Community emergency plan template guide
Use this template guide to complete the plan template. The guide highlights each area of the plan and gives a brief description and reason for its inclusion in the plan.
Complete the information on the front page of the plan template.
- Download and print the community plan template (Word 143KB)
- Download and print the community plan template (PDF 59KB)
1. The emergency co-ordinator
This person should live locally and provide a vital link between the community
and other organisations planning for and responding to an emergency.
The emergency co-ordinator’s role is to:
- Develop and maintain the community emergency plan
- Provide a link to the (council) emergency planning officer
- Call a community meeting during an emergency (if deemed necessary)
- Provide the focal point for the community response to an emergency.
The Emergency Co-ordinator should:
- Have the backing of the Local Council to represent their community
- Have a good understanding of the community and surrounding area
- Be willing to speak on behalf of the community.
2. Date
The date identifies when the plan was last updated.
3. Distribution
A distribution list shows who has a copy and ensures that when the plan is updated all existing plans are amended or destroyed.
4. Aim and objectives
It is vital to state clearly the aim and objectives of the plan. What is it trying to achieve and what steps are to be undertaken to reach the aim?
5. Risk analysis
Risk is a statement of the chance of something happening that will impact on your objectives. Risk is normally considered in terms of impact and likelihood of a hazard affecting you. By assessing your risks you will be able to prioritise your risk reduction activities.
There are many hazards that may disrupt your community, these include:
- Flooding
- Utility failure (electricity, water, telephones and gas)
- Fire or explosion
- Transport accident
- Extreme weather
The Risk Analysis in the plan template lists the hazards to your community, the impact of each hazard, any mitigation in place or possible and the Risk Matrix Score. You will need to consider and add to the table any additional hazards faced by your community.
Hazard
In this column list the hazards faced by your community. You will need to add further hazards to this list.
Hazard impact
List the physical disruption that may be caused. Consider any vulnerable members of the community, i.e. care homes, schools etc.
e.g. Flooding
- Loss of access and utilities (electricity, phones, etc.)
- Water damage to homes and buildings
- Pond street prone to flooding including the care home
Mitigation in place
List what you currently do that prevents or reduces the likelihood and or the impact of the hazard on your community?
e.g. Flooding
- Flood Sirens in use and Flood Wardens
- Monitor Flood Warnings issued by Environment Agency
Mitigation possible
List what additional actions can be taken to prevent or reduce the likelihood or the impact of the hazard on your community?
e.g. Flooding
- Floodgates / sandbags stored ready for use
Risk matrix score
The Risk Matrix, shown below, helps you identify the higher priority risks for your community. When considering the score you should think about any mitigation currently in place.
By determining the likelihood of the hazard occurring (either high or low), then determining the impact that hazard has on your business, it is possible to rate the risk as A, B, C, or D.
For example:
The likelihood of flooding in your community: LOW (B or D)
The impact flooding would have on your community: HIGH (A or B)
The resultant score would be: B
When completed, the Risk Analysis shows which are the highest risks to your community. A being the highest priority risks and D being the lower priority risks.
6. Community resources
- What resources are available to support the community?
- How would these resources be accessed? It is important to liaise
with the District Council when making any decisions regarding the
Use of local buildings. - This list should not aim to audit everything that is in the village. It
should remain short (1 page or less) and highlight only major
Resources, e.g.
·Shelter (Village Hall/Scout Hut)
·Transport (4 X 4/tractors)
·Voluntary Groups (WRVS/Salvation Army)
7. Communications
Identify how the community can be contacted. Are there members of the community that may require alternative means to contact them? Consider the implications of the Data Protection Act when deciding what personal details you may want to list?
- What methods for sharing information through the community could
be used? - The community may have lost links to the telephone or electricity
Networks and alternative means of communicating may be required. - It would be helpful to any responding services to have a means to
communicate to a significant amount of the population as quickly as
Possible. - Examples of organisations that could provide links into the community
Might include schools and religious groups. - In representing the views of the community it is also beneficial to
Have methods for the community to discuss issues. This may take the
form of a page on a community website or a Emergency Community
Meeting.
An emergency occurs – what do you do?
Sections 8 and 9 of the plan provide an Emergency Action Checklist of actions that may be required in an emergency.
8. Activation and call out
This section of the template is in the form of a checklist for use during an emergency.
- In the event of an emergency call 999 and ask for the appropriate
Emergency service. - The Emergency Co-ordinator should keep your District Council
Informed. - Ensure records are kept of all communications and decisions made.
- Following contact with the District Council, other members of the
Community should be contacted. A system should be agreed to contact
members of the community that have a role, for example; key holders,
Councillors, Volunteers. - The Emergency Co-ordinator should consider a Village Emergency
Meeting at the earliest opportunity. The meeting should include the
Widest possible audience to discuss the emergency.
9. Community emergency meeting agenda
The safety of both the meeting site and access to the site should be considered when choosing the meeting location. Detailed minutes should be recorded. The below is only a guide and more items should be added to accurately meet the needs of the emergency.
- Briefing on the current situation, if possible Emergency Services or the
District Emergency Planning Officer should undertake this briefing. - Immediate actions to aid the response to the emergency.
- Actions required in the future aiding community recovery.
- Time and Date of Next meeting.
10. Key contacts
This contact list should remain at the back of the plan so it is easily updated. It along with the logging sheet is also easily found in an emergency. The contacts should be updated regularly.
11. Logging sheet
It is essential to keep a log of the actions you have taken during an emergency and at what time. A blank copy of a log sheet is at the end of the Plan template for use during an emergency.
12. Geographical map of your community
Put a map in your Community Plan to show the major facilities and vulnerable groups of people within your community. This can include schools, industrial areas, community buildings, care / nursing homes, etc.