Disaster Preparedness Manual

Transcription

1 Louisiana Annual Conference of The United Methodist Church Disaster Preparedness Manual LA Disaster Response Ministry Rev. Darryl A. Tate, Director 527 North Blvd Baton Rouge, LA Phone: (225) Fax: (225)

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3 CHURCH DISASTER PREPAREDNESS AND RESPONSE PLANNING GUIDE TABLE OF CONTENTS How to Use This Manual Conference Disaster Plan i ii Section I CHAPTER I: GETTING ORGANIZED 1 Section One: Establishing a Disaster Planning Committee 3 Appointing Committee Members 3 FORM 1-A: MEMBERS OF THE DISASTER PLANNING COMMITTEE 6 Scope of the Committee 7 The Importance of Having a Volunteer Committee Member 7 Goal Setting 10 Disseminating and Documenting Information 14 Section Two: Overview of Disaster Planning 16 Before a Disaster 16 Protecting the Facility 16 Protecting the Church Staff 17 Protecting Church Members 18 During a Disaster 19 Basic Concepts of Operation 19 Receiving and Giving Proper Notification of a Disaster 20 Determining On and Offsite Meeting Locations 21 The Basics of Evacuating 22 After a Disaster 22 Re-entry into the Facility 23 Relocation 23 CHAPTER II: PLANNING FOR PEOPLE, CHURCH, AND PLANT 25 Section One: Profiling the Church 27 Analyze the Church Facility 27 Inventory all Equipment 28 Isolation Switches and Cut-Off Valves 28 Understanding the HVAC System 29 FORM 2-A: ROOM SURVEY 30

4 Documenting Church Activity 35 FORM 2-B: MASTER ROOM SCHEDULE 36 Church/Staff Communication 37 Volunteers 38 Creating a Talent Bank of Volunteers 38 Identify the Types of Volunteer Teams Your Church Will Support 39 Vulnerable Church Members 41 FORM 2-C: SPECIAL NEEDS Church Member 42 Profiling the Community 43 Section Two: Protecting Church Property 46 Routine Maintenance 46 FORM 2-D: ESSENTIAL DOCUMENTS & THEIR LOCATION 47 Financial Information 48 Insurance Information 48 Storing and Protecting Church Records 48 Record Retention and Destruction Policy 48 Protecting Computer Hardware and Software 50 FORM 2-F: INVENTORY OF ASSETS 53 FORM 2-G: NETWORK CONFIGURATION DIAGRAM 54 FORM 2-H: HARDWARE CONFIGURATIONS 55 FORM 2-I: SOFTWARE APPLICATIONS 56 FORM 2-J: RECOVERY PRIORITY LIST HARDWARE AND SOFTWARE 57 FORM 2-K: BACK-UP SCHEDULE CHART 58 FORM 2-L: VENDOR CONTACT LIST FOR GOODS AND SERVICES 59 Beyond Routine Maintenance 60 Shutting Off Utilities 60 FORM 2-M: ROUTINE MAINTENANCE CHECKLIST 61 FORM 2-N: BEYOND ROUTINE MAINTENANCE CHECKLIST 62 Emergency Supplies Checklist 63 FORM 2-O: EMERGENCY SUPPLIES LIST 64 Section Three: Developing a Family Disaster Plan 65 Four Basic Steps to Disaster Preparedness 66 Step One: Find out what can happen to your family 66 Step Two: Create a family emergency plan 67 Step Three: Create a disaster supply kit 70 Step Four: Practice and maintain your plan 74

5 Section II CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS 75 Section One: Hurricanes and Tropical Storms 77 Hurricane Definitions 77 Rating Hurricanes 78 Planning for a Hurricane 79 Obtaining Official Storm Notification 80 FORM 3-A: LEVELS OF ACTIVATION CHECKLISTS 81 After the Storm 89 Section Two: Floods and Flash Floods 90 Flood Definitions 91 Preparing for a Flood 91 Flood Hazard Zones 91 Obtaining Official Storm Notification 92 FORM 3-B: FLOOD SAFETY CHECKLISTS 93 Hidden Dangers of Areas Flooded by Storms 99 Section Three: Tornados 100 Tornado Definitions 100 Tornado Myths & Facts 101 Preparing for Tornados 101 Obtaining Official Storm Notification 101 FORM 3-C: TORNADO SAFETY CHECKLISTS 102 Section Four: Fires 107 Fire Definitions 108 Fire Extinguishers 109 Fire Prevention 109 Major Causes of Fire 110 Toxic Smoke 111 Fire Procedures 112 Procedures for Persons Discovering a Fire 112 Procedures for When Alarm is Sounded 113 Summary of Required Actions 113 Person Aflame 114 Evacuation and Sheltering-In-Place 114 Silencing the Fire Alarm 116 After the Fire 116 Fire Drills 117 FORM 3-E: FIRE DRILL REPORT 118

6 CHAPTER FOUR: PREPARING FOR SPECIFIC MANMADE DISASTER 119 Section One: Explosions and Bomb Threats 121 Explosions 121 What to Do If An Explosion Occurs 121 Preventing Natural Gas Explosions 122 Bomb Threats 123 Telephone Threats 124 Written Threats 124 Threats In Person 125 Ending of Threat 125 Church Planning 126 FORM 4-A: DOCUMENTING A BOMB THREAT 127 Section Two: Onsite Disturbances 129 Handling Aggressive Persons 129 Safety and Protection of Persons 129 Steps for Protecting Yourself 130 Damage Assessment and Recovery 130 Unauthorized Intrusion 131 Procedures to Take in a Kidnapping Situation 131 Notification 131 Staff Duties During a Kidnapping Alert 132 At the End of the Crisis 133 Hostage Procedures 134 Notification of a Hostage Situation 134 Staff Duties During an Active Hostage Situation 135 Critical Hostage Information 135 If You Are In a Hostage Situation 136 Ending the Crisis 136 FORM 4-B: SUSPECT IDENTIFICATION CHART 137 FORM 4-C: SUSPECT IDENTIFICATION INFORMATION SHEET 138 FORM 4-D: HOSTAGE CHECKLIST 139 Section Three: Hazardous Materials Exposure 140 Hazardous Materials Definitions 140 Hazardous Materials Facilities and Spills 144 Local Emergency Planning Committees 145 Offsite Hazardous Spill 145 Sheltering-in-Place 146 FORM 4-E: SHELTERING-IN-PLACE CHECKLIST 148

7 Hazardous Substances in the Church 151 Labeling Hazardous Materials 151 Hazardous Spills at the Church 152 FORM 4-F: DIAGRAM - HAZMAT INCIDENT ONSITE 153 Chemical Attacks 154 If You See Signs of Chemical Attack 154 What to do if Exposed to Chemical 154 Biological Attacks 155 What to do if Biological Attack Occurs 155 CHAPTER V: WHERE TO GO TO OFFER HELP 157 Praying, Volunteering, and Donating Goods and Money 159 Praying 159 Defining Spiritual Support Activities 160 How to Mark the Anniversary of a Disaster With Healing 161 Volunteering 163 Activating the Volunteers 163 Tracking and Recognizing Volunteers 166 Donating Goods 166 FORM 5-A: BEDDING KIT 167 FORM 5-B: CLEANING BUCKET 168 FORM 5-C: HEALTH KIT 170 FORM 5-D: LAYETTE KIT 171 About Clothing Donations 172 Food Drives 172 Donating Money 172 List of Resources 173 Acknowledgements 175

8 APPENDIX Forms Chapter I Members of the Disaster Planning Committee Form (Form 1-A) Chapter II Room Survey Form (Form 2-A) Master Room Schedule (Form 2-B) Special Needs Church Member Form (Form 2-C) Essential Documentation and Their Location (Form 2-D) Retention Schedule for Church Records (Form 2-E) Inventory of Assets Form (Form 2-F) Network Configuration Diagram Form (Form 2-G) Hardware Configurations Form (Form 2-H) Software Applications Form (Form 2-I) Recovery Priority List for Software and Hardware (Form 2-J) Backup Schedule Chart (Form 2-K) Vendor Contact List (Form 2-L) Routine Maintenance Checklist (Form 2-M) Beyond Routine Maintenance Checklist (Form 2-N) Emergency Supplies List (Form 2-O) Family Disaster Supply List (Form 2-P) Chapter III Levels of Activation Checklists (Form 3-A) Flood Safety Checklists (Form 3-B) Tornado Safety Checklists (Form 3-C) Fire Safety Checklists (Form 3-D) Fire Drill Report (Form 3-E) Chapter IV Documenting a Bomb Threat Form (Form 4-A) Suspect Identification Chart (Form 4-B) Suspect Identification Description Sheet (Form 4-C) Hostage Checklist (Form 4-D) Sheltering-in-Place Checklist (Form 4-E) HAZMAT Incident Onsite Form (Form 4-F)

9 Chapter V Bedding Kit (Form 5-A) Cleaning Bucket (Form 5-B) Health Kit (Form 5-C) Layette Kit (Form 5-D)

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11 How to Use This Manual This manual is intended to be very user friendly! It contains information about best practices utilized by congregations and other faith communities around the United States during times of emergency and disaster. Please use the manual as a guide, adapting, editing, or deleting to serve the needs and unique circumstances of your parish. The manual is divided into two sections: Section 1: This section guides congregations in the fundamental steps necessary to develop their Disaster Preparedness and Response Plan. A discussion of the roles and responsibilities of the Louisiana Annual Conference of The United Methodist during disaster preparedness and response is also included. Section 2: This section provides more detailed information and resources about planning for specific disasters, both natural and man-made. It concludes with templates of all information forms offered in the planning manual. Churches may download this manual by going to the Conference web site at then follow the link for Disaster Preparedness. We encourage churches to adapt it for their individual use, reformatting if necessary. A church may purchase a printed copy by contacting Rev. Darryl A. Tate, Director of Disaster Preparedness at Conference office, at Louisiana Annual Conference of The United Methodist Church i

12 DISASTER RESPONSE LOUISIANA ANNUAL CONFERENCE COMPREHENSIVE PLAN FEBRUARY 1, 2005; May 17, 2005 REVISED: SEPTEMBER 28, 2009; JUNE 18, 2010; OCTOBER 28, 2010 It is the purpose of this document to begin a conversation concerning a comprehensive plan which will guide the Louisiana Conference in its response to disasters. The plan should be broad in its scope, and it should be designed to fit well with the policies and operational procedures which are in use by The United Methodist Committee on Relief (UMCOR) and Louisiana Conference of The UM Disaster Response, Inc. In the book, The Resilient City, edited by Lawrence J. Vale and Thomas J. Campanella, it is asserted that The process of rebuilding is necessary but, by itself, insufficient condition for enabling recovery and resilience This seems obviously to be an assumption which should be embraced by the disaster response efforts of the United Methodist Church. Ours should always be a work of spiritual care and recovery as well as the rebuilding of bricks and mortar. Hopefully, as we put together a comprehensive document we will look toward the restoring of communities in their totality. Louisiana is susceptible to a wide range of disaster possibilities. In recent years we have been affected by hurricanes, tornadoes, fires, floods and numerous other kinds of disasters. In addition to these natural disasters we are often mentioned as a possible target of terrorism due to the large petro-chemical industry in our state, and the significant ports on the Mississippi River and its tributaries. The church has an obligation and a high calling to respond to the needs of human beings when they are facing some of the most challenging times in life. We know that in times of trouble people will turn to the church for both their physical and spiritual needs. While it is impossible to plan for specific situations which disasters may bring, we can prepare ourselves in a general way so that when a disaster occurs we are able to act responsibly in the midst of chaos. Disasters Require at Least a Four Part Response: I. Preparation: 1. Local Church Preparation: There should be a local Disaster Coordinator in each local congregation. These may be designated by the pastoral charge, local municipality, civil parish, geographic region or in what ever manner seems most effective. These local Disaster Coordinators will be the first line of contact for the church when a disaster strikes in that locality. They will immediately ii

