Course Title: Hazards Risk Management

6. 
   The process of communication should consider the following aspects
   (Slide 10-28):
   

1. 
   Identification of major issues and focus groups.
   

2. 
   The ways in which information will be communicated to the community.
   

3. 
   The strategies that may be used to determine the concerns of the community regarding hazards within the community.
   

4. 
   The type of information that will be distributed.
   

5. 
   Information materials should be presented in a simple, non-technical, clear, and unambiguous form.
   

6. 
   It may be necessary to prepare messages in different ways for different groups of people.
   

7. 
   Uncertainty of information, modeling techniques, and Risk Assessment should be clearly communicated.
   

8. 
   It should also be acknowledged that freedom of information enables citizen’s rights for access to information.
   

9. 
   Communication should enable and encourage individuals and groups to search for more information (powerful communication systems such as the internet could increase public desire for more information).
   

10. 
    The role of the media, both traditional media such as TV, radio, and newspapers, and social media such as Facebook, Twitter, and YouTube, in risk communication should be carefully examined and efforts made to ensure that messages are clear and unambiguous.
    

7. 
   Ask the students: How do you receive daily news, from traditional media or social media? How would you prefer to receive Hazards Risk information, from traditional media or through social media? Which media mechanism would be most effective in communicating Hazards Risk Management information to you?
   

1. 
   Stakeholders. In Session 4, stakeholders were defined as “those who may affect, be affected by or perceive themselves to be affected by the [hazards] risk management process.” (Australia, 2000)
   

2. 
   Instructor should review with the students the stakeholders identified in the four general areas identified in Objective 4.5, including government, business community, academia/hazards research community, and community groups.
   

1. 
   Risk Management Stakeholders (Slide 10-29)
   

1. 
   Government
   

2. 
   Business community
   

3. 
   Academia/hazards research community
   

4. 
   Community groups
   

2. 
   Government - Elected Officials (Slide 10-30)
   

1. 
   Federal elected officials
   

2. 
   State Governors
   

3. 
   Local elected officials
   

3. 
   Government - Agencies and Departments (Slide 10-31)
   

1. 
   Federal
   

1. 
   FEMA/DHS
   

2. 
   Other Federal agencies
   

2. 
   State
   

1. 
   State emergency management agencies
   

2. 
   Other State government agencies
   

3. 
   Local
   

1. 
   Local emergency management agencies
   

2. 
   Other local government agencies
   

4. 
   Business Community (Slide 10-32)
   

1. 
   Large employers
   

2. 
   Small business owners
   

3. 
   Chambers of Commerce
   

4. 
   Project Impact
   

5. 
   Business sectors
   

5. 
   Academia/Hazards Research Community (Slide 10-33)
   

1. 
   FEMA Higher Education Program
   

2. 
   University Research Programs
   

3. 
   Not-for-profit institutes
   

6. 
   Community Groups
   

1. 
   Local Emergency Planning Committees
   

2. 
   Local chapters of national and regional community organizations
   

3. 
   Faith-based and voluntary groups
   

3. 
   List of Stakeholders
   

1. 
   FEMA’s “State and Local Mitigation Planning how-to guide: Getting Started” provides a list that identifies potential stakeholder organizations and stakeholders to be recruited for the planning process. (A copy of the checklist is on Page 2-17 in the FEMA guide that is a handout for this session.)
   

2. 
   FEMA’s “Project Impact: Building a Disaster Resistant Community” provides a list that identifies potential stakeholder organizations and stakeholders to be recruited for the planning process. (A copy of this checklist is included in the back of the Project Impact Guidebook that is a handout for this session.)
   

1. 
   The FEMA web site includes a page dedicated to Public-Private Partnerships that FEMA defines as “A team approach to emergency management.” The FEMA web page goes on to say:
   

2. 
   “There is a compelling argument and ample evidence that every community would benefit from public-private collaboration in emergency management.
   

