agencies http://www.fema.gov/about/contact/statedr.shtm International Association of Campus Law Enforcement Administrators http://www.iaclea.org/ LSU: In The Eye Of The Storm http://www.lsu.edu/pa/book/eyeofthestormtxt.pdf This presentation will be available on the AUA website.

Questions & Discussion Is this a topic of interest? Should AUA provide continuing education in this area? http://www.ucdmc.ucdavis.edu/areyouprepared/