13 communicate with the district superintendent and with the district coordinator and to the Executive Director of the LADRM, in order to begin the process of determination regarding the nature and gravity of the problem and to begin to develop a plan of response. (a) A written plan indicating how to account for the total membership of the congregation. (b) A plan for pastoral care for the membership of the congregation (Particularly the most vulnerable such as the elderly, inform and those with special needs). (c) Information regarding church records (including financial and membership), special artifacts, etc. Where are these items stored? Who has responsibility for them? A disaster plan for the finances and financial responsibilities should be in place in the event that the normal procedures are not available. Etc. (d) Documentation regarding insurance coverage indicating agent, company and amount of coverage. Where are these documents stored? Who has responsibility for them? (e) Implement an alternate plan for condition business of the church should the normal board/committee structure be interrupted. 2. District Preparation There should be a District Disaster Coordinator in each district within our annual conference. These may be designated by the District Superintendent and District Ministry Team. These District Disaster Coordinators will be the second line of contact for their district and local congregation within their districts. They will immediately communicate with the district superintendent and with the Executive Director of the LADRM, in order to begin the process of determination regarding the nature and gravity of the problem and to begin to develop a plan of response. Each district will be asked to establish a team of 3-4 persons who have a passion for assisting in time of emergency. This team will be chaired by a District Disaster Coordinator who will be appointed by the district superintendent in consultation with the Executive Director of LADRM. This team will be provided necessary training. This training may be made available at the level of the annual conference and may call upon the resources of UMCOR as well as The American Red Cross and others as deemed appropriate. These task forces should in turn provide training and orientation to local congregations and other appropriate district groups. (a) A written plan indicating how to account for the total membership of the congregation within their district. (b) A plan for pastoral care for the membership of the congregations and clergy (Particularly the most vulnerable such as the elderly, infirmed and those with special needs). iii

14 (c) Information regarding all of their churches: financial, membership and other records, special artifacts, etc. Where are these items stored? Who has responsibility for them? Etc. (d) Documentation regarding insurance coverage indicating agent, company and amount of coverage. Where are these documents stored? Who has responsibility for them? 3. The Annual Conference Preparation: Each District Disaster Coordinator, along with members from the Disaster Response personal will make up the Conference Disaster Response Team. This team will be appointed by the Bishop and Provost of the Conference. The resident Bishop, the Provost, and the Director of Conference Administrative Services will serve as ex-officio as needed. The chair will be the Executive Director/CEO of LADRM, and under the governing board of the LA Conference of The UMC Disaster Response, Inc. The responsibilities of the Conference Disaster Response Team will be the following: (a). Meet regularly (at least twice a year) for training, planning and updating regarding issues related to disaster response within the bounds of The Louisiana Annual Conference. (b). Maintain lines of communication with The American Red Cross, Louisiana VOAD, and FEMA at the state level and encourage such communication at the local level. (c). Provide periodic training and useful materials to district and local personnel. (d). In cooperation with UMCOR, The American Red Cross, FEMA and other civil and faith-based authorities, to coordinate all the work of Louisiana United Methodist Disaster Response in making a helpful and redemptive response to disaster. (e). When it becomes necessary for the IRIS System to send out a message to either one of our districts or to the annual conference, it will be the responsibility of the resident Bishop or the Provost to issue any and all announcements! In order to fully and effectively implement the disaster response plan there should be a staff member (Executive Director/CEO of LADRM) at the annual conference level. The staff member should report to the Board of Directors of LADRM; the Bishop, Provost and may have a job description which includes additional responsibilities. This person is appointed by the Bishop and Provost of the Conference and may be either lay or clergy. There should be consultation with the conference chancellor in order to clarify any legal issues regarding the work of disaster response. iv

15 Spiritual Care Teams should be formed as one way to make sure that people receive the pastoral and spiritual support that they need in the aftermath of the disaster. While all our response should have a spiritual foundation, these teams may be made up of persons who are strong in faith, caring in spirit and who have been trained for this important need. Their work in spiritual recovery is certainly just as important as physical labor and it will have the benefit of adding the unique dimension of a faith response to the total response which the church makes to the disaster. Many issues regarding Disaster Response cannot be planned for in an advance. However, several mattes may be considered before a disaster actually occurs. Some of these issues which will be addressed by Annual Conference and District Disaster Response Teams are as follows: EVACUATON: We understand that the responsibility for evacuation rests with the civil authorities. However, we would like to provide assistance in whatever way are possible. The Red Cross program Brother s Keeper is one way that this can be accomplished. In this program we would attempt to match congregations from one part of the state to others in another part. They could then work out details as to how they could be of help to each other in times of emergency. This, of course, would be handled within the established structures of those authorities who would have primary responsibility for the evacuation. Since this is essentially a Red Cross program. They would be award of our involvement in this way. Local districts and congregations will need to be prepared for their participation in this program. Of course the program is totally voluntary. However, it will provide any congregation an opportunity to do something concrete and helpful when problems arise. There will need to be training which will assist congregations to know the kind of equipment and supplies they might need, the kind of volunteer help which may be required and other information which will assist them as they assist others. It is the normal rule of the Conference that our pastors and churches will follow any evacuation called for by the Governor or other civil authorities in the time of a disaster. SHELTERS: Shelters are generally handled by America Red Cross. Many churches can be shelters. Churches should be prepared to follow and contact with America Red Cross and follow their regulations when being used as a shelter. If the availability of a facility is limited in any way this should be part of the understanding up front so that there will not be confusion later on. There should be one conference-wide agreement between The Louisiana Annual Conference and the American Red Cross regarding the use of United Methodist Churches for shelters. This agreement could take into account the reality of possible contingent circumstances, but it should serve as the basis of the working arrangement between the districts and local congregations and the local Red Cross chapters. This agreement should be signed by the resident Bishop or designate and appropriate person representing The American Red Cross. v

16 It is not a requirement for a congregation to provide staff in order to be a shelter. However, it may well be that some of the church members may function in the role of staffing the shelter. That would be the decision of the Red Cross and would require a specific kind of training. The same kind of arrangement will be in effect regarding food. In cases where there are church members with special skills such as M.D., nurse, counselor/social worker, foreign language skill, etc., these may be coordinated with Red Cross. The availability of the following should be provided to Red Cross: 1. Strike teams which are trained and prepared to move in and assist with recovery in the immediate aftermath of the disaster. 2. Volunteer teams which are trained and prepared in long-term recovery. 3. The job Specific types of skills which these teams possess. 4. There should be determination at the district and local church level as to whether the volunteer s teams are willing to only serve locally, or if they envision going into other areas. This work, and the preparation for it, provides a wonderful opportunity to employ the means of grace in Christian discipleship. District Disaster Response Teams and local congregations should be sensitive to this opportunity and discovery ways to grow in faith as they prepare for and function in response to disaster. The Annual Conference Disaster Response Team should, in cooperation with the district task forces provide for the special services which may be needed regarding the following services: 1. Health Services 2. Special issues related to house fire disasters. 3. Mass care teams which receive special training from UMCOR/RED CROSS in responding to major disasters of a massive nature. 4. Disasters related to terrorism, particularly regarding the potential for terrorism against the petro-chemical industry in Louisiana. 5. To address the needs of Congregations and affiliated groups of The Annual Conference with issues of public health, i.e. H1N1. II. RESCUE This phase of disaster response is primarily, if not totally, in the hands of the civil authorities in the community. This phase will occur in the hours or days immediately following the disaster. In some instances this work may actually be going on during the disaster. It is during this time that authorities try to ascertain the number of casualties, assist survivors, rescue the injured, reclaim the bodies of deceased, deal with emergency problems regarding dangerous electric lines or rising water, ect. vi

17 If a church is serving as a shelter, this would be a good time for pastors, counselors and other helping professionals to be available. People may not know the fate of family members or other loved ones. They may not know when they can return homes. Indeed, they may not know if they still have a home to which to return. Pastoral/spiritual care teams, crisis counseling and other spiritual emotional support will be essential during this time. These must work within the framework of the civil authorities if the civil authorities are providing guidance. It is also true that congregations which are long distances from the disaster may have members or constituents who have family being directly involved. Preparation should be made as to how best to respond given the specify situation at the time. It is also during this time that volunteer teams who would be willing to go to the disaster area to assist in recovery will be making their preliminary preparations for the work that they will do. It is imperative that all groups coordinate with the District/Conference and/or civil authorities responsible for the leadership of the response. III. EARLY RESPONSE TEAMS Early Response Teams are trained and facilitated by the denomination-wide United Methodist Committee on Relief. In the Annual Conference the Director of VIM will train all ERT s. Early Response Teams do not become involved in long-term recovery, and they do not come into a conference without an invitation from the Conference Disaster Response authorities. The purpose of ERTs is to: 1. Provide immediate assistance to those in greatest need. 2. Assure victims of the care and concern of the church. 3. Give visibility to United Methodist presence. ERT must have training certification which is crucial to the effectiveness of their work. This training and certification, as well as supervision and deployment will be directed by the Director of VIM with consultation of Director of Disaster Response. It is suggested that every local church put together a disaster response kit which would be available for us in time of emergency. These kits should contain such items as are deemed necessary by the conference and district disaster teams. Previous experience has shown that two items which are most helpful in the early response to disasters are break-down showers made available for those who are working in disaster relief and large amounts of ice and water for victims as well as workers. vii

18 IV. LONG TERM RECOVERY This is probably the most strenuous and least noticed part of disaster response. It is also the portion of disaster response in which the church may be called upon to play its most important role. Major disasters such as a large hurricane, tornado, or major flood may require years to overcome. Persons who have the least in the way of individual resources will be the ones who will need help the most and the for longest time. The church will have an opportunity to meet people in the time of great need and offer help in the name of Jesus Christ. Much of what is done will be to the least, last and the lost of the people in our communities. It will often receive little notice. The Louisiana Conference of The United Methodist Disaster Response, Inc., will need to address the manner in which long term response should be managed. It may be necessary to hire a temporary local director of response who would manage the specific operation on scene. There are normally two major areas of concerns related to long term disasters. (1) Rebuilding/repair/new building (2) Case Management Rebuilding and other building projects normally require paid staff and volunteer teams with varying levels of competency. Case management requires professional staff, either paid or volunteer. Paid staff are the basic of most of this response. A major and most critical part of the long term response is the plan for dealing with unmet needs. In the aftermath of major disasters and following a period of recovery, there will be a lengthy period of time in which it will be important to have an on going process of assessing the needs that are still not met. Some of these will be due to a lack of knowledge or information on the part of the person who has the need. Some of it will be because errors may have been made earlier in the process. Whatever the reason for the unmet need, there must be a team of person whose majored responsibility is to receive these requests for services and see to it that they are directed to the proper place in order to be met. The Unmet Needs Committee will be multi-agency allowing for a corporate response to those needs that have been missed. THE CITY OF NEW ORLEANS The city of New Orleans presents a unique and potentially tragic situation with regard to hurricanes and /or flooding. The city sits several feet below sea level and utilizes an elaborate system of pumps to regent flowing in normal circumstances. It has been estimated by experts from the American Red Cross that a major hurricane hitting at just the right place could flood the city up to the second and third floors of buildings in some areas. viii

19 It has also been estimated that there are in excess of 100,000 people in New Orleans with no means of personal transportation making evacuation an especially difficult problem. There is limited number of routes which could be utilized in evacuating well over one million people from the city and immediate surrounding area. The Louisiana Conference of The United Methodist Disaster Response, Inc. and the Annual Conference leadership should address the potentially tragic situation with regard to New Orleans. Contingency plans should be developed which will have the intent of lowering the risk of human loss in the event of major disaster. The New Orleans District Disaster Response Team should be involved in a conversation. Revision by: Rev. Darryl A. Tate, Executive Director of Disaster Response October 28, 2010 ix

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21 SECTION I

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23 CHAPTER I: GETTING ORGANIZED CHAPTER I Getting Organized The information in this chapter will assist the reader with the following activities: Gaining information on the disaster preparation process; Appointing committee members to serve on the Church Disaster Committee; Determining the scope of the committee by examining strengths and weaknesses in previous responses disaster events; Understanding basic responsibilities before, during, and after a disaster Louisiana Annual Conference of The United Methodist Church 1

24 CHAPTER I: GETTING ORGANIZED 2011 Louisiana Annual Conference of The United Methodist Church 2

25 CHAPTER I: GETTING ORGANIZED Establishing a Disaster Planning Committee SECTION KEY Committee Members Hint: Read through this entire workbook section before beginning to work through and answer questions as a group. Scope of the Committee Goal Setting Disseminating and Documenting Information Each pastor is asked to appoint a Disaster Planning Committee. Each pastor may approach this step differently depending on the makeup of his Church. Some pastors may appoint only a disaster coordinator, relying on this coordinator to identify and appoint the other committee members, while other pastors may appoint several key persons to the committee, allowing the committee members to appoint a coordinator. This section is designed to help the pastor and/or the designated disaster coordinator work through the steps of setting up a disaster committee in each Church, school, or institution. It will help them make such decisions as who should be involved in preparing the Church for different types of disasters and how to tap already-existing resources in the Church. It also will help the Church to determine what role the Church should play in serving the community after a disaster has occurred. Appointing Committee Members The first step in developing a Disaster Preparedness and Response Plan is to establish a Disaster Planning Committee. The pastor and/or the disaster coordinator may either create an entirely new committee composed of Church Member who have disaster response planning experience and specially chosen Church staff members, or they may want to utilize existing committees such as Trustees, Missions, or Community Outreach. It is useful to recognize that many Churches have historically participated in disaster relief activities (i.e., cleaning out homes after floods, cooking food for disaster victims, distributing donated goods, providing for emergency expenses, etc.) in informal ways. Therefore, a good place to begin the committee process is to recognize which activities 2011 Louisiana Annual Conference of The United Methodist Church 3

