INSTRUCTIONS for creating your
DISTRICT EMERGENCY OPERATIONS PLAN
INTRODUCTION
Each Sun Lakes District is a self-contained unit with EPAP Coordinator, Zone Captains, FAST / Medical Team, radio communications, and computer Program Manager. All EPAP personnel follow the Emergency Preparedness Action Plan in the EPAP Manual. As instructed in the Manual, each District should create its own Emergency Operations Plan to be able to function independently in an emergency. This plan will enable your District to continue to carry out essential EPAP functions.
The District EPAP Coordinator would normally be responsible for preparing this Plan.
This document package will help you create your own Operations Plan which will be compatible with other District Plans. At the same time, you will be following the EPAP Manual, so that all Districts have the same procedures and personnel. This is essential so that all Districts can work together in an emergency.
- Obtain or Download the EPAP Manual. It can be found on the EPAP website, “Meetings and Manuals,” “EPAP MANUAL.” You can read it on-line. Look at page 10, B., Operational Plans. This will describe what you will be doing. If you have not already done so, get familiar with the rest of the Manual, because this is the Plan that we all follow.
- You can find more training and reference information to help you with this project on the EPAP website, DISTRICT TRAINING and EPAP POSITIONS sections.
CREATING YOUR PLAN
This is a “fill-in-the-blanks” form that will become your Plan. Most sections are straightforward. Here are some suggestions to help you get through the process.
Obtain a 3-ring loose-leaf binder to contain your Plan. This will enable you to update lists of Personnel as they change, and update your Plan easily.
Because many names and addresses are needed, your EPAP Program Manager can supply those reports.
You will need to obtain a List of your Zone Captains and Medical Rescue Team personnel from your Program Manager. These can be inserted separately into your binder. Cell phone numbers should always be used, since these may be more reliable in an emergency.
Your Program Manager should also prepare an updated set of Zone Reports for distribution to the Zone Captains, and for use at the Command Post.
HELPFUL HINTS FOR CREATING YOUR PLAN
The following items may help you shape your Plan. You may have other ideas that would be better for your District. Your Plan should fit the characteristics and needs of residents in your District.
Item 4. Command Post. Make sure that everyone knows the location of your Command Post. Publish it in your District newsletter. Identify which personnel should report directly to the Command Post. These would be the EPAP Coordinator & alternate, MRT personnel, and District Delegate or alternate. One person should be assigned as radio operator. See website for a check-in log and checklist of items to do when activating command post. The Coordinator should have a list of tasks for un-trained volunteers to do as-needed.
Item 5. Activation Plan. Decide how you will notify your personnel that your District has been activated. Text messaging with cell phones is useful; you can set up a group on your phone to send message to everyone at once. You can also get an app for this. Or you can set up a phone tree for messages to be relayed. Create a list of all phone numbers that will be called, so that others can duplicate the list as needed. Use this list to record event, notification, Command P check-in, and reports. Test your system regularly and update phone numbers.
Item 6. Radios: Key personnel should know how to use the radios. List your Companion Districts here. See training video on the EPAP website. Always monitor EOC Channel 4, code 0, during an event. If you are a lead district, maintain radio contact with your Companion Districts.
Item 7. Zone Captain procedures. Normally Zone Captains self-activate and begin their survey immediately. In a non-obvious event, they could be instructed with text message. They should have their vests, flashlights and updated lists in advance. After the survey is completed, they report to the Command Post and turn in their reports. This is when the EPAP Coordinator verifies that all homes have been checked. If a Zone Captain encounters an emergency, a messenger can be sent to the Command Post for help.
Item 9. Zone Reports. Be sure to keep the Zone Reports updated as residents come and go. Insist that Zone Captains use only the latest updated lists. Provide lists in advance. Bring extra sets of lists to the Command Post to give to volunteers to help if needed.
Item 11, 12. Supplies. Some MRT personnel should retrieve supplies to be used, others should remain at Command Post to receive orders. Radios should be stored indoors, cool place, batteries removed from radios until needed. Have supply of extra fresh batteries.
NOTE: EPAP cannot transport injured residents: This can be done by volunteer residents.
Item 13. Training. Meetings to coordinate this Plan with your District personnel. Everyone should know where to go and what to do. Give everyone a copy of page 1 of this Plan. Coordinate with Companion Districts. Participate in all drills; also in monthly radio checks.
SHARING YOUR PLAN
When you have finished your plan, copy the first page plus the activation contact list and distribute it to the EPAP personnel in your District. You should also share a copy with each of your Companion Districts since you will be working together.
Also please provide a copy of the first page to the EPAP EOC to update your contact information and verify that your plan has been completed.
FOLLOWING YOUR PLAN
It is essential that you review the Plan with your EPAP personnel frequently so that everyone is always familiar with your District procedures. Drills and exercises are a good way to be sure that everyone is prepared.
This Command Post Packet provides essential forms that you need to manage your District. Please print or Download the forms.