The Planning Committee

• Executive (senior management) sponsorship and support is key to the success of your continuity efforts. Work with them to keep them informed of all activities and determine the best options for how and when to involve them in the committee meetings.

• Invite representation from each area of the business to be involved in decision making.

• All department interests and concerns should be validated and given equal attention before prioritizing.

In the development stages, the full committee should conduct regular meetings to establish planning priorities, budgeting needs, and roles and responsibilities. Thereafter, the core committee should meet annually to review Emergency Reponses Plans in light of changes in the organization or its priorities.

Planning Committee Meetings

Agenda for new team(s) or program(s)

It will likely take a series of meetings to get an emergency response program underway. Topics should include:

• Charter Statement – This statement should reflect the unique character and needs of the organization

• Planning priorities

• What policies and procedures are needed to ensure the health and safety of staff, visitors, and others who may be onsite when an incident occurs?

• What threats are known to face the organization – weather, environmental, etc.?

• What internal risks are present and what department needs take priority?

• Are there regulatory considerations that need to be addressed in the emergency action plan?

• What resources are needed to implement the plan and are they the correct ones based on technical or training specifications and needs?

• What resources are available, e.g., fire and safety equipment? Do they meet required standards and needs?

• Organizational leaders are encouraged to become aware and educate themselves on ADA compliance and realistic accommodations for accessibility

• Budgeting needs

• Revision of any existing plans

• Roles and responsibilities for Emergency Response Plan teams

• Existing or upcoming initiatives and their relationship to emergency response planning

Agenda for plan development and program review meeting(s)

• Priorities for planning

• Response strategies for potential impacts

• Training needs

• Drills and tests

• Budgeting needs

• Emergency response related initiatives

• Allocation of resources and needs

Agenda for bi-annual meetings

• Review and modification of existing plans (including staff changes)

• Roles and responsibilities review for the Emergency Response Committee and those identified in the Emergency Response Plan

• Training needs

• Drills and tests

• Emergency response related initiatives

• Budget review and considerations

• Events or disruptions, recent or potential

• Lessons learned

• Response strategies for new or potential impacts