26 CHAPTER I: GETTING ORGANIZED are already taking place at the Church, assess their utility, and include them in the formal plan. LIST ANY ACTIVITIES OCCURRING NOW IN THE CHURCH THAT COULD BE INCORPORATED IN THE DISASTER PLAN ACTIVITY COMMITTEE RESPONSIBLE Pre-school/School Planning Physical Plant Operation Pastor & Communications Records Secretary Disaster Coordinator Although a large group may want to participate in disaster preparedness and response planning, larger groups tend to lose focus. Keep the initial disaster committee to approximately 4-10 persons (depending on size of the congregation), since the group will be initially functioning as a steering committee. Later, once goals are established, including more members of the Church may be helpful. Invite members to sign up for Disaster Relief efforts Ask for names on list info of people on list (specific skills and/or interests) *Learn how to text message 2011 Louisiana Annual Conference of The United Methodist Church 4

27 CHAPTER I: GETTING ORGANIZED LIST THE PRIMARY MEMBERS OF THE COMMITTEE Including representatives from the following groups may enhance your Church s ability to prepare for and respond to disasters: Youth Group Leaders Boy Scouts/Girl Scouts Spanish-speaking Representatives Missions Parent/Teacher Organizations Trustees LIST ADDITIONAL CHURCH LEADERS WHOSE PARTICIPATION ON THE COMMITTEE WOULD ENHANCE PLANNING AND PREPAREDNESS EFFORTS *Explanation of job descriptions 2011 Louisiana Annual Conference of The United Methodist Church 5

28 CHAPTER I: GETTING ORGANIZED Members of the Disaster Planning Committee Team Leader Name Name Address Address City Zip Tel. # (Home or Cell) Special Role City Zip Tel. # (Home or Cell) Special Role Name Name Address Address City Zip Tel. # (Home or Cell) Special Role City Zip Tel. # (Home or Cell) Special Role 2011 Louisiana Annual Conference of The United Methodist Church 6

29 CHAPTER I: GETTING ORGANIZED \Scope of the Committee Once the pastor and/or the disaster coordinator has determined committee membership, decisions such as the length of membership, the roles of committee members, and the basic goals of the committees will need to be decided. HOW LONG WILL MEMBERS SERVE ON THIS COMMITTEE? (For example, one year, two years, rotating membership, etc.) Although the committee may not yet have determined its specific disaster-related activities, committee members may want to assign preliminary roles. For example, they may want to elect a chair, a vice chair, a donations manager, a volunteer coordinator, and/or a fundraising coordinator. While these roles may be assigned at a later date, the Church Disaster Committee recommends that the Church Disaster Committee decide on a Volunteer Coordinator at this time. The Importance of Having a Volunteer Coordinator When establishing basic roles for the committee members, it is important that the key position of Volunteer Coordinator is appointed early in the planning process. Church Members hidden talents are a gold mine of potential for aiding the community after a disaster. The Church may include doctors, nurses, crisis counselors, childcare workers, skilled contractors, boat owners, etc. All of these areas of expertise can be utilized after a disaster. The role of the Volunteer Coordinator is critical to collaboration with neighboring Churches. A small disaster that may affect either one or two Churches can be better addressed when two Churches join forces to help the community recover. The Volunteer Coordinator also can be responsible for setting up activities such as canvassing neighborhoods for vulnerable Church Members or neighbors or assembling baby care kits to give to families who have lost everything in a flood Louisiana Annual Conference of The United Methodist Church 7

30 CHAPTER I: GETTING ORGANIZED Staff can generate list to determine Volunteer Coordinator, possibly from Disaster Volunteer list. Possible Lead Coordinator - Appointing a person to and determining the scope of this position prior to a disaster are critical steps. Without a Volunteer Coordinator, it will be nearly impossible to coordinate a Churchwide effort to help those in need. WHEN YOU CHOOSE LEADERSHIP ROLES, LIST THEM HERE. COMMITTEE MEMBER SPECIFIC ROLE HOW WILL THIS COMMITTEE FIT INTO THE EXISTING STRUCTURE OF THE CHURCH? WILL THERE BE A WAY TO KEEP THE CHURCH STAFF OFFICE INFORMED OF THE COMMITTEE S ACTIVITIES? WILL THERE BE A MEMBER OF THE CHURCH STAFF ON THIS COMMITTEE? 2011 Louisiana Annual Conference of The United Methodist Church 8

31 CHAPTER I: GETTING ORGANIZED LIST THE CONTACT FOR THE CHURCH STAFF Church Staff Member: Position: Other: Home Phone #: Cell #: Disasters tend to ignore geographical boundaries, as was demonstrated during Hurricanes Katrina and Rita and the terrorist attacks on September 11, Will the committee and volunteers respond to other areas outside the geographic boundaries of the Church? In cases of forced evacuation, is the Church willing to develop partnership agreements to host clergy/key Church personnel from other Churches in the District or from Churches outside the District? Is the Church willing to partner with another Church or even work in collaboration with the Churches in the conference for mutual disaster support? IS THE CHURCH WILLING TO COLLABORATE WITH OTHER CHURCHES TO HELP WITH DISASTER PLANNING? NAME OF PARTNER CHURCH: NAME OF PASTOR: NAME OF CONFERNCE OFFICE: LOUISIANA AREA OFFICE It is recommended that the committee meet several times a year -- more frequently prior to and during peak disaster seasons -- in order to update and test the disaster plan. In the COMMUNITY, it is best to use hurricane season as a meeting guide. Hurricane season begins June 1 and ends November 30; therefore, it is recommended that the frequency of the committee meetings increase in the spring and continue through the end of hurricane season Louisiana Annual Conference of The United Methodist Church 9

32 CHAPTER I: GETTING ORGANIZED Goal Setting Before any goals can be set for a disaster preparedness and outreach ministry, the Church should be aware of the disasters that are most likely to impact its geographic area. Is your area prone to flooding? Is there a chemical plant nearby? Is the community likely to experience frequent evacuation orders due to high winds or rains from a hurricane? (See Chapter II, Profiling a Community ) IDENTIFY WHICH TYPES OF DISASTERS ARE MOST LIKELY TO OCCUR IN YOUR GEOGRAPHIC AREA. (Examples) Hostage/Intruder Bomb Threats Civil Disturbance Fire Chemical/Railroad Natural Disaster Hurricane, Flood, Tornado It is important to set realistic goals in planning for and protecting the Church from disasters, as well as responding to the community s needs after a disaster. It is impossible for one Church to do it all during a disaster. What is possible to achieve this year? As the Church grows in its awareness and ability, the committee can plan accordingly. Use this section to explore the programs the Church might already have in place that are related to disaster response. Identify the most important disaster response activities that the Church needs to address. WHAT PROGRAMS DOES THE CHURCH HAVE IN PLACE THAT COULD BE USED TO HELP THE COMMUNITY DURING DISASTERS? (For example: a home repair program for senior citizens, a clothing drive, etc.) Using last year s hurricane disasters as a guide, examine the Church s current level of preparedness and ability to provide community outreach. This will aid the committee in determining the most important steps to be taken before, during, and after a disaster occurs, as well as in determining what types of community outreach the Church could provide after future disasters Louisiana Annual Conference of The United Methodist Church 10

33 CHAPTER I: GETTING ORGANIZED Start by examining your preparedness before disaster strikes. For instance, did the Church have procedures in place that notified parents if the school would release their children during terrorist attacks? Did the Church take any measure to protect precious church documents from being damaged by floodwaters? Did the Church identify families and/or neighborhoods of high risk (i.e., flood zones, low income families with no transportation, elderly persons, persons with disabilities)? Did the Church offer or participate in any disaster preparedness training? BEFORE THE DISASTERS OCCURRED, WERE THERE ANY ACTIONS TAKEN THAT ASSISTED THE CHURCH IN MAKING DISASTER PREPARATIONS? BEFORE THE DISASTERS OCCURRED, WHAT ACTIONS COULD HAVE BEEN TAKEN TO PREPARE THE CHURCH ADEQUATELY FOR THE DISASTERS? Now examine the Church s ability to respond during the disaster. Examine what actions taken by the Church made surviving the storms easier. For instance, did the Church function as a shelter during flooding? Were people stranded at the Church, unable to get home as a result of flooding? Was liturgical staff accessible for prayer at the Church during the September 11 terrorist attacks? DISCUSS THE ACTIVITIES THAT TOOK PLACE AT THE CHURCH DURING PREVIOUS DISASTERS THAT ALLOWED THE CHURCH TO HANDLE THE SITUATIONS ADEQUATELY. (For example, the Church had an adequate supply of food, water, and blankets for stranded staff to remain at the Church for at least 3 days after the floods) Louisiana Annual Conference of The United Methodist Church 11

34 CHAPTER I: GETTING ORGANIZED DISCUSS PROBLEMS ENCOUNTERED AT THE CHURCH DURING THESE DISASTERS THAT COULD BE ADDRESSED BY THIS COMMITTEE. (For example, during the terrorist attacks, no prayer services were available and many of the Churches were not open for people who came to pray). Now examine the Church s ability to respond after the disaster occurred. Was the pastor able to contact Church staff after these events to make sure that they were okay? How long did it take the Church to re-establish its normal routine? Was the Church able to provide community outreach immediately after these events? Was the Church willing/ready to host dislocated clergy and/or their staff from other Churches? DISCUSS ANY ACTION TAKEN THAT FACILITATED A QUICK RESPONSE TO THE DISASTER BY THE CHURCH. (For example, because the Church had an updated phone tree, the pastor was able to contact Church staff to tell them to stay home for a few days). (Examples) Phone Tree Answered phones by day 2 No power at Church office for 1 week Routine reestablished at one week Responded to community within 2 days School used automated phone messaging service to send out messages. Church office needs to consider getting this system. LIST THE PROBLEMS ENCOUNTERED THAT MADE IT DIFFICULT FOR THE CHURCH TO EITHER RE-ESTABLISH ITS NORMAL ROUTINE OR RESPOND TO THE COMMUNITY. (For example, Church Member came to the church hoping to volunteer but the Church could not coordinate volunteers and sent them home). (Examples) No electricity No intercom system People in the community did not have phone service Workers & volunteers could not come because of their own crises 2011 Louisiana Annual Conference of The United Methodist Church 12

35 CHAPTER I: GETTING ORGANIZED LIST OUTREACH ACTIVITIES THAT THE CHURCH UNDERTOOK AFTER THESE DISASTERS TO HELP THE COMMUNITY. (Examples) Church community donated: clothing, money, baby needs, toiletry supplies, laundry services, Walmart cards Delivered supplies Provided a shelter for Red Cross workers Provided counseling Provided church services Conducted job interviews & lined-up housing for displaced. LIST THE OUTREACH ACTIVITIES THAT WERE NEEDED AFTER THESE DISASTERS. (Examples) All of the above Transportation to move to new shelters Knowledge of new shelters & phone #s of other shelters Finding family members Security Shelter for family members of workers Using the lessons learned that are listed above, identify the areas that the committee needs to address first as part of its disaster planning tasks. LIST THE THINGS THAT THE COMMITTEE WOULD MOST LIKE TO ACCOMPLISH IN ORDER TO PREPARE THE CHURCH HELP THE COMMUNITY AFTER A DISASTER. (Examples) Collaborate with 4 other churches in the area Establish neighborhood captains to check on Church Member and let Church know of needs Volunteers to check on homebound in advance of disaster & afterwards Get list of volunteer leaders to respond to possible disasters 2011 Louisiana Annual Conference of The United Methodist Church 13

