Disaster Preparedness Plan for Palm Beach County, FL
Introduction
As a part of Habitat for Humanity of Greater Palm Beach County’s commitment to building homes, communities, and hope, we recognize the importance of being prepared for natural disasters, particularly hurricanes, which are prevalent in our region. This Disaster Preparedness Plan outlines steps to protect our staff, volunteers, homeowners, and facilities before, during, and after a disaster. By preparing in advance, we aim to minimize damage and ensure swift recovery to continue fulfilling our mission.
For more information about our work, please visit https://habitatgreaterpbc.org.
1. Purpose
2. Key Personnel and Responsibilities
CEO: Oversees the activation and execution of the Disaster Preparedness Plan. Serves as the primary decision-maker in all disaster-related activities. COO, CAO and CRO all serve as sources of information and assist the CEO with guidance when requested.
Human Resources & Office Manager: Responsible for internal communication, coordinating staff assignments, and ensuring compliance with safety protocols.
Construction Director: Oversees securing construction sites and works with project managers to protect homes under construction.
Homeowner Services Director: Works directly with partner families to ensure they are informed about disaster preparedness and assists them in recovery efforts post-disaster.
Communications and Marketing Director: Manages external communication with donors, volunteers, and the public, including updates on the website and social media platforms.
ReStore General Managers: Responsible for communicating all information to store team members, safely securing the store and merchandise and ensuring check in times are scheduled with their staff for during and after the storm.
3. Disaster Preparedness
Pre-Storm Procedures
60 Days Prior to Hurricane Season (April 1):
Facility Preparations
- Ensure all administrative offices, ReStores, and construction sites are equipped with storm shutters and other materials needed to secure the properties.
- Verify that all power tools, generators, and vehicles are in working order and fueled.
- Conduct training for staff on how to secure facilities, use tools safely, and respond to storm conditions
Homeowner Education
- Partner families will receive hurricane preparedness information through workshops and digital communication. This includes how to protect their homes and families, creating emergency kits, and evacuation routes.
- Resources will be made available via our website https://habitatgreaterpbc.org.
5 Days Prior to a Predicted Storm:
- Hold an all-staff meeting to review storm protocols and individual responsibilities.
- Begin securing construction sites by removing or anchoring loose items that could become projectiles, storing hazardous materials safely, and ensuring scaffolding is properly secured or removed.
- Administrative staff will secure sensitive equipment (computers, documents) and cover electronics with tarps.
- Homeowner Services will send out reminders to homeowners, reinforcing hurricane preparedness tips.
2 Days Prior to a Storm:
- Ensure all facilities, including ReStores and construction sites, are fully secured and storm shutters are installed.
- Verify that all company vehicles have been fueled and moved to a secure location.
- All staff will work remotely once office preparations are complete. Only essential personnel will remain on-site for final inspections.
4. Communication Plan
Pre-Storm Communication:
Internal: The CEO will initiate a leadership meeting to assign roles. The HR Director will activate the internal communication to ensure all staff members are informed of storm procedures.
External: Homeowner Services and the Communications Director will send out prestorm communications to partner families and the public. This will include storm readiness tips, office closures, and available support services.
During the Storm:
Internal: If power or Ring Central systems are down, the HR Director will maintain communication through mobile phones and text messages. Staff will be directed to check in with their supervisors regularly for updates.
External: The website https://habitatgreaterpbc.org and social media channels will provide real-time updates about storm impacts and affiliate actions.
Post-Storm Communication:
Internal: As soon as the storm passes and it is safe to do so, a leadership team conference call will be conducted to assess damage and implement recovery plans.
External: The Communications Director will post updates on the website and social media, informing the public and partner families about available resources, operational changes, and how to report damage
5. Post-Disaster Recovery
Post-Storm Damage Assessment:
- A post-storm team will be activated to inspect damage at all Habitat facilities, including offices, ReStores, and construction sites.
- Photos of all damages will be taken and uploaded to the shared drive for insurance claims. Emergency repairs will be prioritized to ensure business continuity.
Supporting Our Homeowners:
- After the storm, Homeowner Services will send out surveys to partner families to assess damages and needs. Homeowners will be instructed to document damages to their homes for insurance claims.
- Habitat will work with local relief agencies and community partners to provide resources to homeowners for repairs and rebuilding.
Volunteers and Donations:
- If needed, a post-disaster fundraising campaign will be launched on our website https://habitatgreaterpbc.org to support long-term recovery efforts.
- Volunteers will be mobilized to assist in repair and recovery efforts at Habitat homes and community spaces.
6. Business Continuity
To ensure the organization can continue to operate during and after a disaster:
Records Protection: The Finance Manager will ensure all financial and legal documents are backed up securely.
Insurance: All facilities and construction projects will be covered under appropriate insurance policies to mitigate financial losses.
Relocation Plan: In the event of severe damage to administrative offices, remote work arrangements will continue until repairs are complete
7. Review and Updates
Conclusion:
Habitat for Humanity of Greater Palm Beach County is committed to being proactive and prepared for any disaster that may impact our community. By following this plan, we will protect our team, our homeowners, and our mission of building safe, affordable housing for those in need. For additional resources and updates, please visit https://habitatgreaterpbc.org.
