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In many localities, disaster planning is confined to emergency management. To improve the effectiveness of disaster plans, it’s important to engage stakeholders from a broad range municipal departments, NGOs and private sector organizations, in addition to local elected officials.

IBTS spoke with Roger Jolliff, director of the Tulsa, Oklahoma, Emergency Management Agency, about the best practices he uses during disaster planning in the city and county of Tulsa — an area known for its widespread flooding events.

“Paint with a broad brush,” Jolliff recommends. “Don’t overlook the value that many people bring to the table. Reach out and talk about what you’re doing, and give everyone involved an opportunity for input into your plans and processes.”

Build relationships and exercise with local department agencies and external partners during disaster planning.

• “You should always reach out to them [local agencies] on a professional and personal basis to help build trust,” Jolliff says. “We have a very aggressive exercise plan to bring all of our partners together.”

Bring all departments to the table during disaster planning.

• Get other municipal department’s feedback and input on disaster planning, and ask them to review and assist in updating their portion of the plan. “We give them substance by providing the core plan, and then ask them to develop their portion,” explains Jolliff.

Don’t forget about NGOs and the private sector.

• Invite external partners into disaster planning sessions. These can include social services agencies, VOADs, utilities, faith-based organizations and private sector organizations. “They may not be disaster based, but they should still be informed of what you’re doing,” Jolliff says. “They’ll find ways to support you that you might not even be aware of.”

Conduct seasonal training sessions that focus on upcoming seasonal perils.

• Review and exercise plans for the natural disasters most apt to occur in the upcoming season. This provides a refresher for veteran staff members and ensures that new staff members are briefed on your locality’s disaster response and recovery plans before the start of each season.

Hold city or countywide training initiatives to build awareness and preparedness for certain topics. 

• Task those involved in training with action items to better prepare their agency. For example, Jolliff held an initiative with the city of Tulsa to build continuity of operations (COOP) plans. “As a result, many municipal departments, NGOs and private sector organizations are taking the COOP courses, reflecting on the workshops and writing their plans,” Jolliff says.

Every municipal department should develop their own COOP plan.

• COOP plans help ensure that each department functions properly during disaster events to increase the effectiveness of the emergency manager and the entire response framework.
• Use this COOP plan template to get started.