Module 4: Emergency Management

Understanding local emergency policies, procedures, and coordination systems is essential to the successful development and operation of a Community Resilience Hub.

Local organizations seeking to serve the community in an emergency response capacity should begin by establishing relationships with city and/or county emergency managers. These officials oversee emergency response planning and can clarify how responsibilities are delegated to local departments and non-governmental partners, such as the American Red Cross. Early coordination helps ensure the Hub can operate effectively within the broader emergency response system.

Module 4 Purpose & Objectives

This module provides guidance on how to align your Community Resilience Hub with local emergency planning efforts and build the internal capacity needed to operate during emergencies. It includes guidance on understanding emergency activation procedures, identifying available emergency supplies and logistical support, and building Hub staff and community capacity to respond to disasters. By integrating with local emergency systems and investing in preparedness, Community Resilience Hubs can play a trusted and effective role in supporting communities before, during, and after a disaster.

Key Steps Involved in Emergency Activation and Preparedness

Understanding the local emergency management system in which the Community Resilience Hub will be operating within is critical to effectively supporting emergency response and recovery efforts.

Emergency activation procedures vary by county. Find your county below to see which County department is responsible for emergency activation and a summary of how they coordinate emergency response.

Recommended Resources

Listos.org
Fire Services Training Institute

Ready.gov
U.S. Department of Homeland Security

The County of Monterey’s Department of Emergency Management (DEM) leads community emergency preparedness and recovery through ReadyMontereyCounty.org, which provides comprehensive resources for residents and visitors to prepare for, respond to, and recover from disasters. Monterey County has embraced FEMA’s whole community approach to creating engaged and resilient communities, emphasizing collaboration between residents, emergency managers, community leaders, and government officials to assess community needs, organize resources, and strengthen assets and capabilities for greater resilience.

The County of San Benito’s Office of Emergency Services, in coordination with the Emergency Medical Services Agency, manages a variety of functions and programs for disaster preparedness, response, and recovery. The Agriculture Commissioner coordinates with private sector organizations dedicated to providing food, water, shelter, and care to animals and livestock during emergencies and provides information for human mass care shelters.

The County of San Luis Obispo’s Office of Emergency Services (OES) shares public emergency information through ReadlySLO.org. In partnership with the Homeless Services Division, OES operates warming and cooling centers during extreme weather events. They also provide resources for school and family preparedness training.

The County of Santa Barbara’s Office of Emergency Management (OEM) is housed within the Fire Department and leads and coordinates emergency operations during regional incidents. OEM directs the County’s Department of Social Services (DSS) to identify and open emergency shelters when needed. DSS then coordinates with the American Red Cross to provide shelter staff, volunteers, equipment, and other resources to emergency shelters and facilities.

The County of Santa Cruz’s Office of Response, Recovery, and Resilience (OR3) is a full-service division that helps communities prepare for disasters, oversees emergency response efforts, and assists with disaster recovery. The county operates an Emergency Operations Center (EOC), which serves as a centralized point for emergency operations coordination during a disaster, and activates Incident Command Teams to oversee disaster response including evacuation zones and Temporary Evacuation Points (TEPs) that provide essentials like food, water, restrooms, blankets, and information about the emergency. For long-term disaster recovery, the Long Term Recovery Group (LTRG) of Santa Cruz County, a coalition of nonprofits, faith-based groups, and government agencies, supports community recovery efforts.

The County of Ventura’s Office of Emergency Services is a division of the Ventura County Sheriff’s Office. Taking a whole community approach, OES collaborates with county departments, the ten cities, other public agencies, community groups, and private organizations to lead countywide disaster planning, hazard mitigation, emergency response, and disaster recovery activities. OES, in partnership with the Ventura County Human Services Agency, is responsible for the preparation, planning and deployment of the Mass Care and Shelter System, including emergency shelter operations.

Meet with the local emergency management team and representatives from the American Red Cross to explore how the Community Resilience Hub could support emergency response efforts.

Discuss how the Hub might be activated during a disaster, what services it could provide, and how it would integrate into the broader emergency operations system. Understanding critical gaps from recent disasters can help identify additional ways in which the Hub can support greater community preparedness before disasters and recovery efforts after disasters.

Consider initiating a Red Cross Facility Use Agreement, which pre-authorizes the Red Cross to use the Community Resilience Hub as a shelter or service site during emergencies.

This agreement outlines roles, responsibilities, and logistical considerations in advance to streamline coordination and reduce delays when an incident occurs. When establishing an agreement, be sure to discuss staffing, supply, and equipment needs during emergency activations, including the Hub’s available resources and gaps to address through Red Cross support, as well as communication protocols for how the Hub will receive updates and share information with emergency managers, partner organizations, and the broader community.

Recommended Resources

Sample Letter of Agreement
American Red Cross & County of Merced

Sample Facility Use Agreement
American Red Cross & City of Fresno

Determine what emergency supplies and equipment are available in your community and how they can be accessed during a disaster.

