SECTION 5 – MITIGATION & PREPAREDNESS: FACILITIES, EQUIPMENT & SUPPLIES

Goal:

Identify ways physical facilities could be safer in a disaster and determine what supplies will be needed for disaster response.

GPD Requirement:

While the GPD Disaster Plan Requirement does not explicitly state that organizations must complete disaster mitigation actions for property or have disaster supplies, this section should be completed because several of the preparedness activities included are requirements in the VA GPD Inspection Checklist. The following items in the Checklist are addressed here:

• Compliance with National Fire Protection Association (NFPA) life safety code.
• Facility is structurally sound.
• Facility has entry and exit locations that can be accessed and provides alternate exits in case of fire.
• Compliance with the Americans with Disabilities Act (ADA).
• Provides residents with an acceptable place to sleep.
• Sufficient lighting around the perimeter of the facility and around the interior of the facility; lights are checked regularly.
• Interior and exterior locks are in good working order, appropriately located, and adequate for the area being secured and populations served within the facility.
• Common areas (laundry, computer labs, break rooms) are appropriately secured, monitored, and lit.
• Safety and security concerns based on location, populations served, and facility structure are addressed.
• Emergency contacts (medical, law enforcement, fire department and organization) are prominently posted.

Objectives:

Objectives	Outcomes	Tools Checklist
1.   Identify potential safety threats or disaster resources on property 2.   Formulate plans to protect property	1.   Documentation of existing property and its safety features 2.   Identification of risks on the property 3.   Listed actions started to protect property	• Property & Equipment Inventory  • Mitigation/Preparedness Tracking
3.   Create an inventory of supplies and equipment to be used in disaster response 4.   Identify which supplies are needed for each disaster plan 5.   Identify supplies needed in a Go-Bag and prepare Go-Bags	4.   Documentation of disaster supplies & equipment 5.   Preparation of Go-Bags 6.   Identify additional supplies & equipment needed	• Supplies Inventory  • Preparedness Budget Proposal

Additional Resources:

• GPD Inspection Checklist
• Documentation of compliance with regulatory safety standards (OSHA, CARF NFPA etc.)
• Lists of emergency supplies
• Section 1 Hazard Vulnerability Analysis (HVA)
• Section 2 Property Maps 

Actions:

A. Getting Ready

1. Review the GPD Inspection Checklist to identify required mitigation and preparedness actions.
2. Identify staff who may need to be involved when conducting possible preparedness and mitigation activities (e.g., staff knowledgeable of property and buildings [facilities, safety, business manager, property owners or managers], staff in charge of regulatory compliance [OSHA, CARF, NFPA], etc.). Meet with these individuals to understand property, regulations, and any completed mitigation preparedness activities. Facilities or operations staff should be involved in the Facility Preparedness and Safety steps, especially the walk through.

B.  Facility Preparedness and Safety for Disasters

1. Completing the Property & Equipment Inventory Template
   • Review organization’s property lists and add anything not listed.
     • Include vehicles, water heaters, appliances, generators, alternative power sources, etc.
   • Conduct a walkthrough with facilities or operations staff and note anything important on the property map(s) from Section 2. Also consider photographing or recording the space, as it could be used in insurance claims and recovery financing.
     • Indicate on the property map the location of important systems that need to be accessed for initial disaster plan response actions (e.g., ventilation turnoff valves).
     • Note anything that could reduce injury or risks or improve security. Pay particular attention to:

