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5 III. Preparing for a Crisis w It is important to set up the framework of the crisis communication plan in advance. Some steps that should be taken in advance are: . Establish a crisis communication team The team should consist of HRMC, city and SIBRA officials who understand what their duties will be if a crisis occurs. The team should meet at least twice a year to ensure that all members are aware of their responsibilities. The team should consist of a bi-Iingual spokesperson to handle all media inquiries (if the spokesperson only speaks English, there will need to be a Hispanic spokesperson as well). . Have handy all phone and cell numbers and e-mail addresses for key officials If a crisis occurs after hours, crisis communication team members and other important city officials will need to be reached at home or at other locations. These numbers should be compiled BEFORE a crisis strikes, and should be continuously updated. " · Have local and statewide emergency numbers available Often, a crisis that affects Sunny Isles Beach will.also affect Miami-Dade County and surrounding areas. It is important for the city to maintain contact with local, county, state and selected federal officials, including FEMA. . · List possible locations for command/media center Consider where the crisis communication team will meet if a crisis strikes. If media are covering the crisis, the city may wish to offer reporters a work. space or a place where they can attend press briefings or receIve updates. Obtain letters of permission/access from those who oversee those rooms so that the crisis team can be assured of quick access to those facilities when a crisis strikes. It is suggested that the command/media center be separate from where the crisis communication team meets so that reporters do not end up in the wrong place. · Prepare a Standby Statement The format of a statement can be drawn up and approved in advance. Accurate details can be inserted at the time of the event. This will save time during an actual crisis. · Compile a Crisis Kit The crisis kit should contain all of the above items and lists, along with a hotel directory, media lists and phone numbers, several legal pads, pens, city and state maps, press badges, a list of media addresses, city of Sunny Isles Beach letterhead on CD for press releases, and possibly two- G 1175 NE 125th STREET, SUITE 618, NORTH MIAMI, FL 33161 . Tel. 305.573.0882. FAX. 305895.2412 howard@aohrmccom . wwwaohrmccom .