This includes identifying local caches, such as Red Cross or local agency emergency supply trailers, and confirming responsible parties for transporting those equipment and supplies to the Community Resilience Hub when needed. In addition to coordinating with local partners, the Hub should maintain a basic emergency supply kit to support short-term operations.

Recommended Resource

Shelter-in-Place Supplies Checklist
American Red Cross

Click through the tabs in this section to view a suggested list of essential items for each category.

  • At least one gallon of drinking water per person per day (minimum three-day supply) with extra water for cooking, cleaning, and pets
  • Non-perishable food (minimum three-day supply), such as canned beans, vegetables, and soups, granola bars, nuts, dried fruit, ready-to-eat or dehydrated meals, and other shelf-stable products
  • Instant formula and baby food
  • Pet food
  • Manual can opener (non-electric)
  • Utensils and serving items including plates, bowls, cups, forks, spoons, and knives (ideally reusable, but disposable items may be more practical depending on your facility’s dishwashing capacity)
  • Communication devices capable of receiving news updates and alerts, such as smartphones, tablets, laptops, and radios
  • Portable generators with vented exhaust systems and sufficient fuel reserves (stored safely)
  • Backup power supplies, such as power banks, solar chargers, batteries, and uninterruptible power supply (UPS) units
  • Hard-wired landline telephones (if available; especially important in areas where cellular networks may fail)
  • Two-way radios or walkie-talkies for on-site communication when cell service is down (especially useful for larger facilities and sites)
  • Office supplies including paper, notepads, pens, markers, tape, staplers, scissors, and signage to direct people
  • Printed copies of emergency procedures, facility layouts, and contact lists (translated into multiple languages)
  • Battery-powered or hand-crank radios and flashlights
  • Headlamps and clip-on lights (hands-free lights for staff and volunteers)
  • Glow sticks
  • Fire extinguishers
  • Blankets and emergency thermal blankets
  • Tools including pry bars, hammers, adjustable wrenches, utility knives, pliers, zip ties, duct tape, and work gloves
  • Automated external defibrillators (AEDs) with spare batteries and pads
  • Adhesive bandages in various sizes
  • Sterile gauze pads, dressings, and medical-grade tape
  • Elastic bandages, slings, and assorted safety pins
  • Sterile saline solution (for wound irrigation and flushing eyes)
  • Antiseptic wipes and solutions (e.g., iodine, hydrogen peroxide, or alcohol)
  • Antibiotic ointments, petroleum jelly, and burn cream/gel
  • Non-prescription medication (e.g., acetaminophen, ibuprofen, antihistamines, antacids)
  • Cotton balls, cotton swabs, and cotton towels
  • Latex or nitrile gloves
  • CPR face shields or masks
  • Scissors and tweezers
  • Stretchers and fold up cots
  • First aid handbook or manual
  • Toilet paper
  • Paper towels
  • Hand soap and hand sanitizer
  • Feminine hygiene products
  • Plastic bags (various sizes for waste and storage)
  • Heavy-duty trash bags and receptacles
  • Portable toilets or toilet kits (if the facility’s restroom capacity is limited)
  • Plastic sheeting (for covering doors/windows or creating temporary barriers)
  • Duct tape (for securing plastic sheeting or sealing holes)
  • Disposable gloves
  • Cleaning supplies, including chlorine bleach, disinfectant sprays, wipes, mops, and buckets
Community preparedness programs and training can equip residents to prepare for climate-related disasters, stay safe during emergencies, and recover effectively afterward.

Community Resilience Hub staff and volunteers should receive regular training to remain fully informed of, and aligned with, emergency management protocols and activation procedures. A variety of training materials are readily available online and many organizations offer emergency response programs that can be leveraged to equip Hub staff and volunteers, as well as the broader community. Consider partnering with a local emergency response organization to provide on-site trainings tailored specifically to the Hub’s facility and operations. Once staff and volunteers are trained and certified, the Hub may also consider offering training sessions to residents to build wider community preparedness.

Recommended Resources

Community Emergency Response Team (CERT) Training
FEMA

Red Cross Volunteer Training
American Red Cross

Preparedness Guides: Individuals, Communities, Nonprofits, and Small Businesses
National Voluntary Organizations Active in Disaster

Disaster Preparedness Course Catalog
National Disaster Preparedness Training Center

Revisit Module 3: Facility Improvements

Evaluate your facility to identify necessary upgrades for climate resilience, energy reliability, and accessibility, as well as to better serve community needs, and develop a comprehensive Facility Improvement Plan that equips the Hub for effective daily operations and emergency response.

Start Module 5: Funding Strategy

Develop a strategic, flexible funding approach that prioritizes projects, leverages diverse funding sources, builds strong funder relationships, continuously improves proposals, and sustains long-term Community Resilience Hub operations aligned with evolving community needs.