Structural Concerns	√  Cracks in foundation, loose shingles or siding, damaged ceiling tiles (VA GPD Inspection Checklist #15) √  Availability of sheltering locations (during storms, civil disturbances, HAZMAT events, etc.).
Non-Structural Concerns	√  Blocked or nonfunctional exits, doors, windows  √  Inaccessible or nonoperational elevators and stairs √  Unsecured shelving or cabinets, tripping hazards, etc.
Infrastructure Concerns	√  Locations of shut-off valves (i.e., sprinkler, gas, electric, heating system/boiler) √  Sufficient lighting around the perimeter of the facility and around the interior of the facility; lights are checked regularly (VA GPD Inspection checklist #60, 61, 62)
Safety & Security Requirements	√  Interior and external locks are in good working order, properly located, and adequate for the location and population being served (VA GPD Inspection Checklist #63) √ Common areas (laundry, computer labs, break rooms) are appropriately secured, monitored, and lit (VA GPD Inspection Checklist #64) √  Safety equipment is available (e.g., smoke detectors, alarms, fire hoses and extinguishers, security cameras and monitors, automated external defibrillator devices [AEDs]) √  HVAC systems operate properly and provide acceptable indoor air quality √  Comply with NFPA Life Safety Code and applicable housing codes, licensing/fire and safety/other requirements (VA GPD Inspection Checklist #14, 16) (e.g., Code requirements include evacuation map and procedures, signage, first aid and fire extinguisher placement, etc.) √  Evacuation accommodations and supplies to ensure safety for Veterans with access and functional needs (VA GPD Inspection Checklist #17)
Communication & Alert Capabilities	√  Alert and notification systems are installed √  Weather alert radio is placed in an area where it can inform building occupants of hazards

2. Completing the Disaster Mitigation/Preparedness Tracking Log Template

Questions to Think About When Identifying Mitigation Actions

• What risks were noted during the walk-through?
  • Identify potential safety risks or which properties could be at risk of damage during a disaster.
• In what ways could disasters pose a risk to property?
  • Using the Hazard Vulnerability Analysis (HVA) from Section 1, identify the potential impacts of the identified hazards.
• How could risks be reduced and buildings be protected against the impacts identified above?
  • Consult with Facilities to identify actions to protect property and address safety risks. Identify a possible timeline for addressing the risks identified.

1. Determine which mitigation/preparedness actions should be completed to ensure that the facility is safe. These areas should be checked annually. (See template for modifiable examples.)
2. Complete actions that can be accomplished immediately. Track completed actions on the Mitigation/Preparedness Tracking Log. For items that cannot be done immediately, work with Facilities to identify a target date for completion.
3. Determine how often and when these mitigation actions should be checked. Add to the Calendar for Disaster Preparedness Training & Mitigation (from Section 3).

C.  Supplies for Disaster Response

1. Completing the Supplies Inventory Template
   • Consult Facilities or Operations to determine if they have lists of emergency supplies.
   • Inventory quantity, expiration date, and location of supplies using the Supplies Inventory.
     • If your organization has additional supplies not listed in the template, add them to the end of the list.
   • Determine which supplies will be needed for each of the three disaster plans (Evacuation & Relocation, Shelter-In-Place, and Emergency Medical Response). Use the table below as a guide.
   • Determine how often supplies should be replaced or rotated. Add this action to the Calendar for Disaster Preparedness Training & Mitigation (from Section 3).

Questions to Think About When Determining Disaster Supply Needs
Evacuation & Relocation	•  What supplies do we need for immediate evacuation and where will they be stored? o  Go-Bags should contain the most critical items needed. (See Minimum Essential Items for Go-Bags chart below.) • What supplies do we need if we have to relocate? o  Consider transportation needs, such as vehicles and fuel (unless using outside transportation providers). o  Are we required per our contract/funding source to provide food or other supplies to Veterans?   • Yes – Anticipate needing this to continue at a relocation site. If we are expected to provide supplies, how will we provide them at the relocation site? If we need to provide food or other supplies to Veterans during relocation, contact critical suppliers and vendors regarding availability and just-in-time deliveries.  •  No – Find out if that expectation changes during an emergency and consider how Veterans would get needed supplies/food at a relocation site. o  Are there any other non-food and water items that would be useful at a relocation site (e.g., cots, blankets)? •  Where will supplies be stored?Note anything that needs to be refrigerated (e.g., insulin, baby formula) or kept in a secure place (e.g., medication).
Shelter-In-Place	•  What non-food and water items would be useful when sheltering in place? o  Include supplies to house Veterans, visitors, or staff not normally residing at the facility overnight (e.g., cots, blankets, towels) (VA GPD Inspection checklist #19). •  Are we required per our contract/funding source to provide food or other supplies to Veterans?  •  Yes – Anticipate needing this to continue while sheltering in place during an emergency.  •   No – Find out if that expectation changes during an emergency and consider if it is realistic to expect Veterans to stock their own supplies/food. •  If stockpiling emergency supplies, use this table to determine how much to stock. How many people are normally in the facility on a given day (Veterans, staff, volunteers, visitors)? 10 people Based on our HVA, what is the maximum amount of time we should anticipate sheltering in place? (Note: 3 days-worth is the recommended minimum) X 5 days Total amount of food needed=50 meals  Number of people normally in the facility 10 people Recommended amount of water per person per day (1 gallon/person/day) x1 gallon Number of gallons of water needed for 1 day =10 gallons Maximum number of days sheltering in place x5 days Total amount of water needed =50 gallons •  Where will supplies be stored? o  Note anything that needs to be refrigerated (e.g., insulin, baby formula) or kept in a secure place (e.g., medication). o  If it is not possible to stockpile or provide supplies for all people during a long-term sheltering event, identify alternative ways to get what is needed.
Emergency Medical Response	•  What supplies may be needed during a medical emergency and where will they be stored? o  For example, first aid kits should be “readily available” and easily accessible. o  There should always be a first aid kit in a kitchen or other area where tools are used. o  AEDs should be centrally located within the highest risk and most concentrated population area and near trained rescuers.

