FRIENDS: Over the last few years, I have had the privilege of working with a number of Hurricane Relief efforts. In that time, I have picked up some pointers that might assist your operations which are not always shared. I am providing them to you today so you can pass along to your friends and colleagues. TONY

1) National Hurricane Center’s Prediction Information - http://www.nhc.noaa.gov <http://www.nhc.noaa.gov/>

2) What You Should Do Today To Prepare

• Assure you have every employee’s and volunteer leader’s home and cell phone number on paper. Be ready to start a quick phone tree to check in on each other.
• Assign a designated voicemail/phone number for staff and elected leadership to call to find out if the office is open or closed or to convey other important information.
• Touch base with your elected leadership and establish a clear “continuation of operations plan.” Assure that they know if, and when, you plan to close the office and whom to call should the ED/CSO not be available. Also assure that there are additional designees able to communicate with banks, insurance agents, and other individuals important to a recovery effort.
• Back up your server & data drives. (When backing up, don’t forget to test the data to make sure the tape really did write the information in a retrievable format.)
• Store the back up tapes offsite. Options include sending information home with a staff person or, better yet, mailing/couriering disk to out-of-state colleague or affiliate.
• Make sure no computer equipment is left on the floor before you leave the office. Placing it on the desk helps protect against incidental flooding. (This advice applies for offices on any floor of a building. A broken window and some wind blown rain can create quite a puddle.)
• Store “valuable papers” and files in a “high and dry” location. Such documents might include insurance policies and other documents you might need should you have to resume operations in another location. (Note—many insurance coverages cover valuable papers but only if a catalogue is available. If you don’t already have an inventory of your important documents, it might be too late to compile immediately but establish a plan to do so sometime in the near future.)
• If you plan to work until a storm is eminent, assure that you and all your staff have enough time to secure the offices AND their own homes. Keep in mind that in a storm, many unprepared and nervous people are on the road and you should allow extra time for staff to get home and prepare.
• Pass this information on. The information applies to all types of businesses and offices.

3) What You Should Do If A Storm Strikes In Your Area

• Above all, take care of yourself. Rescue workers will have a lot less work if you assure that you take the time to prepare your home and family and follow prudent evacuation/safety plans. (While you may feel foolish taking certain storm preparedness steps, you—and all those watching out for you—are much better off if you take the "safer-than-sorry" approach.)
• Assist first responders by heeding their requests. At times, this may be for hands. More often it is for supplies and funds. Listen to the request and respond accordingly. (Having worked more than 6 hurricane landfalls, I can tell you that one of the greatest hindrances and dangers is volunteers standing around waiting to help. While appreciated, it sometimes is too much.)Plan for the recovery. Make sure that your members have a way to contribute (time, talent, dollars). Right after a storm, people are looking for ways to make a difference. Your association should be ready to offer a number of options for people to help fellow members or others around the state.

4) "Associations Respond" Campaign

• 2004 was one of worst hurricane seasons this state has seen. I am happy to report, though, that associations stepped up to the plate and assisted greatly in the recovery. In addition to significant volunteer time and talent and contributions to numerous charitable organizations, we managed to exceed the Governor’s fundraising challenge of $2 million dollars for the Florida Hurricane Relief Fund by almost 200%. (This was just from associations. Much more was raised last year from within and outside of Florida. For more information on the Association’s Respond efforts, visit http://www.flahurricanefund.org.)

The success of the campaign simply reinforced the notion that associations are the best vehicle for communicating information to all corners of the state, the best network to marshal volunteers with all types of talents, and are in the best position to solicit support of talent, time or dollars.

It is my hope that we will not to have to raise funds to assist in a recovery effort like that launched last year. However, this does not seem like a realistic hope. If a new association volunteer or fundraising goal is set, I will let you know. At that time, I hope you will join me in assisting in any needed recovery effort. (Even if Florida is spared, let’s stand ready to come to the aid wherever it is needed.) Thanks.

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Tony Carvajal, CAE, IOM
Primemover, Problem-Solver & Calmer of Chaos
Carvajal Consulting & Management
Ph 850.201.8899 Email tony@ccmflorida.com