MBA Operations Policy #12: MBA Emergency Planning and Coordination

This content is part of a public comment period. For more information, refer to Minnesota Board on Aging – State Plan on Aging.

Authority Reference	Older Americans Act Section 307(a)(28) 45 CFR 1321.97 & § 1321.103
Operating Category	MBA Operations

Policy

1. MBA must establish an emergency plan, which must include the following components.

A. MBA’s continuity of operations plan (COOP) and an all-hazards emergency response plan based on completed risk assessments for all hazards and updated annually;

· i. A COOP plan addresses continuation or resumption of priority services after a disruption of normal activities. Priority services are defined as follows:
a. A Priority 1 function is a function that, for purposes of planning business continuity during an emergency or disaster, must continue 24 hours per day and 7 days per week, or be recovered within hours.
b. A Priority 2 function is a function that, for purposes of planning business continuity during an emergency or disaster, must be resumed within 25 hours to 5 days. MBA Priority 2 services includes Nutrition Services and Pre-Admission Screening.

· ii. An all-hazards emergency response plan focuses on capacities and capabilities that are critical to preparedness for a full range of emergencies or disasters, including internal emergencies and a man-made emergency (or both) or natural disaster.

B. A plan to coordinate activities with AAAs, service providers, local emergency response agencies, relief organizations, local governments, Title VI grantees, State agencies responsible for emergency and disaster preparedness, and any other institutions that have responsibility for disaster relief service delivery;

C. Processes for developing and updating long-range emergency and disaster preparedness plans; and

D. Other relevant information as determined by the MBA.

2. MBA’s plan shall include information describing the involvement of the Director of the MBA in the development, revision, and implementation of emergency and disaster preparedness plans, including the State Public Health Emergency Preparedness and Response Plan.

3. The plan shall discuss coordination in emergency planning, response, and recovery with AAAs and service providers, Title VI grantees, and Tribal and local emergency management.

4. In the event of a declared emergency situation, MBA will serve as a central point of coordination between the MBA, AAAs, and Title VI grantees. The MBA will take responsibility for convening AAAs and Title VI grantees in the event of a declared emergency. The purpose of this convening would be to identify needs and resources to address the situation and coordinate efforts across various entities.

Procedures

1. MBA must have its COOP established and/or updated by December 31 to ensure MBA is able to meet Priority 1 and Priority 2 obligations in the event of an emergency.

2. The COOP must:

A. Outline procedures for the activation of the COOP upon the occurrence of a governor or commissioner of the Minnesota Department of Health declared health emergency;

B. Identify an individual as its Emergency Preparedness Response Coordinator (EPRC), the EPRC shall serve as the contact for the State of Minnesota with regard to emergency preparedness and response issues, the EPRC shall provide updates to the State as the health emergency unfolds;

C. Outline roles, command structure, decision making processes, and emergency action procedures that will be implemented upon the occurrence of a health emergency;

D. Provide alternative operating plans for Priority 1 or Priority 2 functions;

E. Include a procedure for returning to normal operations; and

F. Be available for inspection upon request.

3. The all-hazards plan must be established and/or updated annually by December 31 of each year.

4. Coordination with Title VI Grantees for Emergency Preparedness

A. The MBA will work through the MBA Indian Elders Coordinator to foster relationships with Title VI grantees across Minnesota as part of its broader responsibilities to facilitate coordination across the MBA, AAAs, and Title VI grantees.

B. The MBA Indian Elders Coordinator will ensure MBA has identified points of contact for each Title VI grantee for emergency planning, preparedness, response, and recovery functions.

C. The MBA Indian Elders Coordinator will participate in the annual updating of MBA’s COOP and all-hazards emergency response plan and solicit MIAAA and Title VI grantee input as part of the annual updating process.

D. In the event of a declared emergency situation, MBA will serve as a central point of coordination between the MBA, AAAs, and Title VI grantees. The MBA will take responsibility for convening AAAs and Title VI grantees in the event of a declared emergency. The purpose of this convening would be to identify needs and resources to address the situation and coordinate efforts across various entities.