Transcript Reviewing and Updating Crisis Management Plans

2008 Annual Boys State
Directors Conference
Reviewing and Updating Crisis
Management Plans
Mike Bredeck
Director of Minnesota Boys State
903 3rd Avenue
Madison, MN 56256
[email protected]
www.boysandgirlsstate.org
1
Reviewing and Updating Crisis
Management Plans
• What is a Crisis Management Plan?
– Outlines Safety and Security Needs for:
• Participants, Staff, Host Facilities, etc.
– Details Supporting Resources and Shelters
– Documents Reporting and Reaction Procedures
• Who to call, Where to go, What to do
– Does Not Replace Common Sense
• Enhances Initial Reactions by Having a Prepared Plan
www.boysandgirlsstate.org
2
Reviewing and Updating Crisis
Management Plans
• What is a Critical Incident?
– An event or situation that may cause significant
disruption to the normal operations of the
program and/or events that are potentially
damaging to the participants, program, and/or
the sponsor, The American Legion
• For Example:
–
–
–
–
–
www.boysandgirlsstate.org
Natural Disasters
Family Emergencies
Fire/Explosions w/Damage or Injuries
Criminal Acts
Inappropriate Conduct
3
Reviewing and Updating Crisis
Management Plans
• Why Have a Crisis Management Plan?
– Unfortunate Critical Incidents do Occur
– Keep Everyone Safe
– Minimize Effects of an Incident
– Efficiently and Safely Resolve an Incident
– Maintain the Program’s Integrity and
Reputation as well as Limit Liability
www.boysandgirlsstate.org
4
Reviewing and Updating Crisis
Management Plans
• Contents of the Plan
– Reporting Procedures and Contact Information
– Procedures and Roles
• Counseling Staff
• Operating and/or Senior Staff
– Response for Each Potential Incident
www.boysandgirlsstate.org
5
Reviewing and Updating Crisis
Management Plans
• Reporting Procedures
– A Defined Chain of Responsibility and Cell
Phone Numbers
• (e.g. Counselor -> Dean of Students -> Director)
– Minimum Report Details
• Nature of Emergency, extent of damage and
possible assistance required
• Location of Emergency
• How the Information was Received
• Time the Information was Received
www.boysandgirlsstate.org
6
Reviewing and Updating Crisis
Management Plans
• Counseling Staff Responsibilities and Roles
• Identify and Report Incidents
• Direct, Calm, and Keep Their Boys Safe
• Pass Information between Senior Staff and Boys
www.boysandgirlsstate.org
7
Reviewing and Updating Crisis
Management Plans
• Senior Staff Responsibilities
– Each Potential Incident Requires a Unique
Response and Plan
• Prior to Boys State
– Define Processes to Handle All Potential Incidents
– Assign Roles
– Review Plans with Host Institution/Community
• During an Incident
– Decide how to Best Resolve the Incident
– Communicate with Involved Parties as Needed
www.boysandgirlsstate.org
8
Reviewing and Updating Crisis
Management Plans
• Senior Staff Roles
– Should be Clearly Defined
• Police, Fire, and Campus Security Point of Contact
– Meet and Guide the Emergency Responders
• Medical Officer
– Coordinate On- and Off-Site Treatment
• Media Spokesperson
– Allowed and Can Intelligently Answer any Questions
• Recorder
– Gathers and creates documents for Insurance Agent,
Department HQ, etc.
• Etc.
www.boysandgirlsstate.org
9
Reviewing and Updating Crisis
Management Plans
• Possible Scenarios to Consider
– What if…
• A boy has a death in the family?
• A severe storm rolls-in during afternoon sports?
• A staff member is accused of physically assaulting a
boy? (pushing, tripping, hitting, etc)
• A boy reports another boy has tobacco, alcohol, or
other illegal drugs?
• A boy goes missing at night or during the day?
www.boysandgirlsstate.org
10
Reviewing and Updating Crisis
Management Plans
• Resources:
– Boys Nation Crisis Management Plan
• Hand-out
– Van Dyk Insurance
• Web: www.XXXXXX.com
• Phone:
www.boysandgirlsstate.org
11