3. 
   “We are better able to serve our neighbors, fellow citizens, and our Nation’s disaster survivors in particular, when public sector and private sector representatives are both active members of the same team.
   

4. 
   “(FEMA) Administrator Craig Fugate, who tirelessly advocates for a teamwork approach, told a gathering of U.S. private-sector leaders last year, “There’s no way government can solve the challenges of a disaster with a government-centric approach. It takes the whole team. And the private sector provides the bulk of the services every day in the community.” (FEMA, 2012)
   

5. 
   FEMA operates in all 10 Regions when disaster strikes. Each Region has a unique model that encompasses foundational core attributes (Slide 10-35):
   

1. 
   Being publically accessible;
   

2. 
   Dedicated;
   

3. 
   Resourced;
   

4. 
   Engaged; and
   

5. 
   Sustainable. (FEMA, 2012)
   

6. 
   “Most regional models are engaged in sharing situational awareness, either through a dedicated liaison, established communication protocols, individual business representation within an Emergency Operations Center, or in rare cases, fully staffed business Emergency Operations Centers. (Slide 10-36)
   

7. 
   “Some models are built on legal agreements, Memoranda of Agreement or Understanding (MOA or MOU) between public agencies and private-sector organizations.
   

8. 
   “Some programs practice joint participation in training and exercises, and others invest time in identifying community resources that are available for response.” (FEMA, 2012)
   

9. 
   FEMA has posted Public-Private Partnership Tools on its Public-Private Partnership web page that includes the information presented above and identifies Public-Private Partnership Resources and Funding for Public-Private Partnerships. (See Supplemental Considerations)
   

10. 
    The International Association of Emergency Managers (IAEM) supports the IAEM-USA PUBLIC-PRIVATE PARTNERSHIP CAUCUS.
    

1. 
   Its mission is “Develop, identify, and promulgate best practices for creating effective partnerships among private, not-for-profit, and public sectors.” (IAEM, 2012)
   

2. 
   Additional information concerning the IAEM Caucus is provided in Supplemental Considerations.
   

11. 
    In June 2012, IAEM and NIMSTAT announced “a new campaign “Small Business is Big,” aimed at increasing outreach and educational opportunities to small businesses in the emergency management arena. The Big Business – Small Business Emergency Management Mentorship program is directly inspired by this FEMA campaign and is an effort to help small businesses often lacking the resources to be better prepared for all-hazards disasters. The program’s main objective is to connect the dots between the big businesses that are willing to mentor and the small businesses that are preparing for, protecting against, responding to, recovering from, and mitigating against all-hazards emergency events, such as hurricanes, floods, power outages, snow storms, and other natural or manmade events. Participation in the program is voluntary and open to all businesses.” (IAEM/NIMSTAT, 2012)
    

XII. A handout of the full press release is attached to this session.

_____________________________________________________________________________
Supplemental Considerations:
The following are links to successful models of partnerships and examples of effective collaboration, coordination, and communication between public and private emergency management entities within the Regions.
Harris County, Texas, example - http://www.fema.gov/pdf/privatesector/harriscounty_partnership.pdf
Chicago example - http://www.fema.gov/pdf/privatesector/cirtf_chicago.pdf
New Jersey example - http://www.fema.gov/pdf/privatesector/new_jersey_partnership.pdf
Providence, Rhode Island: A Model for Public-Private Partnerships in Emergency Management

By: Roderick Fraser and Scott Corwin | August 10, 2009

Providence is one of a few cities in America where the state capital and its economic center are both located in the state’s largest population center. This combination magnifies any emergency management problem by simultaneously affecting commerce, inconveniencing a large portion of the population and potentially paralyzing state agencies and the seat of government. Providence learned from this situation and forged ahead with improvements to its overall public safety and security and began construction of a new Emergency Operations Center (EOC).



• 
  Develop a network of partners through the renewal of old relationships and by building new relationships with organizations, residents and local leaders.
  