2. Preparing Go-Bags
   • Go-Bags should contain the supplies and documents needed for a quick evacuation or sheltering in place. Go-Bags should be stored in backpacks or other easily transportable packages that staff can quickly grab in an emergency.
   • Place any necessary items for the Go-Bag in a transportable package. All Go-Bags should include the following:

Minimum Essential Items for Go-Bags:

• Supply of critical medications
• Petty cash
• Battery-operated radio
• Sanitation & hygiene supplies, toilet paper
• Basic tools
• First aid kit
• Keys to facility or facilities
• Flashlight and glow sticks
• Personal Protective Equipment (masks, gloves, goggles, etc.)
• Documents: Staff & Volunteer Roster, Veteran Roster, Emergency Contacts List, Emergency Communication Plan, deed/lease to facility, bank account information, copies of licenses, insurance information, MOUs, daily sign-in sheets

3. Complete Other Action Items below, as necessary. 

Other Action Items to Consider:

• Place items necessary for evacuation near stairwells or exits (e.g., evacuation chairs, slings).
• Place Go-Bags in secure locations near exits.
• Store shelter-in-place supplies inside or near sheltering area (e.g., those needed during severe weather, HAZMAT, or lockdown).
• Place emergency supplies in easily accessible locations (e.g., search and rescue equipment, medical first aid/AED, N-95 masks).

D. Drafting a Preparedness Budget Proposal

1. In the Preparedness Budget Proposal template, list any additional supplies or equipment your facility still needs for its disaster plans. See template for modifiable examples.
   • Determine the quantity of supplies or equipment your facility needs, including additional supplies your organization may want to stockpile, such as food, water, sanitation, medication, etc.
   • Determine the cost of each item, the total annual cost, and any potentially recurring costs.
   • Provide justification for the items, if necessary.
2. Identify mitigation/preparedness actions in the Mitigation/Preparedness Tracking Log that would be beneficial for protecting property and people but might take more money or time than is readily available. Add to the Budget Proposal.
   • May include installing alarms and/or notification systems, ensuring exit routes are wide enough for wheelchairs, having areas of refuge in stairways, etc.
   • The estimated cost can be included in the Tracking Log, then added to the Budget Proposal.
3. Some actions might need to be done annually or on a recurring basis.
4. Sum costs of all items/actions and provide in the last row.
5. Follow up with organizational leadership to update on activities and determine feasibility of additional preparedness/mitigation measures and budget for supplies.
   • Determine when and how often the budget should be updated. Track this action on the Calendar for Disaster Preparedness Training & Mitigation (from Section 3).

Templates

• Property & Equipment Inventory template
• Disaster Mitigation & Preparedness Tracking Log template
• Supplies Inventory template
• Preparedness Budget Proposal template