A recent study, commissioned by The Home Depot and the American Red Cross, found that 57% of Americans in the South have not prepared a hurricane disaster supplies kit and 34% had no predetermined location they could evacuate to for the hurricane season (June 1 – November 30). Also, 81% of Southern residents surveyed believed that they were well prepared for a disaster though 58% had taken no action to prepare. Northern residents reported a similar lack of preparedness (77% without a disaster supplies kit and 76% reported no preparedness activities for a hurricane.)
A well-stocked disaster supplies kit, or go kit, provides you and your family with the basic necessities to get through the first 72 hours of an emergency event. The American Red Cross provides many suggestions for a basic disaster supplies kit. Estella Cervantes of the Dallas Area Chapter adds, “Everyone needs to be ready in case you are directly impacted by a disaster. Being prepared will ease the fear and anxiety that many will have when a disaster strikes. Having a plan will help you and everyone around you have some control of the situation and the items you will need during a disaster. Everyone reacts differently and having a plan will make a difference.”
Being prepared to care for your family’s safety and comfort is only part of the equation. Volunteers must also be equipped to handle the roles they will play in any emergency situation. While many organizations do not have a disaster response mandate, their organization and programs will be indirectly impacted during an emergency. During the Katrina and Rita hurricanes, nonprofit organizations such as the social service agencies that provide food, clothing, furniture, counseling, health services, financial services, housing support, arts, education and food, as well as those providing services to populations such as seniors, children, disabled and the faith-based community experienced unprecedented increases in service requests. When you consider the range of nonprofit organizations that fall into these categories, it is evident that the vast majority of the nonprofit community experiences the impact of the event.
Preparing your volunteer program for an emergency requires a very thoughtful approach that should be scaled to the needs of your program. What happens if the electricity goes out in your building or staff and volunteers are trapped in your building for a period of time? What would you need? What you do to make the time pass? How can you keep everyone safe?
The supplies you include in your kit should reflect your needs. For instance, an arts museum will need to consider not only the needs of their staff and volunteers but any visitors who may be confined to the building. A Volunteer Center or a Red Cross Chapter will have different needs as they respond to the emergency in the community. Additional supplies will also be needed if your agency has a policy that staff will not be allowed to leave the building during an emergency. For instance, during an avian flu pandemic response, the staff at the Dallas 211 have made plans to remain at their offices to contain disease transmission and ensure continuity of operations. This has broadened their go kits to contain pet food, cots, sleeping bags and additional food and medical supplies.
Whatever potential needs for staff and volunteers may have, a basic kit will include necessities such as flashlights, snacks and water for 72 hours, and first aid supplies. To help pass the time, board games, playing cards and puzzle books can be included. When assembling the items let the staff and volunteers know where the go kits are stored so that they will be able to locate them in the event of an emergency. Store items in a common area that will be accessible if the power fails and the building is dark.
Have a regular schedule to replenish your go kits. Water and snacks should be rotated with new supplies added. As items approach their expiration dates, they can be used for events and replaced with a fresh supply. Also, items that require batteries, such as flashlights need to be checked to ensure that they are operational. Staff should be encouraged to keep any medicines they regularly take, comfortable clothes, hygiene items and any additional supplies they may need for their personal use during an emergency.
Staffing, both volunteer and paid, should also be considered. Having a pre-designated replacement for yourself could prevent volunteer issues if you are unable to come to the office or affected by the emergency. This can be someone who has an understanding of the volunteer program’s operations and the volunteers who work with your agency. Also, specific staff and volunteers can be trained in basic first aid and CPR to care for any staff or volunteer emergencies. These trainings are held by the American Red Cross and are sometimes available at your location if all staff are being trained.
Finally, have an emergency plan that everyone understands. The plan should address individual staff and volunteer roles and responsibilities, evacuation routes and protocols during a variety of emergencies. An emergency, such as a fire or tornado, can have devastating effects on an agency’s operations but buildings can be rebuilt. The safety of human life should always be the primary focus.
A well equipped go kit can ensure the safety and comfort of your volunteers and staff during an emergency. It will help them to get through the difficult first 72 hours until help arrives.