36 CHAPTER I: GETTING ORGANIZED Once the committee agrees on the types of disaster relief your Church will offer, a group of volunteers will need to be identified to implement your disaster plan successfully. Consider forming a volunteer talent bank of interested persons in your Church. (See Chapter II, Creating a Talent Bank of Volunteers ). HOW WILL THE CHURCH INVITE THEIR CHURCH MEMBER TO PARTICIPATE IN THE DISASTER PLAN? HOW WILL THE CHURCH MOBILIZE THE VOLUNTEERS DURING TIMES OF DISASTER PREPAREDNESS AND RESPONSE? (Examples) Sign-up day for disaster volunteers separate from stewardship sign-up. Through , have committee chair contact members about willingness to serve during different disasters. Disseminating and Documenting Information It is important to make sure the Church community is informed of the activities of the Disaster Planning Committee. Churches with active disaster preparedness and response planning have often lamented that with each disaster they are reinventing the wheel because of a lack of documentation of what was done during previous disasters. This makes it difficult to learn from past mistakes and successes. In order to keep the Church informed and updated on disaster planning, consider distributing a copy of the committee s goals to the pastor, Church council, and Church Member. Some recommendations include putting the minutes in a weekly bulletin, making announcements on Sunday, or posting notices on a bulletin board. HOW WILL THE COMMITTEE DISSEMINATE INFORMATION ABOUT THE DISASTER PLAN TO THE PASTOR, CHURCH LEADERS, AND CHURCH MEMBERS? (Examples) Will put an announcement in the bulletin to let Church Member know that the manual is prepared. Whoever wishes to review it, may come by the office Louisiana Annual Conference of The United Methodist Church 14

37 CHAPTER I: GETTING ORGANIZED Throughout the disaster planning process it is important to keep records of the committee s activities since the roles and responsibilities of the committee and its members may evolve over time. Information should include (but may not be limited to) types of activities undertaken (i.e., what type of assistance was provided, who was helped, etc.), not undertaken and why. It is especially critical to keep a concise record of activities during and after a disaster so that future disaster relief efforts don t have to be organized from scratch. Appointing a secretary or a record keeper will facilitate this important step. WHAT TYPES OF RECORDS SHOULD BE KEPT? (Examples) Committee meeting minutes, Records of what worked during disaster response. Activities of what happened during disaster response. Debriefing records of disaster response. List of things to do, i.e., anointing of sick, etc. Lists of volunteers that worked. Once the committee is established, it is important to validate its existence by announcing to the Church that the committee is formed and ready for action. This could be done in the form of a commissioning service, announcement of the Church committee in the bulletin, or posting on a church information board. HOW WILL THE CHURCH FORMALLY RECOGNIZE THE COMMITTEE? (Examples) Announcement will be made in the Bulletin that committee has been formed. Annual blessing of all ministers will include this committee Louisiana Annual Conference of The United Methodist Church 15

38 CHAPTER I: GETTING ORGANIZED SECTION TWO Overview of Disaster Planning Before, During and After SECTION KEY Before a Disaster Hint: This section will assist you in gathering basic information about Disaster Planning in the Church. Detailed disaster planning steps are found in Section II. During a Disaster After a Disaster Before A Disaster Thinking About Disaster Preparedness Disaster preparation activities include two paths. First, how can we, as a committee, help prepare the Church property for potential disasters? Second, how can we help the families in our Church to be better prepared for a disaster in their homes? This section of the guide provides questions that will prompt the committee to think about preparation activities that can make their Church and their community more disaster resistant. Chapter II of this manual will walk the committee step-by-step through developing a plan to protect the Church facility, and will provide disaster education material that can be given to Church Member to aid them in creating and writing personal family disaster preparation plan. Protecting the Facility As part of standard building services procedures, most Churches have plans in place to protect church property. Does the Church have plans in place that could be used for general planning purposes? Is there a plan in place to secure records in the event of a disaster? Start basic disaster planning by identifying and documenting the types of plans that currently exist at the Church Louisiana Annual Conference of The United Methodist Church 16

39 CHAPTER I: GETTING ORGANIZED DOES THE CHURCH ALREADY HAVE A DISASTER PLAN FOR ITS FACILITIES? (Examples) Physical Plant preparation plan is in place. Records plans are being made. At present time records are in safe, in fireproof room. HOW DOES THE CHURCH PROTECT ITS RECORDS? (Examples) Records plans are being made. At present time records are in safe, in fireproof room. The records have back-ups. We are looking into off-site storage. Protecting the Church Staff It is important that the Church ensure that its staff members are prepared for different disasters. Are there plans in place to prepare Church staff for a disaster? Does the Church keep track of its activities on a daily basis? How often does the Church participate in disaster drills? IS THERE A MASTER LIST OF CHURCH ACTIVITES MADE ON A DAILY, WEEKLY, OR MONTHLY BASIS? (Examples) Master list is made daily and posted. Yearly calendar posted for staff Louisiana Annual Conference of The United Methodist Church 17

40 CHAPTER I: GETTING ORGANIZED DOES THE CHURCH HAVE DRILL/EVACUATION PROCEDURES? (Examples) School & pre-school have drills. Drill plans for office are being made. Protecting Church Members Recent disaster events demonstrated how little the community knows about its susceptibility to disasters. Although agencies such as local emergency management departments, the American Red Cross, and other groups try to teach the community about disasters, information does not reach a large portion of the community. WOULD THIS COMMITTEE CONSIDER HOLDING DISASTER PREPAREDNESS SESSIONS FOR CHURCH MEMBERS? (Agencies like the American Red Cross and local emergency management departments may provide disaster-training sessions). (Examples) Committee will consider holding preparedness sessions after manual is complete. CONSIDER WAYS OF DISTRIBUTING EDUCATIONAL MATERIALS TO CHURCH MEMBER, SCHOOLS, ETC. (Examples) Phone system Bulletin Website 2011 Louisiana Annual Conference of The United Methodist Church 18

41 CHAPTER I: GETTING ORGANIZED During a Disaster This section provides some basic evacuation information and will assist the Church Disaster Planning Committee in making decisions now about who is responsible for responding to disasters and where and how disaster notification may be obtained. Basic Concepts of Operation The Disaster Planning Committee will need to determine who is going to be the point person during each disaster. This person could be the chair for the disaster committee, the building services representative, or the pastor, and should be an independent decision-maker with the authority to make quick decisions in the event of a disaster. LIST THE NAME OF THE INDIVIDUAL IN CHARGE DURING AN EMERGENCY. Name: Position: Pastor Office Phone: Cell Phone/Pager: Home Phone: LIST THE ALTERNATE INDIVIDUAL IN CHARGE DURING AN EMERGENCY. Name: Position: Office Phone: Cell Phone/Pager: Home Phone: Once this point person is identified, it is time to begin to assign overall roles and responsibilities to committee members and Church staff members. For example, the building manager could be assigned supervision of all facility preparation before a disaster strikes. This does not mean that he or she will perform all necessary tasks; instead, this person will serve as the lead contact for those types of activities in an emergency. Additionally, staff should be assigned to operate the phones to inform parents and Church visitors about emergency situations, evacuation of the building, protection of archival records, back up of hardware/software, etc. In another section of this manual, Churches will be guided through developing a calling tree and emergency list Louisiana Annual Conference of The United Methodist Church 19

42 CHAPTER I: GETTING ORGANIZED LIST THE PERSON RESPONSIBLE FOR EACH OF THE FOLLOWING CATEGORIES: Facility Preparation: Notification of Staff: Preparation of Staff: Protection of Archival Records: Disaster Preparedness Staff Back-up/Protection of Computer Equipment: In the event a key staff member is unavailable to report for duty in an emergency, the pastor will be responsible for re-assigning any and all roles and responsibilities of that key staff member to other staff members. Specific roles for all staff members during times of emergencies or disasters are detailed in the appropriate Hazard Sections in the form of check lists and task assignment sheets. Receiving and Giving Proper Notification of a Disaster It is important to prepare to provide warning for any type of emergency or disaster that could affect the Church. Every Church should be equipped with the following emergency/disaster communication equipment to ensure that necessary warnings are received and outgoing communication is possible: A National Oceanographic and Atmospheric Administration (NOAA) radio located in the Church office. We will get one for Church Office or police band radio. A landline telephone service backed-up by a cellular phone. EMERGENCY CELLULAR PHONE NUMBER: Is staff prepared to notify the Church that a disaster is potential or imminent? The following are recommendations of basic disaster steps to take once a warning is issued: 1) Based on the warning, the pastor activates the appropriate hazard disaster plan. 2) Personnel report to the assigned disaster planning location. 3) After initially meeting, staff members inform all on-site personnel and/or Church Members of the potential disaster. 4) In the event of a potential or actual evacuation, the pastor implements plans for evacuation based on the emergency situation. 5) The Church office is responsible for developing and maintaining an up-to-date emergency contact list for the Church. 6) The Church office is responsible for immediately notifying the District of damage to the Church Louisiana Annual Conference of The United Methodist Church 20

43 CHAPTER I: GETTING ORGANIZED ARE THERE OTHER ACTION STEPS THAT THE CHURCH SHOULD TAKE IN THE EVENT OF DISASTER? Determining On- and Off-site Meeting Locations It is important to decide before a disaster strikes which Church room will serve as a central area of decision-making and where to meet if the Church is inaccessible during a disaster. LIST THE ON-SITE LOCATION OF DISASTER CENTRAL AT THE CHURCH: Building: Room: LIST THE OFF-SITE LOCATION WHERE THE COMMITTEE WILL MEET IF THE CHURCH IS INACCESSIBLE. (Ideally, this site should be the partner Church). Off-Site Location: Address: Off-Site Location: Address: 2011 Louisiana Annual Conference of The United Methodist Church 21

44 CHAPTER I: GETTING ORGANIZED The Basics of Evacuating Most disaster plans provide information about how to prepare for the disaster but fall short of providing basic information about evacuation procedures. If the Church already has evacuation procedures, dust them off and examine them now. Below are some recommendations to help you develop an evacuation plan for your Church. Inform District of intention to evacuate the facility. Examine emergency supplies list; make sure that all supplies needed are packed in boxes and ready to transport. Make sure that transportation is available to evacuate everyone successfully. Make sure that all vehicles being used for transportation have money for tolls and maps to the destination, and that all the drivers have cell phones. Determine the order of evacuation; try to keep floors/wings/etc. of people together to make it easier to do an accurate headcount. Determine if some of the staff or residents have relatives that could come and pick them up. This will help shelter victims feel more comfortable than they would as strangers in a Red Cross Shelter. If you are evacuating a residential facility such as a shelter, be sure to tell each resident to take the following: o Two to three changes of clothing o One pillow o Two blankets o All toiletry articles needed o Glasses, hearing aids, medicines, etc. Be sure that the alternative receiving facility has been notified. After a Disaster This section focuses on basic information about helping the Church recover after a disaster. There is information in Chapters III and IV about recovery specific to each type of disaster. Chapter VI discusses how the Church can help their community in need Louisiana Annual Conference of The United Methodist Church 22

45 CHAPTER I: GETTING ORGANIZED Re-entry into the Facility The pastor should be the individual responsible for authorizing re-entry into the Church. Only AFTER local authorities and the Church insurance carrier and/or local contractors have assured the pastor that the safety of the Church has been restored should re-entry occur. Designated staff members and/or Church volunteers should form a damage assessment team to (a) survey the Church after a disaster, (b) report findings to the Pastor, and (c) ensure that timely and accurate data are received. IDENTIFY THE MEMBERS OF YOUR DAMAGE ASSESSMENT TEAM NOW. Damage and needs assessments as well as injury reports should be compiled by the team and should be submitted to the District as soon as possible after a disaster has occurred. Relocation In the event the Church is damaged to the extent that a portion or all of the Church is uninhabitable until repairs are made or is destroyed, plans will have to be developed to address the relocation of Church services and staff to alternate facilities until repairs are complete. If you have agreed to partner with another Church, specify arrangements with this Church for the use of facilities during a disaster. You may have to work on merging social services, scaling down services, or suspending services until the facility is repaired. IN THE EVENT THAT THE CHURCH HAS SUSTAINED SIGNIFICANT DAMAGE AND MUST BE RELOCATED, WHERE WILL YOU GO? 2011 Louisiana Annual Conference of The United Methodist Church 23

46 CHAPTER I: GETTING ORGANIZED 2011 Louisiana Annual Conference of The United Methodist Church 24

47 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT CHAPTER II Preparedness Planning for People, Church and Plant The information in this chapter will assist the reader with the following activities: 1. Creating an accurate profile of the Church by: Becoming familiar with the blueprints of the church property. Taking inventory of the physical contents of the church. Documenting daily Church activity. Creating and updating accurate staff rosters to develop a calling tree. Identifying Church Members or neighbors who may need assistance during a disaster. Identifying which types of disasters may affect the church. 2. Protecting church property by: Following routine checklists to address maintenance issues. Following the Beyond Routine maintenance checklist during severe storms. Storing and protecting church records. Taking inventory of and protecting hardware and software. Collecting emergency supplies. 3. Helping Church members prepare for disasters by providing educational materials that will aid in the development of a family disaster plan Louisiana Annual Conference The United Methodist Church 25

