Emergency Management Capability Self-Assessment Checklist

Preparedness:

• Develop & Review Existing Plans

• • Emergency Operations Plan
  • Long Term Recovery Plan
  • Hazard Mitigation Plan
  • Debris Management Plan
  • Continuity of Operations (COOP)

• Secure MOUs with Nonprofit Partners

• • Identify key nonprofit partners and verify each organization’s disaster response capabilities and resource availability.
  • Draft or update Memorandums of Understanding (MOUs) outlining roles, responsibilities, and activation procedures. Execute agreements and maintain copies in the emergency operations documentation system.
  • Identify resources.
  • Set up preapproved contracts.

• Develop Vendor Lists and Master Service Agreements (MSAs)

  • Identify critical service categories (fuel, meals, shelter supplies, debris removal, generators, transportation, etc.). Build a comprehensive vendor list including contact details and 24/7 emergency numbers.
  • Draft MSAs with clear terms for rapid activation during disasters.
  • Ensure procurement policies and emergency purchasing procedures are aligned.

• Identify & Vet Local Grassroots Organizations and Churches

  • Develop a directory of grassroots community groups and faith-based organizations.
  • Establish communication protocols for activation and coordination.
  • Integrate vetted groups into community response frameworks or resource networks.

• Conduct Pre-Disaster Coordination Meetings (Annually)

  • Schedule annual coordination sessions with nonprofits, vendors, grassroots organizations, and regional partners.
  • Review roles, resource commitments, and activation processes.
  • Identify gaps in capacity or agreements and assign follow-up actions.
  • Share updated emergency plans, maps, and contact lists.

• Example resources from the City of Austin, Texas:

  • Preparedness Resources:  ATX Flood Safety | AustinTexas.gov
  • Neighborhood Preparedness Guide: Neighborhood Preparedness Guide | AustinTexas.gov

Response:

• Engage Regional Mutual Aid Partners

  • Review current resource levels and identify gaps.
  • Establish a coordination channel (EOC liaison, conference call, or WebEOC entry).
  • Track incoming resources and integrate them into operations.

• Mobilize Commercial Contracts

  • Activate pre-established vendor agreements.
  • Prepare purchase orders or emergency procurement authorizations.
  • Establish a documentation procedure to capture all resource requests and costs for future reimbursement.

• Activate Nonprofit Partners

  • Notify nonprofit partners (feeding, sheltering, behavioral health, volunteer coordination).
  • Confirm deployment capacity and staging instructions.
  • Integrate nonprofit representatives into EOC coordination.
  • Monitor service delivery and adjust tasks as the incident evolves.
    • Mobilization Triggers
      • Activate mutual aid, vendors, and nonprofit partners when:
        • Local capacity is exceeded
        • Specialized services are needed (meals, shelter, behavioral health, etc.)
        • Response operations exceed 72 hours

Recovery:

• Optimize Resources with Consultants

  • Identify areas where external expertise can accelerate recovery.
  • Develop scopes of work for technical, financial, and operational support.
  • Integrate consultants into project workflows and EOC/Recovery staff structure.
  • Track deliverables and ensure alignment with federal and state reimbursement rules.

• Implement Efficient Project Management

  • Establish a project tracking system for all recovery tasks and grant-funded projects.
  • Define timelines, milestones, and responsible leads.
  • Hold regular status meetings to ensure coordination and accountability.
  • Document strengths, weaknesses, and immediate needs for recovery planning.

• Navigate Bureaucratic Processes

  • Identify required federal, state, and local regulatory steps.
  • Map out permitting, procurement, and compliance workflows.
  • Document all interactions and compliance actions for audit readiness.
  • Evaluate challenges that require nontraditional or creative approaches.
  • Identify alternative tools, technologies, or partnerships.

• Plan for Long-Term Resilience

  • Identify long-term recovery and mitigation opportunities.
  • Align projects with community resilience goals and capital improvement plans.
  • Include mitigation elements where eligible (e.g., 406/404 mitigation).
  • Engage stakeholders in long-term strategy development.
  • Monitor progress and update plans annually to ensure sustained resilience.

Mitigation:

• Add Mitigation Projects to Yearly Budget Conversations

  • Compile a list of priority mitigation projects with cost estimates.
  • Coordinate with finance and department leads to align projects with fiscal planning cycles.
  • Identify potential funding sources (local budget, FEMA HMGP/BRIC, state grants).

• Incorporate Mitigation Needs Into Capital Improvement Planning

  • Review capital improvement projects for opportunities to integrate mitigation elements.
  • Work with Engineering, Public Works, and Planning to include resilience standards.
  • Conduct hazard-specific risk assessments for proposed capital projects.

• Utilize 406 Mitigation During Disaster Response

  • Identify eligible repair projects where mitigation enhancements can be added.
  • Coordinate with FEMA Public Assistance representatives early in the response.
  • Document damages thoroughly to support 406 mitigation justification.
  • Propose cost-effective mitigation measures that reduce future risk.