Templates
The following templates are a suggestion only and should be adapted to suit your group’s needs. Please feel free to use, change or add different information as you see fit.
Community Emergency Plan
Plan last updated on: xx/xx/xxxx
If you are in immediate danger call 999
Plan distribution list
| Name | Role | Phone number/email address | Issued on |
|---|---|---|---|
| Enter name | Enter role | Enter details | Enter date |
For example, you may wish to include resilience representatives from:
- your local authority
- community council
- Scottish Fire and Rescue community safety
- Local Resilience Forum
- key networks or groups in your local area such as a local school, parent council, church or other faith grou
Amendments to plan
| Name | Details of changes made | Changed by | Date for next revision |
|---|---|---|---|
| Enter name | Enter details | Enter details | Enter date |
Local risk assessment
| Risks – including likelihood | Impact on community / Vulnerability | What can Community Emergency Group do to prepare? |
|---|---|---|
| Example: River through village can flood – every 2–3 years. |
Example: Flooding of local streets Example: Blocked access to community hall Example: Damage to homes |
Example: Encourage residents to improve home flood defences Example: Work with local emergency responders to see if you can help with distribution of flood warnings and any evacuation and rest centre establishment required |
Local skills and resources assessment
| Skill/resource | Name | Contact details | Location |
|---|---|---|---|
| Example: Trained first aider | Example: Mr A. Sample | Example: 0131 123 4567 | Example: 1 Sample Street, Sampletown, SA1 2PL |
Key locations
Identified and agreed with local authority for use as places of safety.
| Building | Location | Potential usage in an emergency | Contact details |
|---|---|---|---|
| Example: Church Hall | Example: Sampleton Village | Example: Rest Centre / safe place | Example:
Church warden’s contact |
Emergency contact list
- Name:
- Title:
- 24hr telephone contact:
- Email:
- Address:
- Photo:
Sample telephone tree
The phone tree works as a pyramid. The coordinator at the top makes the first call to two or more people. In turn, they call an assigned set of people and so on, until the tree is complete.
This process is illustrated in the following diagram.
Remember to record both mobile and landline numbers if available.
Remember to record both mobile and landline numbers if available.
List of community organisations
Use this space to record details of organisations who work with people who may be vulnerable in an emergency.
Activation triggers
Use this space to record details of how your plan will be activated as a result of a call from the emergency responders, and also how your community will decide to activate the plan if the emergency responders are unavailable.
First steps in an emergency
Follow the instructions below when the plan is activated. The following checklist is an example only. You should create your own version as part of your plan.
| Step | Instructions | Tick |
|---|---|---|
| 1 | Example: Call 999 (unless already alerted) | ✓ |
| 2 | Example: Ensure you are in no immediate danger | ✓ |
| 3 | Example: Contact the Community Emergency Group and meet to discuss the situation | ✓ |
Community emergency group meeting agenda
- Agenda Date: Enter Date
- Time: Enter Time
- Location: Enter Details
- Attendees: Enter Details
What is the current situation?
Enter Details. You might want to consider the following:
- Location of the emergency. Is it near:
- A school?
- A vulnerable area?
- A main access route?
Type of emergency
- Is there a threat to life?
- Has electricity, gas or water been affected?
Are there any vulnerable people involved?
- Elderly
- Families with children
- Non-English-speaking people. What resources do we need? Food?
- Off-road vehicles? Blankets? Shelter?
Establishing contact with the emergency responders
Enter details
How can we support the emergency responders?
Enter details
What actions can safely be taken?
Enter details
Who is going to take the lead for the agreed actions?
Enter details
Any other issues?
Enter details
Actions agreed with local authority in the event of an evacuation
[Use this space to record details of the actions you can take to help your local authority if an evacuation is necessary in your community.]
Alternative arrangements for staying in contact if usual communications have been disrupted
You should have a range of communications methods to keep in touch with members of the group and members of your wider community, for example a telephone tree with both landline and mobile phone numbers and social media tools such as a Facebook Group or Community page or a WhatsApp Group.
However, if those usual methods of communications have been disrupted, then please use this space to record details of alternative communications.
This could be anything from a community notice board, to including the owner/locations of long distance walkie-talkies or details of your local Radio Amateurs’ Emergency Network (RAYNET), or other radio amateurs in your community.