48 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT 2011 Louisiana Annual Conference The United Methodist Church 26

49 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT SECTION KEY The Church Facility Church Activity Pastoral Staff SECTION ONE Profiling the Church Hint: It is recommended that the committee contact key Church personnel before working on this section. Critical people to include are a building manager, Church Secretary, and Pastor or other person in charge of the Church social services and outreach programs. Before the disaster planning committee can Volunteers begin planning for the possibility of a future disaster, a careful examination of the current Vulnerable Church Members state of the Church -- including its buildings and other property, physical contents, and Church The Community activities should be performed. Elements of this examination should include (a) a thorough check of all Church property, buildings, and physical contents; (b) the creation of a log of activities occuring daily in the Church; (c) updating and maintenance of Church staff listings; (d) the creation of a phone tree; (e) the identification of Church members who are most vulnerable to disaster; and (f) a determination of the possible hazards the Church may be susceptible to because of its location and structure. A Room Survey form (Form 2-A) can be found below and in the Forms section at the back of this manual. Analyze the Church Facility Begin by locating blueprints or drawings made of the facility. A copy of the blueprints should be located at the Church. These drawings will show the boundaries of the property and layout of all the buildings including internal rooms and corridors. An example of a Church blueprint is found in Figure 1. Once the committee locates the blueprints, make several copies of the blueprints. Mark and number all rooms and building exits. Using a copy of this blueprint along with the attached room survey, move from room-to-room, taking an inventory of all equipment, furniture, and data, and noting emergency-related items (i.e., exits, smoke detectors, windows, etc.) Louisiana Annual Conference The United Methodist Church 27

50 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Inventory All Equipment While examining the Church facility, it is important to document all physical contents. The documentation should be written, videotaped, or photographed. It is recommended that you generate the inventory in at least two different media (i.e., electronically and a printed copy. Move room-by-room and list appliances, equipment, furniture and archival records (including but not limited to baptismal certificates and marriage certificates). List all equipment, including computers, printers, telephones, fax machines, answering machines, lawn equipment, kitchen equipment, activity equipment, as well as blankets, batteries, flashlights, or other disaster-related materials. Include all furniture from the Church offices, and sanctuary. Note: A detailed inventory on computer and other electronics will be taken as part of the Business Recovery Plan in Section Two. Isolation Switches and Cut-off Valves In the event of an emergency, it may become necessary to shut off water, power, or gas lines before fire or other officials arrive at the site. Knowing the location of these connections and how to operate each may save lives and diminish the likelihood of property damage. Valves and switches should be color coded according to general standards: Water Blue Electrical Red Gas Green 2011 Louisiana Annual Conference The United Methodist Church 28

51 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Understanding the HVAC System It is important to pay special attention to the ventilation systems (i.e., air, heat, fans, etc.) that may transmit toxic emissions in the event of a fire or hazardous materials spill. Every system has some means of shutdown. It is important to note those rooms that are equipped with the capability to shut off outside airflow and designate them as safe rooms Louisiana Annual Conference The United Methodist Church 29

52 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Room: Room 1 Survey Where is the nearest emergency exit for this room? Is there an outside door to this room? If so, is it kept locked during work hours? Examine the windows. Could the windows provide an emergency exit if possible? Is there fire suppression equipment in this room? If yes, check the equipment for current inspection tags. Note the equipment s location on the plans. If the equipment needs inspection, keep a list to arrange for inspection after the walkthrough. If not, locate the nearest equipment. Where is the nearest fire alarm to this room? Where is the nearest exit and route posting to this room? Is the posting current and clearly labeled? Could this room be labeled as a safe room based on the ability to shut off all outside airflow? 1 Make copies of this form for each room, including the hallways Louisiana Annual Conference of The United Methodist Church 30

53 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT List the contents of this room: Electronic Equipment: (List number of items in each room. A detailed inventory should be taken later). Furniture: 2011 Louisiana Annual Conference of The United Methodist Church 31

54 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Other Items (Include Archival 2 Records) Answer the following questions based on the walk-through and inventory of the facility. EXAMINE THE EXITS AND EXIT ROUTES. ARE ALL THE EXIT ROUTES MARKED ON THE DRAWINGS? IF NOT, MARK THEM NOW. ARE THE ROOM LOCATIONS EXACTLY AS MARKED? HAVE THERE BEEN ANY MODIFICATIONS TO THE FACILITY THAT ARE NOT REFLECTED ON THE PLANS? 2 Archival records include audit reports, bank statements, collection envelopes, construction records, contribution records, correspondence files, deeds and blueprints, log of destroyed records, general ledger, marriage packets, minutes of meetings, paid bills and receipts, Church bulletins, Church census information, personnel files, receptionist logs, sacramental registers (confirmation, marriage, and burials) state and federal tax-related documents, tax exemption records, telephone message books and pads, and time cards and time sheets Louisiana Annual Conference of The United Methodist Church 32

55 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT HAS LANDSCAPING CHANGED ANY OF THE EXITS TO THE BUILDINGS? ARE THERE ANY NEW PLAYING FIELDS THAT DO NOT APPEAR ON THE DRAWINGS? NOTE THE DOORS ON THE DRAWINGS. LOCKED DURING THE DAY? ARE ANY OF THE DOORS KEPT IS THE SPRINKLER SYSTEM CONNECTED TO THE MAIN WATER SUPPLY? HOW WILL SHUTTING DOWN THE WATER SYSTEM IMPACT THE SPRINKLERS? Shutting down the water system will shut down the sprinkler system. IS THE FIRE ALARM SYSTEM LOCAL ONLY OR CONNECTED TO A FIRE COMPANY OR ALARM COMPANY? It is connected to a fire station and an alarm company. IS THERE AN INDEPENDENT POWER SOURCE FOR THE ALARM SYSTEM SO THAT SHUTTING DOWN THE POWER WILL NOT SHUT DOWN THE ALARMS? There is an independent source; alarms will run for limited time if power in down Louisiana Annual Conference of The United Methodist Church 33

56 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT IS THERE AN INDEPENDENT POWER SOURCE FOR TELEPHONE AND INTERCOM SYSTEMS? Telephone is independent. HOW WILL SHUTTING DOWN THE CENTRAL POWER IMPACT COMMUNICATIONS? DETERMINE ALTERNATIVES FOR OTHER FORMS OF COMMUNICATING IF NECESSARY. Except for one land line phone in the office phone system will not work without electricity. IF THE COMMITTEE HAS ANY ADDITONAL QUESTIONS ABOUT THE BUILDING PLANS, NOTE THEM HERE Louisiana Annual Conference of The United Methodist Church 34

57 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Documenting Church Activity It is important to create a master schedule of activities keyed to specific rooms, buildings, or areas in order to have a better command of all the activities occurring at the Church. Create a master schedule of Church activities and check it regularly (i.e., semi-annually or annually), updating as needed. A sample form is provided below and in the Forms section (Form 2-B) at the back of this manual. It is equally as important to know the age groups of Congregation involved in activities, as well as noting where the activities are located. Safely evacuating a group of young children will require much more supervision and forethought than moving a similarly sized group of adults. After creating a master schedule, use it to determine if more staff is needed for events. How does the Church know that the buildings are empty at the close of all activities? Is there a checklist procedure that is followed every night? EXAMINE OR CREATE A CHECKLIST PROCEDURE TO MAKE SURE BUILDINGS ARE EMPTY AT CLOSING. MAKE CHANGES AS NECESSARY. What about social service activities? Are they concentrated in a single location? Is there a food pantry, thrift store or social services office? Do not forget to list these places on a list of activities. It is also important to focus on the capacity of buildings. LIST THE CAPACITY OF ANY BUILDINGS USED TO GATHER LARGE NUMBERS OF PEOPLE. (Include, but do not limit to the gymnasium, auditorium, sanctuary, Church dining hall, etc.) Louisiana Annual Conference of The United Methodist Church 35

58 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT MASTER SCHEDULE FOR: ACTIVITY: Building: Room #: Supervisor/ Staff: Contact Number: Date/Day Start Time End Time Group Name Age Group 3 Number of Students Monday # Staff/ Volunteers Tuesday Wednesday Thursday Friday Saturday Sunday WEEKLY TOTALS 3 Age Groups: SEN (65+), AD (18-64), HS (14-17), JR (11-13), EL (5-10), YC (4-Infant) 2011 Louisian Annual Conference of The United Methodist Church 36

59 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Church Staff/ Communication It is important to keep a list of current Church staff up-to-date and accessible in the event of a disaster. If there is not one already available, create an organizational chart of Church staff. The chart should be similar to Figure 2 below. Be sure to include on the chart volunteers who may be in charge of various programs, since they are an integral part of Church activities. Figure 2: An example of a Church organizational chart, depicting who is in charge of which program. This is a critical step in creating a phone tree. Using the organizational chart, assign each staff member the names of two or three other staff members who they are responsible for calling in the event of an emergency. Make sure that each staff member has access at all times to an employee roster as well as a copy of the phone tree. A call from the pastor or disaster coordinator initiates the phone-calling process. straightforward information. Note: It is important that details such as off-site meeting areas are established prior to activating the phone tree. Do not waste valuable time and energy debating where to meet if the Church is inaccessible when a disaster is imminent. Instructions should be precise and limited to simple and 2011 Louisiana Annual Conference of The United Methodist Church 37

60 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Volunteers In common with staff, volunteers are a key component during disaster preparedness and relief activities. They might assist in clean-up after a disaster or check on elderly Church Member who may need assistance. Use the following section as a guide to determine which Church Member may offer assistance before, during, and after disaster. Identifying such people before a disaster occurs enables for the Church to coordinate spontaneous volunteers after a disaster. Creating A Talent Bank Of Volunteers The disaster coordinator should annually profile the Church to identify and gather a pool of volunteers who could aid in time of disaster. Many faith-based communities have done this by using a talent bank survey. Below is an exercise to help you develop your own talent bank survey. Pastors play an important role in determining how best to involve Church Member in completing the survey. They may choose to discuss the Disaster Committee s efforts with the Church, then distribute the survey in the bulletin and provide drop-off boxes. Or, they may decide to distribute them in a more intimate setting, such as committee meetings, activities, or Bible Study classes during the week. It is important to remind Church Members now that completing the form does not commit them to respond to every disaster. Discuss how the committee will organize and track this information. DETERMINE WAYS TO ACQUIRE A HIGHER RETURN RATE ON THE SURVEY. Part of Stewardship sign-up HOW OFTEN WILL THE CHURCH UPDATE THIS INFORMATION? Once a year 2011 Louisiana Annual Conference of The United Methodist Church 38

61 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT SHOULD THE CHURCH CREATE AND MAINTAIN A DATABASE THAT WOULD STORE THE VOLUNTEER INFORMATION? Yes, we have a database. LA Disaster Recovery Ministry requests that the Church Volunteer Coordinator submit talent bank survey results to LADRM, which will then maintain and update annually a Do not reinvent the wheel. Review existing Church volunteer teams (i.e., fix-it friends), and utilize their expertise where needed. Conference Office-level database of disaster volunteer information. This step is extremely important in order to facilitate (a) information sharing about volunteers with other Churches and (b) a collaborative effort within the LADRM/LAVIM that will help the community during times of major disaster. Identify The Types Of Volunteer Teams Your Church Will Support EMERGENCY RESPONSE TEAMS: (SHELTER ASSISTANCE, COOKS, RELIEF KIT DISTRIBUTION, EVACUATION ASSISTANCE, CHILD CARE, EMERGENCY HOUSING) ON-GOING RELIEF TEAMS: (SPIRITUAL SUPPORT, CLEAN UP, SERVICE REFERRAL, LEGAL ASSISTANCE) 2011 Louisiana Annual Conference of The United Methodist Church 39

62 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT LONG-TERM RECOVERY TEAMS: (CONSTRUCTION TEAMS) Some suggested volunteer teams: General Purpose teams Evacuation assistants Shelter assistants Cooks and food distributors Childcare Emergency housing (identify homes for victims and volunteers) Clean-up Home visitors for at-risk Church members Spiritual support First Aid Professional teams Counselors Construction Medical Legal Caseworkers HOW WILL YOUR COMMITTEE MOBILIZE THE POOL OF VOLUNTEERS? HOW WILL YOU SCREEN VOLUNTEERS FOLLOWING THE DISASTER? WILL YOU COLLECT A RELEASE FORM FOR EACH VOLUNTEER? Volunteers are to sign in as they arrive Louisiana Annual Conference of The United Methodist Church 40