• 
  Design and conduct a hurricane response exercise no later than June 2008.
  
• 
  Develop a community outreach program utilizing technological advancements to recruit and train volunteers to assist in disaster response and establish new disaster shelters around the city.
  

Within 10 months, with limited resources and staff, PEMA achieved and surpassed these goals. With the assistance of the Providence police and fire departments, the Rhode Island Economic Development Corp. and other city and state agencies, PEMA developed public-private partnerships with local businesses and local universities to build the infrastructure needed to reach their goals. Additionally PEMA built public safety and security systems, constructed a coordination center for the city while integrating new surveillance and warning capabilities, and trained and engaged residents in community emergency management.

At the heart of PEMA’s emergency management program was the establishment of the Providence EOC, which provides a central location for the public safety community, volunteers and the private sector to organize a response to any incident affecting Providence residents and businesses, the Providence Port or the surrounding the Narragansett Bay area. The “Ocean State,” as Rhode Island is known, is home to several small ports and a lot of maritime activity, both commercial and recreational, that make the bay area an important domain for state and local officials to protect. 



Gaynor emphasizes that the project’s success was directly attributed to relationships between state government, local government, private industry and the nonprofit sector. “If I had to pick three keys to success for this project, I would say they were partnerships, agreements and funding,” Gaynor said. “The partnerships and agreements build upon each other, and of course, piecing together the funding is key to any project.”





Scott Corwin is a project lead for Civil Security and Response Programs with Raytheon Corp. He works closely with cities and states to enhance port security and public safety response capabilities.
Roderick Fraser has served as the 37^th commissioner of the Boston Fire Department since 2006. He served more than 20 years in the U.S. Navy and was commanding officer of the USS Underwood during Operation Iraqi Freedom.
Source: http://www.emergencymgmt.com/disaster/Providence-Public-Private-Partnerships.html

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Verizon Chairman and Chief Executive Officer Ivan Seidenberg, federal agency officials, New York City Mayor Michael Bloomberg and representatives from AT&T, Sprint and T-Mobile announced on Tuesday (May 10) plans to deploy the Personal Localized Alerting Network in New York City by December 31, more than three months earlier than the April 2012 deployment date set by the federal government.

“As a company whose headquarters are across the street from the site of the World Trade Towers, Verizon is acutely aware of the critical public safety issues in New York City,” Seidenberg said. “We’re committed to using our technology to put these empowering new tools in our customers’ hands, and we are proud to do our part in helping create a safer, more secure society.”

1. 
   FEMA’s “State and Local Mitigation Planning how-to guide: Getting Started” identifies engaging the public as one of three steps to starting the Mitigation Planning process in any community. The FEMA guide states, “it is important to include a broad public participation in the planning process as well.” (FEMA, 2002) (Slide 10-37)
   

2. 
   There are two principal reasons for involving the public in the Hazards Risk Management process: 1) To identify and learn the full spectrum of the needs of the community and 2) to educate and generate support from the public for the Hazards Risk Management strategy.
   

3. 
   The FEMA guide notes that “involving stakeholders who are not part of the core (planning) team in all stages of the process will introduce the planning team to different points of view about the needs of the community. It will also provide opportunities to educate the public on hazard mitigation, the planning process, any findings, and could be used to generate support for the mitigation plan.” (FEMA, 2002)
   

4. 
   Getting the public involved can be challenging. The FEMA Guide notes two distinct challenges for involving the public in mitigation planning. “Two obstacles are commonly encountered. First, most people may not be aware of risks in their community; secondly, they may not know what mitigation is or how it can complement existing goals.” (FEMA, 2002)
   

5. 
   The FEMA Guide identified three steps for engaging the public in the Mitigation Planning process (Slide 10-38):
   

1. 
   Identify the public.
   

2. 
   Organize public participation activities.
   

3. 
   Develop a public education campaign.
   

6. 
   Identify the public (Slide 10-39)
   

1. 
   This step involves identifying community stakeholders as well as identifying broad cross-sections of the public that have not traditionally been involved in a community planning process.
   

