Annex B, Contact Directory¶
How to use: Fill in this directory BEFORE any disaster. Update it every Rotary year (July). Distribute it to all members of your club's Disaster Response Committee (DRC). Keep a paper copy in your emergency kit and a shared digital copy (Google Drive, Dropbox or equivalent).
1. Internal club contacts¶
Rotary Club of: ... District: ...
Last update: .../..../........
| Role | Name | Phone | Notes | |
|---|---|---|---|---|
| Club President | ... | ... | ... | ... |
| Secretary | ... | ... | ... | ... |
| Treasurer | ... | ... | ... | ... |
| Disaster Coordinator | ... | ... | ... | ... |
| Deputy Disaster Coordinator | ... | ... | ... | ... |
| Communications Officer | ... | ... | ... | ... |
| Volunteer Officer | ... | ... | ... | ... |
| Logistics Officer | ... | ... | ... | ... |
| Disaster Finance Officer | ... | ... | ... | ... |
| DRC Member #1 | ... | ... | ... | ... |
| DRC Member #2 | ... | ... | ... | ... |
| DRC Member #3 | ... | ... | ... | ... |
| DRC Member #4 | ... | ... | ... | ... |
| DRC Member #5 | ... | ... | ... | ... |
| Past President (advisor) | ... | ... | ... | ... |
2. District contacts¶
District: ... Rotary year: ...-...
| Role | Name | Phone | Notes | |
|---|---|---|---|---|
| District Governor (DG) | ... | ... | ... | ... |
| District Disaster Relief Officer (DRO) | ... | ... | ... | ... |
| Deputy DRO | ... | ... | ... | ... |
| District Rotary Foundation Chair (DRFC) | ... | ... | ... | ... |
| District Grant Chair | ... | ... | ... | ... |
| District Finance Committee (DFC) | ... | ... | ... | ... |
| District Secretary | ... | ... | ... | ... |
| District Treasurer | ... | ... | ... | ... |
| Zone Disaster Coordinator | ... | ... | ... | ... |
| RI Zone Representative | ... | ... | ... | ... |
3. Rotary Action Groups (RAGs)¶
| Organization | Description | Contact / Focal point | Phone | Website | |
|---|---|---|---|---|---|
| DNA-RAG (Disaster Network of Assistance) | Disaster response coordination, field assessment, training | ... | ... | ... | dna-rag.com |
| WASH-RAG (Water, Sanitation and Hygiene) | Drinking water, sanitation, hygiene in emergency | ... | ... | ... | wash-rag.org |
| ESRAG (Environmental Sustainability) | Environmental sustainability, climate adaptation, natural hazards | ... | ... | ... | esrag.org |
| RAGFP (Rotary Action Group for Peace) | Conflict resolution, mediation, post-conflict reconstruction | ... | ... | ... | rotaryactiongroupforpeace.org |
| RAGCED (Community Economic Development) | Community economic development, post-disaster economic reconstruction | ... | ... | ... | ragced.org |
Note: RAGs are networks of volunteer experts. To activate a RAG, first contact your DRO who will relay to the Zone level. In an emergency, direct contact is possible.
4. Local emergency services¶
City / Region: ..._
| Service | Organization | Contact | Emergency phone | Admin phone | Address | |
|---|---|---|---|---|---|---|
| Fire and rescue | ... | ... | ... | ... | ... | ... |
| Police / Sheriff | ... | ... | ... | ... | ... | ... |
| EMS / Ambulance / Emergency medical | ... | ... | ... | ... | ... | ... |
| Main hospital | ... | ... | ... | ... | ... | ... |
| Secondary hospital | ... | ... | ... | ... | ... | ... |
| Civil protection / Civil defense | ... | ... | ... | ... | ... | ... |
| Local authority (crisis cell) | ... | ... | ... | ... | ... | ... |
| National weather service | ... | ... | ... | ... | ... | ... |
| Electricity (utility) | ... | ... | ... | ... | ... | ... |
| Drinking water (utility) | ... | ... | ... | ... | ... | ... |
| Telecom (main operator) | ... | ... | ... | ... | ... | ... |
Universal emergency numbers:
| Service | France | Quebec/Canada | USA | International |
|---|---|---|---|---|
| General emergency | 112 | 911 | 911 | 112 |
| Fire | 18 | 911 | 911 | , |
| EMS / Ambulance | 15 | 911 | 911 | , |
| Police | 17 | 911 | 911 | , |
5. NGOs and local partners¶
City / Region: ..._
| Organization | Type of aid / specialty | Contact | Phone | Notes | |
|---|---|---|---|---|---|
