Agency Letterhead
Date
Insert Name of Employee
Insert Employee’s Address
Subject: Appointment to insert name of organization Emergency Relocation Group
Congratulations! You have been selected to serve on the insert name of organization Emergency Relocation Group
(ERG). Your selection was based upon your job expertise and the critical functions that you perform on a day-to-day
basis.
The Emergency Relocation Group is tasked with the continued performance of designated Mission Essential
Functions in the event of an emergency or disaster. The ERG is required to alert, assemble and deploy to our
designated alternate facility and to reestablish these Mission Essential Functions within 12 hours. They are expected
to perform these Mission Essential Functions for a period of up to 30 days.
As a member of the ERG, you will receive additional training and be asked to participate in periodic exercises to
validate insert name of organization’s Continuity of Operations Plan and to prepare for unforeseen emergencies.
You may also be required to undergo cross-training in other tasks not normally associated with your current
position, so as to provide flexibility to the team and to ensure that all insert name of organization mission essential
and supporting tasks are accomplished should other team members be unavailable or incapacitated.
The time constraints to this mission are very real. You must be ready and able to deploy to an alternate facility on
short notice – and possibly remain there for an extended period of time (up to 30 days) during a continuity event.
You will maintain a cell phone or pager by which we can quickly notify you of emergency situations. You are
required to maintain a Personal “Go Kit” (attached is a list of items needed) to ensure you are properly prepared
should you and your team members be required to respond to a Continuity event. We ask that you make
arrangements in advance to ensure the safety and well-being of your family and pets during your absence.
Our agency’s ERG Team Leader is insert name, title, (insert telephone number, cell phone number, and email
address). He/She will contact you in the next few days to discuss team member responsibilities and training – and to
answer any questions you may have.
Thank you for your participation in this endeavor. You perform a critical role in our agency’s preparedness and our
continued service to the State of Texas.
Signed,
Insert name
Insert title
Attachments
– ERG Team Member “Go Kit”
– Family “Go Kit”
ERG MEMBER “GO KIT”
(Agency ERGs should build upon the recommendations below to develop their ERG Team Member “Go Kit” list)
Recommended Supplies to Include in the ERG Member “Go Kit” include:
__ Water, one gallon of water per person per day, for drinking and sanitation
__ Food, at least a three-day supply of non-perishable food
__ Can opener for food (if kit contains canned food)
__ Changes of clothes (three days)
__ Personal hygiene items including feminine supplies
__ Rain gear
__ Battery-powered radio and a NOAA Weather Radio with tone alert, and extra batteries for both
__ Cell phone with charger
__ Flashlight and extra batteries
__ First Aid kit
__ Whistle to signal for help
__ Moist towelettes, garbage bags and plastic ties for personal sanitation
__ Dust mask or cotton t-shirt, to help filter the air
__ Sleeping bag
__ Cash or traveler's checks, change
__ Important Personal Documents such as copies of insurance policies, identification and bank account records in a
waterproof, portable container
FAMILY “GO KIT”
(from www.ready.gov)
Emergency Supplies:
Water, food, and clean air are important things to have if an emergency happens. Each family or
individual's kit should be customized to meet specific needs, such as medications and infant formula. It
should also be customized to include important family documents.
Recommended Supplies to Include in a Basic Kit:
__ Water, one gallon of water per person per day, for drinking and sanitation
__ Food, at least a three-day supply of non-perishable food
__ Battery-powered radio and a NOAA Weather Radio with tone alert, and extra batteries for both
__ Flashlight and extra batteries
__ First Aid kit
__ Whistle to signal for help
__ Infant formula and diapers, if you have an infant
__ Moist towelettes, garbage bags and plastic ties for personal sanitation
__ Dust mask or cotton t-shirt, to help filter the air
__ Plastic sheeting and duct tape to shelter-in-place
__ Wrench or pliers to turn off utilities
__ Can opener for food (if kit contains canned food)
Below are some other items for your family to consider adding to its supply kit. Some of these
items, especially those marked with a * can be dangerous, so please have an adult collect these
supplies.
__ Important Family Documents such as copies of insurance policies, identification and bank account
records in a waterproof, portable container
__ Emergency reference materials such as a first aid book or a print out of the information on
www.ready.gov
__ Rain gear
__ Cash or traveler's checks, change
__ Paper towels
__ Fire Extinguisher
__ Tent
__ Compass
__ Matches in a waterproof container*
__ Signal flare*
__ Paper, pencil
__ Personal hygiene items & feminine supplies
__ Disinfectant*
__ Medicine dropper
__ Mess kits, paper cups, plates & plastic utensils
__ Cell phones with chargers
__ Household chlorine bleach* - You can use bleach as a disinfectant (diluted nine parts water to one
part bleach), or in an emergency you can also use it to treat water. Use 16 drops of regular household
liquid bleach per gallon of water. Do not use scented, color safe or bleaches with added cleaners.
Clothing and Bedding:
If you live in a cold weather climate, you must think about warmth. It is possible that the power will be out
and you will not have heat. Rethink your clothing and bedding supplies to account for growing children
and other family changes. One complete change of warm clothing and shoes per person, including:
- A jacket or coat
- Long pants
- A long sleeve shirt
- Sturdy shoes
- A hat and gloves
- A sleeping bag or warm blanket for each person