2. 
   A detailed discussion concerning identifying stakeholders is provided in Objective 10.4 of this session.
   

3. 
   Ask the students to identify sections of the public not traditionally involved in a community planning process. Record the student responses and compare to the list provided in the two FEMA documents below.
   

4. 
   Refer to checklists from FEMA’s “State and Local Mitigation Planning how-to guide: Getting Started” and in FEMA’s “Project Impact: Building a Disaster Resistant Community” Guidebook to identify sections of the public not traditionally involved in a community planning process.
   

7. 
   Organize Public Participation
   

1. 
   Schedule public participation activities (Slide 10-40)
   

1. 
   These activities would be designed to maximize the participation of the public and would provide mechanisms for two-way communication between the public and the planning team. Examples include:
   

1. 
   Regular community meetings – to present information and technical issues and to receive input and information back from the public.
   

2. 
   Hotline – establish and maintain a phone or e-mail hotline where members of the public can directly contact an individual involved in the planning process who is knowledgeable and open to receiving public input and answering questions.
   

3. 
   Interviews – conduct one-on-one interviews with community leaders.
   

4. 
   Questionnaires – survey a broader cross-section of the community for their input.
   

2. 
   Analyze, evaluate, and incorporate comments – take the information collected from the public and upon proper analysis and evaluation, incorporate this information into the planning process.
   

3. 
   Document results – Create a permanent record of the comments and ideas submitted by the public during the planning process. A single individual of the Planning Team should be designated to manage this process and ensure that this record is complete and accessible to planning team members and the public.
   

8. 
   Develop a public education campaign (Slide 10-41)
   

1. 
   A formal public education campaign will build on the information first communicated to the public in the initial public meetings. This information should be concise and accessible to the public. Distribution of this information can be accomplished in several ways, including:
   

1. 
   News media – partner with the news media to present information to the public through:
   

1. 
   News conferences – generate media attention from print, radio, and television media.
   

2. 
   Interviews with planning team members that are published in local newspapers or broadcast on television or radio.
   

3. 
   Public Service Announcements (PSAs) – radio and television advertisements developed with the media and broadcast for free.
   

4. 
   Public access programming on cable television – many cable systems provide public access programming to communities; in fact, many communities maintain their own channel on local cable networks.
   

5. 
   Public affairs programming – many radio and television stations maintain public affairs programming for discussion of local issues.
   

6. 
   Newsletters – many community and non-profit organizations distribute regular newsletters to their membership.
   

2. 
   Social Media (Slide 10-42)
   

1. 
   Establish a Facebook page.
   

2. 
   Create a Twitter account.
   

3. 
   Post videos on YouTube.
   

3. 
   Brochures, fliers, and newsletters (Slide 10-43)
   

1. 
   Should be concise and easy to read.
   

1. 
   Should include compelling graphics.
   

2. 
   Should include contact information for public input.
   

3. 
   Distribution points include:
   

1. 
   Utility bills
   

2. 
   Grocery and department stores
   

3. 
   Government buildings
   

4. 
   Libraries
   

5. 
   Tax notices and government communications
   

6. 
   Local newspapers
   

4. 
   Outreach at community events like festivals, fairs, and bazaars
   (Slide 10-44)
   

1. 
   Develop an event booth.
   

2. 
   Recruit team members to staff the booth.
   

3. 
   Team members can distribute information and talk with community members.
   

5. 
   Use the Internet (Slide 10-45)
   

1. 
   Use the community web site and/or bulletin board.
   

2. 
   Provide current information on the planning process.
   

3. 
   Solicit and receive public input.
   

4. 
   Post announcements.
   
5. 
   Post technical reports and information.
   

6. Ask the students: Have you ever participated in a local campaign to solicit information from the public? Explain and discuss.