The Eye of the Storm
Proactive Guide to Facility Preparedness

Pre-Season Preparation (December - May)

1. Review and Update Plans

   • Review and update the hurricane preparedness plan.
   • Conduct annual inventory checks.
   • Update emergency contact lists.
   • Ensure emergency procedures are proactive and well-documented

2. Contracts and Compliance

   • Ensure all contracts follow FEMA requirements.
   • Secure pricing agreements for critical supplies and services.
   • Confirm mutual aid agreements with local/state municipalities, businesses, colleges, and universities
   • Include agreements for diverse supplies such as different sizes of tarps and chainsaws, based on lessons from past events.

3. Vendor Coordination

   • Meet with vendors to discuss pre-staging resources.
   • Ensure multiple vendors for critical supplies.
   • Confirm availability of backup power sources and fuel supplies.
   • Regularly coordinate with vendors to discuss pre and post storm preparation

4. Training and Exercises

   • Conduct preseason meetings with internal and external stakeholders.
   • Participate in emergency management training and exercises.
   • Ensure staff are trained in weather spotting and emergency response procedures.
   • Conduct regular training sessions and damage assessment team kickoffs

Weekly Monitoring During Hurricane Season (June - November)

1. Weather Monitoring

   • Monitor weather updates from the National Weather Service (NWS) and National Hurricane Center (NHC).
   • Use radar tracking apps and emergency communication software for alerts.
   • Ensure all weather spotters are actively monitoring conditions.
   • Revise decisions based on changing weather patterns

2. Communication Readiness

   • Test communication systems, including emergency communication software, radios, cell phones, and satellite phones.
   • Ensure all departments maintain emergency supplies and have communications plans accessible
   • Maintain consistent communication within the team and critical external parties

3. Resource Allocation

   • Check and replenish emergency supplies, including food, water, and medical supplies.
   • Ensure generator fuel tanks are full and replenished from previous storms
   • Verify/test backup power systems
   • Utilize devices such as iPads to manage tasks and track progress during emergencies.

72 Hours Before Predicted Storm Impact

1. Activation of Emergency Operations Center (EOC)

   • Activate the EOC and notify all relevant personnel.
   • Confirm roles and responsibilities for all departments.
   • Set up incident command centers and staging sites.
   • Coordinate the deployment of ride-out and debris teams.

2. Secure Facilities

   • Begin securing loose materials and equipment.
   • Install shutters and secure windows and doors.
   • Ensure all exterior drainage systems are clear.
   • Ensure facilities that house people are secured.

3. Staff Coordination

   • Implement staff rotation schedules to prevent burnout.
   • Ensure staff have personal emergency kits and necessary supplies.
   • Confirm lodging and meal arrangements for staff staying on-site.
   • Maintain detailed checklists and team member assignments.

4. Communication and Coordination

   • Activate emergency communication software notifications and confirm receipt by all team members.
   • Coordinate with local and state emergency management agencies.
   • Establish regular communication updates with all stakeholders.
   • Emphasize the importance of coordination and clear communication channels.

 

48 Hours Before Predicted Storm Impact

1. Facility Evacuation (if necessary)

   • Make the decision to decompress or fully evacuate the facility.
   • Follow the process for secure relocations and storage.
   • Coordinate with ambulance services and healthcare providers for patient relocation, if applicable
   • Ensure research samples and critical materials are relocated or secured, if applicable

2. Final Preparations

   • Double-check all emergency supplies and equipment.
   • Secure all critical documents and electronic data backups.
   • Ensure all power banks and backup batteries are charged.
   • Confirm readiness of teams and supplies.

3. Communication Systems

   • Verify all communication lines are open and functional.
   • Update all personnel on the latest storm track and safety procedures.
   • Test and confirm communication reliability and redundancy (radios, cell phones, satellite phones, Internet)

 

24 Hours Before Predicted Storm Impact

1. Initial Preparations

   • Emergency meeting to review plan and assign roles
   • Update contact information and establish communication protocols
   • Monitor weather updates

2. Facility Securing

   • Secure loose exterior objects
   • Close and secure windows/doors, board up if needed
   • Place sandbags at vulnerable entry points

3. Interior Preparations

   • Test generators, ensure fuel tanks are full
   • Protect critical systems, relocate or secure equipment
   • Move valuable items to higher ground

4. Communication and Coordination

   • Brief staff on latest updates and responsibilities
   • Confirm emergency contacts, establish check-in times
   • Review and communicate evacuation plans

5. Final Checks

   • Power down non-essential systems
   • Secure interior doors and loose items
   • Conduct final walkthrough to ensure preparations are complete

 

During the Storm

1. Shelter in Place

   • Ensure all personnel are in designated safe areas.
   • Maintain regular check-ins and status updates through emergency communication software.
   • Monitor weather conditions and adjust safety protocols, as necessary.
   • Provide continuous updates to ensure situational awareness.

2. Emergency Response

   • Activate backup power systems as needed.
   • Ensure continuous operation of critical medical and safety equipment.
   • Provide regular updates to staff and external stakeholders.
   • Maintain communication and coordination as the situation evolves.

 

Post-Storm Recovery

1. Damage Assessment

   • Conduct initial damage assessments as soon as it is safe.
   • Use signage and/or caution tape to mark buildings as safe/unsafe
   • Use digital tools and/or paper checklists to document and report damage.
   • Coordinate with FEMA and insurance agents for assessments and claims.

2. Restoration of Services

   • Begin cleanup and repair of facilities.
   • Prioritize restoration of power, water, and critical infrastructure.
   • Ensure all safety systems are functional before resuming normal operations.

3. Staff Support

   • Provide support and resources for staff impacted by the storm.

 

Continuous Improvement

1. Review and Revise Plans

   • Update hurricane preparedness plans based on feedback and new insights.
   • Incorporate new technologies and strategies based on recent experiences.
   • Maintain ongoing training and readiness programs for all staff.
   • Emphasize a culture of continuous learning and improvement.
   • Incorporate continuous improvement strategies for future readiness.

2. Community and Vendor Engagement

   • Strengthen relationships with local businesses, colleges, and emergency agencies.
   • Ensure continuous communication and collaboration with all stakeholders.
   • Participate in community drills and preparedness activities.
   • Foster a network of support and resource sharing.