63 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Vulnerable Church Members Many Church Members have no one except the Church to turn to in times of disaster. Before a disaster strikes, Churches are encouraged to determine who these vulnerable people are and assist them in developing disaster preparedness. Churches may also establish outreach programs targeted toward helping them. Eucharistic ministers can provide a list of those who receive Communion at home and in nearby nursing facilities. Social Concerns offices and Church volunteers also may know which persons have medical disabilities that result in their reliance on electricity for homebound medical treatments; these people are particularly vulnerable during times of disaster when electrical service can fail for an extended period of time. The Church also may be able to identify neighborhoods that are high risk by utilizing information obtained from social service programs in the community. Are there neighborhoods that routinely flood? What about people who do not speak English? A form that the Church can use to identify Church Members with special needs is found below and in the Forms section (Form 2-C) at the back of this manual Louisiana Annual Conference of The United Methodist Church 41

64 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT SPECIAL NEEDS CHURCH MEMBER Church Name: City: Church Member Name: Address: Phone: List names and ages of additional household members: Do you only speak a foreign language? No Yes Language Residence Type: Single Family Mobile Home Apt. Floor Name of Residential Complex: Medical Disability: Are You Legally Blind Deaf Mute Aphasic Are you homebound? Yes No Do you use a wheelchair? Always Most of the Time Sometimes Do you use a walker/cane? Always Most of the Time Sometimes Do you require a special diet? No Yes Type: Special Medical Needs (Ex: severe cardiac, diabetic on insulin) Do you rely on electricity for home medical treatments? Yes No Family Physician: Emergency Contact: (NOT living with you) Phone: Phone: Do you have any dog(s)? Yes How many? Cats? Yes How many?. (Note: Pets may not be allowed in shelters. Make evacuation-shelter arrangements for them before a disaster strikes.) Do you have transportation in an emergency? Would you need transportation in an emergency? Yes No Maybe Yes No Maybe If yes, what type? Standard Vehicle Wheelchair access Ambulance 2011 Louisiana Annual Conference of The United Methodist Church 42

65 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Profiling the Community Once the Church has examined its facility, become familiar with its routine schedule, updated its phone tree, and identified vulnerable Church members, it is time to identify which disasters could affect the Church due to location. Locate a map and mark off the Church boundaries. Use this map as a tool in determining risks that certain disasters may pose in your community. Look back over the past 10 years and make a list of all disasters or emergency situations that have impacted the community. Do not limit the list to natural disasters; manmade disasters such as chemical leaks can be just as disruptive to the community. LIST THE DISASTERS THAT AFFECTED THE CHURCH OVER THE PAST 10 YEARS. (For assistance, consult FEMA and/or state and local emergency preparedness offices or websites). Hurricanes Hostage situations in nearby subdivision required lockdown Tornadoes Robberies that required lockdowns Natural gas leaks High water Other disasters may have affected the community prior to the past decade; additionally, the community may be vulnerable to other types of disasters that fortunately have not yet occurred (i.e., terrorism). Disasters that the Church may be susceptible to include hurricanes, tornadoes, severe weather events (thunderstorms, lightning, hail, or downbursts), fire (either structural or brush fire), kidnappings, hostage situations, civil disturbances, vandalism, bomb threats, or hazardous materials incidents (i.e., spill, leak, explosion, or overturned hazmat vehicles) Louisiana Annual Conference of The United Methodist Church 43

66 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT LIST ANY ADDITIONAL DISASTERS THAT THE CHURCH SHOULD FOCUS ON. IS THE CHURCH LOCATED WITHIN THE 100-YEAR OR 500-YEAR FLOODPLAIN? IS THE CHURCH LOCATED IN A HURRICANE EVACUATION ZONE FOR STORM SURGE? (Use Storm Surge maps provided on the National Weather Service Forecast s website.) Chemical and Hazardous Materials also are of concern in our community due to the large concentration of industrial facilities in the area. LIST THE HAZARDOUS MATERIALS FACILITIES FOUND IN OR NEAR THE CHURCH BOUNDARIES. (Use the EPA s website ( to identify these facilities.) Train derailments or highway accidents involving HAZMAT trucks also can cause a plume of hazardous material to affect a community. Therefore, it is important to note if 2011 Louisiana Annual Conference of The United Methodist Church 44

67 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT any industrial rail lines or major highways that serve as transportation routes for hazardous materials are located near the Church boundaries. LIST THE MAJOR TRANSPORTATION ARTERIES THAT COULD BE USED TO TRANSPORT HAZARDOUS MATERIALS. The disaster planning committee has now become familiar with the Church facility, determined the daily activities taking place in the Church, updated its staff phone tree, determined who its vulnerable Church Member are, and identified the risks posed by the environment. Now, the task of planning for both general and specific disasters can begin Louisiana Annual Conference of The United Methodist Church 45

68 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT SECTION TWO Protecting Church Property SECTION KEY Routine Maintenance Protecting Computer Hardware and Software Beyond Routine Maintenance Emergency Supplies Checklist Hint: Be sure a member of the building or Church staff is present during this stage of planning. This section focuses on how to minimize damage to the church property by keeping up with routine mantenance as well as maintenance during storms. Additionally, this section includes a list of basic emergency supplies that the Church should keep on hand in case of a disaster. Routine Maintenance Routine, preventative maintenance can help to minimize greater damage to a Church facility during a disaster. Many insurance claims are denied because maintenance issues are allowed to go unresolved which, in effect, create a pre-existing condition. It is imperative that the building and grounds be routinely checked for maintenance issues and that problems are fixed as soon as they are realized. A leaky pipe may cause major mold problems down the road. Likewise, an unchecked fire extinguisher could malfunction, resulting in a larger fire that causes significant damage. Please assign a member of the committee, a member of the building committee, and/or a Church staff member the task of completing the maintenance checklists (Forms 2-M and 2-N) on an annual basis. Essential Documents and Their Locations Disaster preparedness and recovery require quick action. Knowing exactly where to locate important documents and information is essential for your Church s efforts to be successful Louisiana Annual Conference of The United Methodist Church 46

69 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Financial Statements ESSENTIAL DOCUMENTS AND THEIR LOCATION Document On-site? Where? Off-site? Where? Online? URL Current Value EIN# By-laws Mission Statement Church Council Minutes Mortgage Blank Checks Computer Passwords Church Membership Volunteer Records Building Deed Other 2011 Louisiana Annual Conference of The United Methodist Church 47

70 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Financial Information Bank Name(s) Bank Account Number(s) Branch Representative Phone, fax and contact information Authorized users/check signers Insurance Information Insurance Company Name(s) Policy Number(s) Agent(s) Phone, fax, and contact information Storing and Protecting Church Records Inactive records should be stored in filing cabinets or in boxes (on shelves if possible). Do not loosely pile documents on a shelf, as this increases the risk of fire or other potential loss. These records should be stored in clean, well lit and ventilated areas that are free from pests. The storage area should contain fire extinguishers, and, if possible, have a fire-suppression system. Smoking, eating, and drinking should be prohibited in the area. Access to storage areas should be tightly controlled. The sacramental records books and marriage packets should be stored in a fireproof cabinet. Only the pastor and his assistants, and the memership records secretary should have access to the records. Record Retention and Destruction Policy All Church records have a prescribed retention period. At the end of the required retention period, non-permanent records should be shredded to ensure confidentiality. The pastor or business manager should authorize the destruction of the records. The Church or organization must keep a log of all records destroyed, noting the type of records, dates of records, and the date of destruction (for example, cancelled checks, FY ). Records should never be laminated. The lamination process is irreversible and highly destructive Louisiana Annual Conference of The United Methodist Church 48

71 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT If archival records become damaged due to a disaster, call the District Office immediately. The table below provides a schedule of how long records should be kept (a copy of this table can be found in the Forms section (Form 2-E) at the back of this manual): Type of Record Length of Retention Audit Reports Bank Statements, Cancelled Checks Collection Envelopes Construction Records (Contracts, Correspondence, Specifications, Drawings, etc.) Contribution Records Correspondence Files (Letters and Memos to and from Pastor and Staff Members) Deeds, Blueprints General Ledger Marriage Packets Minutes of Councils, Organizations, and Groups Paid Bills and Receipts Church Bulletins Church Census Personnel Files Receptionist Logs/ Visitor Sign-in Sheets Church Registers (Baptism, Confirmation, Marriage, Burials) State and Federal Tax-Related Documents Tax Exemption Records (Certificates and Correspondence) Telephone Message Books/Pads Time Cards/Sheets Permanent Current Fiscal Year and 5 Previous Fiscal Years Current Calendar Year and 2 Previous Calendar Years Permanent Current Calendar Year and 5 Previous Calendar Years Permanent Permanent Permanent 80 Years from the Date of Marriage Permanent Current Fiscal Year and 5 Previous Years 4 Permanent Permanent 10 Years after Termination of Employee Current Calendar Year and 3 Previous Calendar Years Permanent Current Calendar Year and 5 Previous Calendar Years Permanent Current Calendar Year Current Calendar Year and 3 Previous Calendar Years 4 Bills and Receipts for Capital expenditures should be kept for the life of the equipment Louisiana Annual Conference of The United Methodist Church 49

72 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Protecting Computer Hardware and Software More and more, electronic information has become a vital part of our organizations. As such, there are various steps Churches should take in order to protect these resources in the event of a disaster. In this section, some of the major steps that should be taken as we prepare ourselves to recover from a disaster are identified. Copies of these forms are included below and in the Forms section at the back of this manual. 1. Inventory and document systems a. Maintain an Inventory of Assets (Form 2-F) so losses can be documented for insurance. b. Identify the functions performed by your computer systems and develop procedures and practices to accomplish those tasks manually. (For example: publishing the Church bulletin and newsletters, maintaining pastoral records) c. Complete a Network Configuration Diagram (Form 2-G). Draw a diagram of how your network is connected. Include any routers, hubs, switches, servers, workstations and printers. For example: Workstation Hub Workstation Server d. Document your hardware configurations. Make a Hardware Configuration List (Form 2-H) that includes each piece of hardware. Keep a file on each of these pieces of equipment that includes any special settings or software drivers required. e. Document your software applications Louisiana Annual Conference of The United Methodist Church 50

73 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT Create a Software Applications List (Form 2-I) that includes all the software programs you use along with their associated licenses, if applicable. Make a copy of this software and store these copies at an offsite location. Be sure to treat your software licenses as you would any titles or deeds. f. Identify hardware and software critical to the recovery of the administrative functions of the organization. (i.e., publishing the Church bulletin and newsletters, maintaining pastoral records, etc.). From the lists prepared in Items 1d and 1e, identify which hardware and software are critical and needed to the recovery of the administrative functions of the organization. g. Develop a Recovery Priority List (Form 2-J). 2. Backups Using the information gathered in Items 1b and 1f, prioritize the order in which hardware and software elements will be recovered. Perform daily data backups as well as separate weekly and monthly backups. These backups also should be stored at a secure off-site facility. Use a Backup Schedule Chart (Form 2-K) to track your activities. 3. Backup Processing Facilities Develop a plan for utilizing other computer systems as a backup for critical processing needs. Consider making vendor agreements and teaming with other Churches (Back-up Schedule Chart Form 2-K). 4. Contact List a. Keep an up-to-date list of support personnel and vendors (Form 2-L). b. Identify and line up alternate vendors for essential supplies and equipment. 5. Security Physically secure your computer assets in areas that can be locked and restrict network and PC access with the use of passwords. Additionally, it is very important to obtain up-to-date virus software programs from your antivirus software vendor Louisiana Annual Conference of The United Methodist Church 51

74 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT 6. Environment a. Consider where business equipment is located, (i.e., near a hot water tank or pipes that could burst or on the floor where things could fall on it). b. Use UL listed surge protectors and battery backup systems for all computers. 7. Other a. When there is a change in hardware, software, or a process that might impact the business of the institution, make sure the plan is reviewed and updated immediately. b. If vital records are not computerized, ensure that either copies or originals, as appropriate, are kept off-site (i.e., in a safe depository) Louisiana Annual Conference of The United Methodist Church 52

75 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT INVENTORY OF ASSETS Description Location Serial Number Purchase Cost Current Value 2011 Louisiana Annual Conference of The United Methodist Church 53

76 CHAPTER II: PREPAREDNESS- PLANNING FOR PEOPLE, CHURCH, AND PLANT NETWORK CONFIGURATION DIAGRAM Church Name: Date: 2011 Louisiana Annual Conference of The United Methodist Church 54

77 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT HARDWARE CONFIGURATIONS Hardware Description Location Serial Number Processor Speed Amount of Memory Hard Drive Size Operating System Indicate If Critical To Recovery 2011 Louisiana Annual Conference of The United Methodist Church 55

