Your employees and co-workers are your most valuable asset when planning for a possible emergency. The following are some procedures you can put in place in preparation of an emergency or a disaster.

• Include emergency preparedness information in newsletters, periodic employee e-mails and other internal communication tools.
• Consider establishing a telephone calling tree, a password-protected page on the park district’s website, an e-mail alert or a call-in voice recording to communicate with employees in an emergency.
• Designate an out-of-town phone number where employees can leave an “I’m Okay” message in catastrophic disaster.
• Provide all co-workers with wallet cards on how to obtain the park district’s information in an emergency situation. Include telephone numbers for easy reference.
• Maintain open communications where co-workers are free to ask questions and provide concerns to park district leadership.
• Talk to co-workers with disabilities, and inquire what assistance they will need in an emergency situation.
• Identify co-workers in your park district with special needs.
• Engage people with disabilities in emergency planning. Ask about communications difficulties, physical limitations, equipment instructions, and medication procedures.
• Identify people willing to help co-workers with disabilities and be sure they are able to handle the task. This is particularly important if someone needs to be lifted or carried.
• Plan how you will alert people who cannot hear instructions or an alarm.
• Frequently review and practice emergency response with drills and exercises.

In addition to emergency planning, there are steps you can take to safeguard your park district and secure your physical assets. Consider the following points:

• Insurance Coverage: Policies vary; meet with your provider to review current coverage.
• Equipment: Conduct a room-by-room walk-through to determine what needs to be secured.
• Utility Disruptions: Prepare for extended outages during and after a disaster.
• Building Air Protection: Access the HVAC system to improve indoor air quality.
• Facilities and Buildings: Take steps to secure physical assets.
• Cyber Security: Protect your data and information technology systems.

Before issuing and posting the plan, it should be reviewed by your legal counsel. Employees should sign an acknowledgement when they receive the plan and training.

Finally, do not try to go it alone. People throughout your park district may have dealt with disasters before and may provide valuable input on what they would do in an emergency. You will not only benefit from their experience, but will also find it easier to gain their cooperation in the process.