| Local Red Cross | Rescue, shelter, first aid | ... | ... | ... | ... |
| Red Crescent (if applicable) | Rescue, shelter, first aid | ... | ... | ... | ... |
| Salvation Army | Meals, shelter, clothing | ... | ... | ... | ... |
| Local food bank | Emergency food distribution | ... | ... | ... | ... |
| Secular social relief | Emergency aid, clothing, furniture | ... | ... | ... | ... |
| Catholic Relief / Caritas | Emergency aid, shelter | ... | ... | ... | ... |
| Doctors of the World | Medical care | ... | ... | ... | ... |
| Médecins Sans Frontières | Emergency medical care | ... | ... | ... | ... |
| Animal protection (SPCA, etc.) | Evacuation and care of animals | ... | ... | ... | ... |
| Humanity & Inclusion | Persons with disabilities in disasters | ... | ... | ... | ... |
| Habitat for Humanity | Housing reconstruction | ... | ... | ... | ... |
| Local Lions Club | Complementary service activities | ... | ... | ... | ... |
| Local NGO #1: ..._ | ... | ... | ... | ... | ... |
| Local NGO #2: ..._ | ... | ... | ... | ... | ... |
| Local NGO #3: ..._ | ... | ... | ... | ... | ... |
| Local NGO #4: ..._ | ... | ... | ... | ... | ... |
| Local NGO #5: ..._ | ... | ... | ... | ... | ... |
6. Rotary strategic partners¶
| Organization | Description | Contact | Phone | Website | |
|---|---|---|---|---|---|
| ShelterBox | Emergency shelters and essential items. Official RI project partner since 2012. Deploys shelter kits worldwide. | ... | ... | ... | shelterbox.org |
| ShelterBox (focal point for our zone) | Local/regional operational contact | ... | ... | ... | ... |
| Disaster Aid International | Deployment training, aid kits, emergency response. Rotarian international disaster response network. | ... | ... | ... | disasteraid.org |
| Disaster Aid (focal point for our zone) | Local/regional operational contact | ... | ... | ... | ... |
| Aqua Clara International | Emergency water filters. Frequent partner of WASH-RAG projects. | ... | ... | ... | aquaclara.org |
| Water Mission | Emergency and long-term drinking water systems | ... | ... | ... | watermission.org |
7. The Rotary Foundation (TRF)¶
| Service | Contact | Phone | Notes | |
|---|---|---|---|---|
| Grant submission (general) | The Rotary Foundation | , | grants@rotary.org | Portal: my.rotary.org |
| French-speaking grants team | ... | ... | ... | ... |
| Disaster Response Grant (DRG) | ... | ... | ... | Lead time: 2-4 weeks (24-48 h pre-impact) |
| Global Grants | ... | ... | ... | Lead time: 3-6 months |
| Stewardship and reports | ... | ... | ... | ... |
| Regional Grants Officer (our zone) | ... | ... | ... | ... |
| Rotary Support Center | Rotary International | +1 866 976-8279 | contact.center@rotary.org | Mon-Fri, business hours (Chicago) |
8. Pre-identified emergency suppliers¶
Tip: Identify and meet these suppliers BEFORE any disaster. Negotiate advance terms (prices, lead times, direct contacts).
| Type of supply | Supplier | Contact | Phone | Negotiated terms | Notes |
|---|---|---|---|---|---|
| Bottled water / tank trucks | ... | ... | ... | ... | ... |
| Food (bulk) | ... | ... | ... | ... | ... |
| Tarps / temporary shelters | ... | ... | ... | ... | ... |
| Generators | ... | ... | ... | ... | ... |
| Transport / trucks | ... | ... | ... | ... | ... |
| Construction material | ... | ... | ... | ... | ... |
| Hygiene kits | ... | ... | ... | ... | ... |
| Medicines / medical supplies | ... | ... | ... | ... | ... |
| Clothing / blankets | ... | ... | ... | ... | ... |
| Printing (flyers, forms) | ... | ... | ... | ... | ... |
Annual verification¶
| Item | Done | Date | By whom |
|---|---|---|---|
| Phone numbers verified | ☐ | ... | ... |
| Email addresses verified | ☐ | ... | ... |
| District contacts updated (new year) | ☐ | ... | ... |
| RAG contacts verified | ☐ | ... | ... |
| Local NGO contacts verified | ☐ | ... | ... |
| Emergency suppliers re-contacted | ☐ | ... | ... |
| Paper copy updated in the emergency kit | ☐ | ... | ... |
| Shared digital copy updated | ☐ | ... | ... |
Annex B, Contact Directory, Rotary Club Disaster Response Book