78 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Software Applications Software Description License Number if applicable Offsite Storage Location Indicate If Critical To Recovery 2011 Louisiana Annual Conference of The United Methodist Church 56

79 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Recovery Priority List For Critical Software and Hardware Applications Description Recovery Priority 2011 Louisiana Annual Conference of The United Methodist Church 57

80 Monday Tuesday Wednesday Thursday Friday CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Backup Schedule Chart Backup Task Date & Initial Date & Initial Date & Initial Date & Initial Date & Initial Weekly Date & Initial Check if stored Off-Site Monthly Date & Initial Check if stored Off-Site 2011 Louisiana Annual Conference of The United Methodist Church 58

81 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Vendor Contact List For Goods and Services Be sure to include alternate vendors for the goods and services you need. Business Contact Phone Extension Fax Address City State Zip 2011 Louisiana Annual Conference of The United Methodist Church 59

82 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Beyond Routine Maintenance Hours of preparation can save days of cleanup and restoration. Thunderstorms bringing high winds, hail, lightning, and heavy rain are a common occurrence in our Conference. Although these storms are not as powerful as a hurricane or tropical storm, they still can cause significant damage. If such a storm is forecast, use the following simple checklist to save the Church from sustaining additional unnecessary damage (checklist also found in the List of Resources section at the back of this manual). Shutting off Utilities Depending upon the type of disaster, those responsible for preparing the facility for a disaster will need to know what utility lines should be turned off to prevent damage. Please use the following table to help determine when to shutdown the following facility utilities. Note that it is generally not considered necessary to shut off connections during storm conditions. Under such conditions as a hurricane or tornado, it more likely that electrical power will fail over a wide area. Water and gas lines that are generally buried are not as vulnerable unless a building is damaged. Type of Switch Water Electrical Gas Color Coding Blue Red Green Conditions Necessary for Shut-off Severe Flooding Severe Freezing Fire Severe Flooding Brownout Shorting Connections Flickering Equipment Failures Smell of Gas Fire Severe Flooding 2011 Louisiana Annual Conference of The United Methodist Church 60

83 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Routine Maintenance Checklist Check roof and foundation of building annually. If roof is leaking, or foundation has problems, schedule for repair. Monitor use of candles and open flames. Assign someone to be in charge of knowing when these will be used. Test smoke detectors annually. If the alarms are battery operated, replace batteries. Inspect HVAC equipment annually. If HVAC needs maintenance, schedule for repair. Have an electrician inspect the wiring, power connection, and circuit boxes annually. Inspect water heaters annually. Provide backups and surge protection for all power sources. Clean out gutters and drains annually. Maintain grounds and fences. Trim all trees away from the rooflines annually. Check the security of canopies and covered walks on a regular basis. Check Emergency Supplies. Exchange food and water supplies every 6 months. Insure vehicles have updated preventive maintenance. Insure jumper cables are on hand Louisiana Annual Conference of The United Methodist Church 61

84 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Beyond Routine Maintenance Checklist Close blinds and curtains to minimize damage from broken windows. If possible, position computers and other electronic equipment away from windows. File and secure all papers, books, and archival materials. Cover computers and furniture with heavy plastic to prevent wind and rain damage from broken windows. Elevate computer towers off floor if computers are located on ground floor. If high winds are anticipated, board vulnerable windows. If high winds are anticipated, remove outside furniture and store inside. If high winds are anticipated, remove satellite rooftop dishes. Check the integrity of storage sheds; close and lock the doors. Check the security of all doors. Check attic spaces and windows for leaking after every storm. Contact the Conference Director of Disaster Response if the Church facility has sustained damaged as a result of the storm Louisiana Annual Conference of The United Methodist Church 62

85 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Emergency Supplies Checklist It is important that a Church have adequate disaster supplies on-hand before the threat of a storm occurs. The Church does not want to be involved in a pre-storm rush for flashlights, batteries, and food supplies in the event of a potential disaster. Even though a Church facility may function as a shelter, an unexpected storm or a hazardous material incident could strand staff, students, and visitors at the Church for an extended period of time. The list below can be found in the Forms section (Form 2-O) at the back of this manual. Food Make sure that enough food is on-site to feed each staff member, student, and Church visitor. Canned foods are the easiest to stock due to their extended shelf life and easy storage. Be aware that they must be rotated out at least once annually. It is recommended that the supply be exchanged every 6 months and either eaten by the Church or donated to a food shelter. Stock ready-to-eat canned meat, fruits, and vegetables. Also stock canned or dried juice mixes, powdered or canned milk, and high-energy foods (peanut butter, jelly, crackers, unsalted nuts, trail mixes, cereals, and rice). Do not forget comfort foods such as cookies, hard candies, instant coffee, and tea bags. Be sure to add a manual can opener, cooking and eating utensils, and basic food seasoning (salt, pepper, sugar, etc.). Water The Importance of Preparing Scenario: Imagine that a chemical spill causes the Church to have to shelter in place. Now imagine having 40 small children who miss their parents with only stale crackers to feed them! Plan to store enough water to supply each staff member, student, or Church visitor for 3 days. The standard recommendation is one gallon per person per day; this will provide adequate supplies for drinking, cooking, and washing. Date the water containers and replace them every 6 months. If there are not enough adequate water supplies, water may be purified by boiling 5 for 5 10 minutes or by adding drops of unscented household bleach containing 5.25% hypochlorite. The Federal Emergency Management Agency recommends 16 drops of bleach per one gallon of water. Purification tablets or a filter system designed for backpackers also works well. 5 A camper s stove or other portable stove is a good purchase for cooking and boiling water Louisiana Annual Conference of The United Methodist Church 63

86 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Emergency Supplies List Equipment for Facility Preparation and Clean-up Copy of disaster plan Extra set of keys to Church facilities & vehicles First Aid kit Heavy plastic sheeting (with scissors and tape) Plastic garbage bags Sealable plastic bags Waterproof boxes Paper towel supply Flashlight/ extra flashlight batteries Plastic sheeting/ tarps 2-way radios/extra batteries Plywood (for boarding windows) Ladders Tool Kit (crowbar, hammer, nails, pliers, screwdriver) Buckets 6 Brooms, mops, dustpans, sponges Disinfectant/cleaning compounds Bleach (at least 3 gallons) Protective masks/glasses, hard hats, rubber boots Rubber gloves Work gloves Duct tape Small dehumidifiers Power saws/hand saws Shovels Wheelbarrow/cart Jumper cables Cameras & film (standard, digital, or video) Battery operated radio/weather radio Portable gas/electric stove Ice chests Land-based phone Cellular phone Portable pump Portable folding tables Portable generator Clipboards, paper, pencils, waterproof pens, labels Emergency funds: cash, purchase orders, credit cards Portable electric fans Portable lighting Metal book trucks Wet Vac Extension Cords/50, 3 wire grounded Sandbags Disaster Supplies for Persons Onsite Blankets/ sleeping bags Sun screen Canned goods 7 Water 8 First aid kits CPR kits Paper goods, plates, cups, plastic utensils Insect repellant 6 Be sure to have at least six 3-5 gallon buckets that can be used both to fill with water for flushing toilets and then for necessary cleaning. 7 Be sure that the food is non-perishable and packaged or canned. Identify storage date and replace every 6 months. 8 Drinking water should be stored at the rate of one gallon of water per person per day. Store water in sealed, unbreakable containers. Identify storage date and replace every 6 months Louisiana Annual Conference of The United Methodist Church 64

87 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT SECTION THREE Developing a Family Disaster Plan SECTION KEY The family is the domestic church and is integral to the life of the Church. As Preparing your Family for Disasters such, families should be as prepared as the Church to face a disaster. Church Basic Steps to Disaster Preparedness staff live in two worlds, one with their employer (the Church) and the other with Natural Disaster Facts their families at home. If a disaster were to strike and the Church staff and Church members families were not prepared, the Church community would be unable to adequately respond to the broader community. Attached are two different preparedness guides that can be distributed to families. The first is a family readiness guide produced by UMCOR that will prompt families to begin thinking about preparing for disaster. The second is a comprehensive guide produced by UMCOR and The Louisiana Annual Conference of The United Methodist Church, which provides more detailed planning instructions for families. This guide also provides basic facts about specific disasters. We encourage Church staff to distribute these materials to all families within the Church. The Church Disaster Committee could then host informal meetings with Church Members to review elements of a family disaster plan. The more involved and knowledgeable Church Members are in the preparation for a disaster, the better their ability to respond to such a disaster will be, resulting in less loss of life and property damage 2011 Louisiana Annual Conference of The United Methodist Church 65

88 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Basic Steps to Disaster Preparedness Preparing your Family for a Disaster Unfortunately, disasters are familiar to the people of Louisiana. Having recently experienced Hurricanes Katrina, Rita, Gustav and Ike we have learned that it is essential to take the steps necessary to protect our families and ensure the safety of our children, while at the same time making it easier to recover if and when we have to go through a future disaster. Preparedness will also bring peace of mind and knowing what to do is every family s responsibility. This family readiness guide is designed to help you and your family be prepared for future disasters. Find Out What Can Happen To Your Family From experience, we all know our Conference is susceptible to disasters such as floods, hurricanes, tornadoes and chemical accidents. Depending on where you live, however, could put you at even a greater risk for a particular type of disaster. Church members whose houses are located in floodplains are more concerned with flooding than those who live safely outside the floodplain. Communities that are located near chemical plants have to be more vigilant about hazardous releases/accidents. Take these steps to find out what could happen to your family: Contact your Local Emergency Management Office or your local American Red Cross Chapter to find out which disasters could affect you specifically. Determine what types of disasters are likely to happen near you and how to prepare for each. Identify what your community s warning sirens sound like and what to do if you hear them Louisiana Annual Conference of The United Methodist Church 66

89 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Create a Family Emergency Plan Family Training It is important to warn children - without overly alarming them - about potential disasters. Tell children that a disaster is something that could hurt people or cause damage. Explain that sometimes nature provides too much of a good thing, like fire, rain, and wind. Insure that the entire family understands how important it is to make a Family Disaster Plan. Tell children there are many people who can help them in a disaster. Have a common plan in case family members are separated: Choose a place to go outside of your neighborhood in case you cannot go home. Choose someone out-of-town to be your family contact. Fill out the local emergency phone numbers and child identification cards. Keep emergency phone numbers by each phone. Teach Children: How to call for help (emergency numbers). When to call each emergency number and what to say. How to dial long distance. How to memorize the names and numbers of local and out-of-state emergency contacts. Show all adults how and when to turn off the utilities. Locate the main electric fuse box, water service main, and natural gas main. Keep a wrench near gas and water shut-off valves. Remember: if you turn off the gas, you will need a professional to turn it back on again. Do a home hazard hunt for items that can move, fall, break, or cause a fire. Plan home escape routes two from each room. Find safe places in your home for each type of disaster. Have all adults take a Red Cross First Aid and CPR Class. Designate rally points where family members can meet if a disaster happens when you are all away from home. Hold evacuation drills periodically with all members of the family. Quiz family members periodically (every six months) on procedures and contact information Louisiana Annual Conference of The United Methodist Church 67

90 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Be a Good Neighbor Meet with your neighbors to plan how to work together in case of an emergency. Know your neighbor s special needs or skills (e.g., medical, technical). Make plans for each other s children in case a parent is not able to get home If you have to evacuate... If you are told to evacuate, please take the following steps: Listen to the radio, TV, or a NOAA Weather Radio for instructions from local officials. They will provide instructions on evacuation routes and shelter openings. Shut off water, gas, and electricity if told to do so. Leave a note telling when you left and where you are going. Call your family contact to tell them where you are going. Make sure you have all of your disaster supplies (see checklist) Secure doors and garage doors from the inside. Fill up your car with gasoline. Use evacuation routes recommended by officials. Hurricanes and Evacuation You will have more time to prepare for evacuation in the event of a hurricane than during hazardous materials spill. However, it will take more time to prepare your home and your family for this type of evacuation. Here are some steps to take before evacuating. If you live in a mobile home, LEAVE. If it is recommended you evacuate, take the advice and LEAVE. Create an evacuation box to grab and go in a waterproof container. Include: - Small amount of cash. - Irreplaceable items (family photos/negatives, videos, etc.) in plastic. - A written inventory of your valuable possessions (update annually). - Insurance policy numbers and company phone numbers. - Copies of other important family or home documents and contact list. - Copies of prescriptions. - Copies of important legal documents -- deeds, wills, birth certificates, immunization records, first two pages of prior two years tax returns, etc. Original documents (except wills) should be kept in a safe deposit box. Remember any special dietary needs of your family. For the elderly or disabled, take all walkers, wheelchairs, extra oxygen or other special health care needs. Arrange for pets safety. Take bedding and essential clothing. Bring enough food/water/medicine to last for 3 days. Cover windows, skylights, and sliding doors with shutters/boards. Move furniture away from windows and cover with plastic. Move lawn furniture inside with other loose outdoor items. Remove TV and Cable antennas and turbines from the roof. Secure dumpsters and land-docked boats by filling them with water. Leave as early as possible being stuck on an 2011 Louisiana Annual Conference of The United Methodist Church 68

