Catastrophe planning resources

Catastrophe planning resources

1. 
   The meeting should take place at least on an annual basis, preferably in May or June, as Hurricane Season starts June 1.
   
2. 
   Members should be encouraged to bring their FAIA Agency Catastrophe Guide to the meeting, for reference and notes.
   
3. 
   Invite speakers from local organizations involved in catastrophe planning. Here is a partial list from which to draw 3-5 speakers:
   

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  American Red Cross
  
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  National Hurricane Center
  
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  Civil Defense
  
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  Insurance Adjusters
  
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  Telephone Company
  
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  Power Company
  
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  Any large industrial firm nearby
  
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  Railroad
  
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  Truckline
  
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  Police Department
  
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  Fire Department
  
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  Mayor's Office
  
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  National Guard
  

Give each speaker SPECIFICS on the nature of the meeting. Without guidance and detailed requests, many will speak only on generalities, or show a film on hurricanes that has nothing to do with the purpose of the meeting. There are at least three main goals of the meeting you should make clear to each speaker:

(1) To make known what each group’s plans are for a catastrophe, so everybody has an idea of what the others are going to be doing;

(2) To make it known what special services the insurance industry will need in a disaster, such as priority service on electricity and phones, access to some stricken areas, etc.

(3) Acquaint individuals of each group, so communication will be easier in the event of an emergency

Local Boards may be surprised to learn the extent to which most of the above groups have gone in disaster preparation and planning. The insurance industry is a cog in the wheel, and needs to know what the other cogs will be doing in an emergency!

1. 
   Agencies should be encouraged to bring at least the claims manager, but, better still, as many claims people as they can spare to attend the meeting.
   

Phone No: Home: ___________ ____ ____

Business: _______________
Insured: ________________________________________________________ ___

Property Address: __________________________________________________

Mailing Address (if different): _________________________________ __ __ ____

Kind of Loss (wind, hail, explosion, etc...): ______________________________ ____ __

Date & Time of Loss: ______________ Probable Amount Entire Loss :$____________

Brief Description of Damage and Property Involved: __________________________________________________________________________ ______

Other Insurance: (list agency, policy no., companies and amount) __________________________________________________________________________

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  To prevent further damage, have temporary repairs made and keep records of costs.
  
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  Most adjusters are qualified and authorized to prepare their own estimates of routine storm damage. However, if the damage is severe, or if the insured prefers, he may obtain a detailed estimate from a contractor of his choice and hold it for the adjuster.
  
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  Advise insured if a deductible is applicable and request that he withdraw his claim if he finds the damage does not exceed the deductible amount.
  
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  Advise insured that additional adjusters are on the way and adequate facilities will be available. Severe losses causing hardship will receive first attention.
  
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  In case any questions regarding the claim arise, the insured should not hesitate to contact the agent.
  

Date Reported _____________ Hour __________ Report Taken by: ______________

Insurance Company Special Catastrophe Information

This sample newspaper ad can be run after a hurricane, to announce to insureds that independent agents are working to handle their claims. Camera-ready copy is free to any FAIA local board. FAIA will typeset the name of the local board into the ad. If any artwork is desired for the ad, see the samples included. These come in several sizes, and will be included with the packet.

For further discussion, refer to Chapter 2.

HURRICANE DAMAGE —Special Notice: The Independent Insurance Agents of _________________________________________________ announce that additional claims adjusters are being sent into our area. Every effort is being made to inspect damaged property as quickly as possible. In the meantime, take reasonable steps to protect damaged property and keep all receipts. Do not contract for repairs until an adjuster has inspected the damage. Contact your agent as soon as possible.

Catastrophe Assistance Volunteer Network Enrollment Form

Statement of Purpose. The FAIA Catastrophe Committee has organized a voluntary network of independent agents who would be willing to provide quantities of office supplies, and/or to personally assist with claims and related duties in the offices of other FAIA members in areas hit by hurricanes or other disasters.

This enrollment form is intended to indicate your willingness and desire to help, but it does not imply an obligation to participate in assistance efforts should circumstances not permit. Before you complete this form, please discuss the matter with your staff and give serious consideration to what assistance you can realistically offer. Be sure to keep in mind the following:

if you offer agency personnel, be sure you have people who can afford to be away from their family and agency obligations ;

if you are the agency in need, please make sure that the contact person listed is the best person to coordinate ALL the assistance for your agency. Also indicate how you will utilize your volunteers and make sure that you will have some way to house them while they are in your area.

If you are ever called upon, we hope you will participate. Your level of assistance is entirely up to you!

Agency: ________________________________________________ FAIA Member No: _____________________

Mailing Address:

Phone: Fax: Cellular No.:

Contact Person & Title: ______________________ Home Phone:

Type of Computer System:

Companies Represented:

Assistance Offered: Office Supplies* _______ Personnel _______ How Long? _______

Assistance Offered: Office Supplies* _______ Personnel _______ How Long? _______

If personnel, how will you utilize them?

Is it important that volunteer personnel be familiar with your computer system or your companies? YES ___ NO ___

Checklists

USE THESE CHECKLISTS TO PROTECT YOURSELF AND YOUR PROPERTY!

HURRICANE SAFETY CHECKLIST

PROVIDED BY:

This brochure is designed for distribution to clients, to assist them with hurricane preparations and precautions. It is written by FAIA, for use by member agencies. The agency stamp or decal can be affixed to the bottom, or FAIA will imprint the agency’s name onto the brochure.

Refer to Chapter 3 for more information about this and other public relations ideas.

To order, click here.

Special Agency Note for Catastrophe Planning

Be sure to update and review at least annually. Use the checklist as a reminder.

Relative to Supplies, here are some pointers based on my personal experience following Andrew:

Majority of our staff was homeless or affected in a big way. We needed everyday personal supplies like:

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  Sundries (shampoo, cream rinse, soap, razor’s, toothpaste, toothbrushes, hair brushes,
  
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  shaving cream, lotion, & deodorant)
  
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  Personal feminine hygiene products
  
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  Handi-wipes; any kind of clean up cloths in packaging i.e. pamper or huggie wipes.
  
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  Hand sterilizer products
  
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  Due to the stress, we needed Mylanta, Pepto, Alka Seltzer, Aspirin, Tylenol, etc..
  
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  Paper products (toilet paper, paper towels, paper plates, plastic glasses, plastic ware, tissues)
  
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  Food items that were best consisted of:
  
  • 
    Dinners in a can like stew, thick soups, chow mien
    
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    Other canned goods like veggies
    
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    Crackers and breakfast type foods, breakfast bars for example
    
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    Water, soda’s, instant tea, coffee
    
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    Sweets like small pre-packaged cookies, twinkies, graham crackers, raisins etc. (must have been the stress!)
    
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    Packaged chips, pretzels, nuts and snacks (lots of times we didn’t have time to stop and
    
  • 
    eat so these types of things helped tied us over)
    
  • 
    Peanut butter and jelly (was quick and easy)
    

When volunteers came to the office is was always a special treat to get anything “fresh” like: (Remember, we did not leave the office for lunch and most of us were here during dinner hour 14-16 hour days for the first month.) We didn’t have any take-out or pick up options.

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  Lettuce
  
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  Deli lunch meat (mayo & mustard)
  
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  Cheese
  
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  Bread
  
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  Milk
  
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  Fruits
  

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  Batteries (AA, AAA, C’s)
  
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  Bug Spray
  
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  Flash lights
  
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  Candles
  
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  Lanterns
  
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  Fix a Flat (very helpful)