91 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT If you stay at home If you decide to stay at home during a disaster, do the following: Only stay at home if you have NOT been ordered to leave. Prepare your home as if you were evacuating (see Hurricanes and Evacuation Checklist). Stay in a large center room with few windows. If flooding occurs, move to higher floors. Keep all windows and doors closed tightly. Monitor radio for news and weather reports continuously. Turn off propane tank. Unplug all unnecessary appliances. Fill bathtub and large containers with water for sanitary purposes. Use flashlights instead of candles. Cook with Canned Heat; DO NOT USE charcoal or pressurized gas inside! Turn refrigerator to maximum cold and open only when necessary. Turn off utilities if told to do so by authorities. If you are in a multiple-story building and away from the water, go to the first or second floors and take refuge in the halls or interior doors. Stay inside until all clear is announced. If seeking shelter during a hurricane, do not leave your home when the eye of the storm passes Eye wall winds, the strongest of the storm, can start to back up with very little notice. Be alert for and ready to seek shelter from tornadoes, which can happen during a hurricane or a severe thunderstorm Louisiana Annual Conference of The United Methodist Church 69

92 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Create a Disaster Supply Kit Use kit if evacuating or staying put in a disaster! When preparing for a disaster, use the 15 minute rule. This rule states that essential thing you need to evacuate or prepare for a disaster should take you 15 minutes or less to get together. To make sure that items are readily accessible: (a) assemble the supplies in easy-to-carry containers like backpacks and duffle bags, (b) have important papers already packed in waterproof containers, and (c) have plastic sheeting easily available if needed. Use this checklist to prepare your family disaster supplies kit (a copy of this list also is found in the Forms section (Form 2-P) at the end of this manual). Household Items Battery-powered radio Battery-powered flashlights Extra batteries Cash or Travelers Checks and change Map to follow evacuation routes/ find shelters Minimum 3-day supply of nonperishable, packaged or canned food (e.g., canned or dried juice mixes, powdered or canned milk, peanut butter, jelly, crackers, unsalted nuts, trail mixes, cereals, rice, cookies, hard candies, instant coffee, tea bags) Basic food seasoning (salt/pepper) Manual can opener Paper plates Cups Minimum 3-day supply of bottled drinking water one gallon of water per person per day. Don t forget water for pets. Store water in sealed unbreakable containers. Replace every 6 months. First Aid Kit Fire extinguisher (small ABC type) Duct tape Waterproof matches Sewing kit Plastic storage containers Paper, pencils and pens Aluminum foil Plastic sheeting/tarps Basic tool kit (adjustable wrench, screwdrivers, hammer, etc.) 2011 Louisiana Annual Conference of The United Methodist Church 70

93 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Family Documents (stored in a water-proof container): Birth Certificates Marriage Certificates Death Certificates Ownership Documents Insurance Policies Passports/ Visas Social Security Cards Bond/Stock Issues Wills/ Living Trusts Medical Records/ Children s vaccinations histories Photocopies of all cards carried in wallet Backup disks of computer information Irreplaceable photographs/videotapes/family heirlooms Inventory of personal property for filing insurance claims. List everything and include receipts of big-ticket items. Videotape or photos of home(s) contents to supplement your written inventory of your home. Clothing and bedding (for each family member) Sturdy shoes or work boots Rain gear Blankets and sleeping bags Hat and work gloves Thermal underwear Sunglasses Insect repellent and sun screen 2011 Louisiana Annual Conference of The United Methodist Church 71

94 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Sanitation Supplies Toilet paper, towelettes Soap, liquid detergent Feminine supplies Personal hygiene items Plastic garbage bags with ties Plastic bucket with tight lid Disinfectant Unscented household bleach Baby Needs Disposable Diapers Formula Bottles Powdered milk Medications Changes of clothing Adult/Elderly Needs Extra Months supply of prescription medicine refills (Store in easily accessible bag in medicine cabinet, rotate pills as prescription is refilled). Walkers/ Wheelchairs/canes Denture Needs Extra set of prescription glasses/ contacts. Don t forget these odds and ends. Entertainment Books, Toys, and Games Extra set of car keys. Storing your Kit Choose a cool, dark location in which to store your kit (i.e., a closet or safety corner in the garage). If you live in an apartment or have limited space, be innovative. Other possible storage locations include under stairways or in a large box or plastic tub that can be covered with a tablecloth and used as an end table. Layer and Monitor Your Supplies Layer supplies and keep them together in a container such as a plastic garbage can with wheels. Check the items every 6 months for expiration dates, changes in your children s clothing sizes and weather requirements. A good way to remember to inspect your kit is to do it when you set your clocks back and change your smoke detector batteries Louisiana Annual Conference of The United Methodist Church 72

95 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Use What you already have Use what you already have and prepare as if you are going camping for 3 days in the mountains with no facilities. If you are a camper, you have a head start: camping supplies, tent, camp stove, and water jugs can double as emergency supplies. Tips for Storing and Using Water Purify water by boiling it for 5 to 10 minutes or by adding drops of unscented household bleach containing 5.25% hypochlorite. FEMA recommends using 16 drops of bleach per one (1) gallon of water. Purification tablets or a filter system designed for backpackers also work well. Store water in plastic threeliter soda bottles instead of plastic milk-type jugs. Milk jugs will breakdown over time, while soda bottles last considerably longer. Consider freezing water so it will last until needed. Frozen water also can be used for nonemergency situations like camping, fishing, hunting, etc. However, don t forget to replace the water jugs when you get home Louisiana Annual Conference of The United Methodist Church 73

96 CHAPTER II: PREPAREDNESS PLANNING FOR PEOPLE, CHURCH, AND PLANT Practice and Maintain Your Plan Without practice and maintenance, your family risks forgetting its disaster plan, and your disaster supplies will expire or be ruined. Use this schedule to remember to practice and maintain your plan. Every Month Test Your Smoke Alarms. Every 6 Months Go over Family Disaster Plan and practice escape drills. Quiz children. Replace stored food and water. Make sure to rotate clothing according to the season. Every year Wash blanket/clothing supplies. Replace batteries in smoke alarms Louisiana Annual Conference of The United Methodist Church 74

97 SECTION II

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99 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS CHAPTER III PLANNING FOR SPECIFIC NATURAL DISASTERS The information in this chapter will assist the reader in preparing for the following natural disasters: Hurricanes and Tropical Storms Floods and Flash Floods Tornados Fires 2011 Louisiana Annual Conference of The United Methodist Church 75

100 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS 2011 Louisiana Annual Conference of The United Methodist Church 76

101 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS SECTION ONE Hurricanes and Tropical Storms SECTION KEY Hurricane & Tropical Storm Definitions Planning for a Hurricane Levels of Activation Checklists Figure 1: Hurricane Katrina in the Gulf Hurricane & Tropical Storm Definitions A Tropical Depression is a storm consisting of an organized cluster of thunderclouds over tropical seas with a center of low pressure detectable at the storm s surface. The highest wind speed of a tropical depression is 38 miles per hour. A Tropical Storm is a tropical depression that has developed wind speeds of 39 to 73 miles per hour. When a storm reaches Tropical Storm strength, it is assigned a name. Severe flooding may occur with a tropical storm. A Hurricane is a tropical storm that has developed wind speeds of 74 miles per hour or more. Hurricanes are rated on a scale called the Saffir-Simpson scale. Ratings are based on wind speeds and the expected height of the storm surge. A Storm Surge is a rise in tide caused by a hurricane as it moves over or near the coastline, often with breaking waves on top. The rise in tides along with the devastating waves can cause catastrophic damage: many people drown in the strong current produced by the storm surge; entire buildings can collapse once the storm surge wipes 2011 Louisiana Annual Conference of The United Methodist Church 77

102 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS away the foundation; and millions of fish are killed by the crash of the storm surge against the coastline. A Hurricane Watch is issued when hurricane conditions pose a potential threat to an area within 36 hours. Landfall is possible. A Hurricane Warning is issued when a hurricane is expected to strike within 24 hours. Landfall is imminent. The Hurricane Belt is described as the area along the Atlantic Coast from Virginia to Key West Florida and along the Gulf of Mexico from Key West to Texas. Tornadoes often accompany hurricanes. Hurricane Season is the time of year from June 1 November 30 when ocean temperatures are favorable to the formation of hurricanes. It is possible for hurricanes to form earlier or later than these dates. Rating Hurricanes Hurricanes vary in power and speed. The Saffir-Simpson scale breaks them into the following categories according to wind speeds: Category 1: mph Category 2: mph Category 3: mph Category 4: mph Category 5: 156+ mph Categories 1 & 2 Minor damage to stable structures, major damage to mobile homes, vegetation and piers. Some coastal flooding. Category 3 Structural damage to small residences and utility buildings. Mobile homes are destroyed. Terrain continuously lower than 5 feet above sea level may be flooded inland 8 miles or more. Categories 4 & 5 Most deadly and destructive. Can create result in roof failure and building collapse. Massive beach erosion is caused by the storm surge. Flooding occurs in areas 15 feet above sea level and along the coastline, requiring evacuation of residential areas for up to 10 miles inland Louisiana Annual Conference of The United Methodist Church 78

103 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Planning For a Hurricane This section provides guidelines for the disaster planning committee and church staff to enable them to carry out pre-determined roles and responsibilities for preparing for a hurricane landfall. This section outlines the step-by-step approach staff can take to simplify disaster preparedness. This plan takes into consideration that people may be using the church as a shelter during a disaster or that staff have to be present during the disaster at a center such as a women s shelter or a nursing home. For the purposes of this exercise, the step-by-step approach is referred to as Levels of Activation. The Levels of Activation refer to or correspond with the various stages of weather alerts issued as a Tropical Storm or Hurricane approaches. In conjunction with the Levels of Activation, this section also provides timelines for disaster decisionmaking. Levels of Activation Level I Consists of non-threat period in which normal disaster planning takes place. Make sure to keep informed of developing tropical systems. Level II A Tropical Storm/Hurricane Watch has been issued for the area. Normally a strike is predicted within hours. Use volunteers to call vulnerable church members to see if they need assistance in evacuating. Level III A Tropical Storm/Hurricane Warning has been issued for the area. A strike is predicted within hours. Level IV Landfall is imminent with impact to the surrounding area within hours. Level V Recovery period after the storm s passage and winds have diminished Louisiana Annual Conference of The United Methodist Church 79

104 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Make sure that the committee has determined if the church is located in a predesignated Hurricane Evacuation Zone for storm surge (See Chapter II, Section One, Profiling the Church ). Will the church normally be required to evacuate in the event of a hurricane projected to impact? IS THE CHURCH IN A PRE-DESIGNATED HURRICANE EVACUATION ZONE? WOULD THE CHURCH BE REQUIRED TO EVACUATE IN THE EVENT OF A PROJECTED IMPACT? Obtaining Official Storm Notification When a hurricane threat is imminent, notification of tropical storms and/or hurricanes can be received through the news media and the National Oceanic and Atmospheric Administration (NOAA) Radio. Media usually gets their reports through NOAA. However, it would be best to confirm the threat by going to the National Weather Service Internet Weather Source, A Levels of Activation Checklist follows and in the forms section (Form 3-A) at the back of this manual Louisiana Annual Conference of The United Methodist Church 80

105 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Levels of Activation Checklists Level 1 Consists of non-threat period in which normal disaster planning takes place. Be sure to keep informed of developing tropical systems. Review the Routine Maintenance Checklist (See Section Two, Protecting Church Property ). Conduct meeting to review Hurricane Plan with key staff members. Schedule drill of plan prior to Hurricane Season. Make sure that videotape or photographs of interior/exterior of facility are up to date in order to verify insurance claims. (Store Safely) Verify all emergency services and contact phone numbers are up-to-date. Review all vendor/supplier agreements and make sure they are still current. Review all agreements for sheltering and transportation. Review emergency supply lists to make sure all necessary supplies are on hand. Review staff rosters and telephone trees to ensure accuracy. Ensure that the office is equipped with a Weather Band AM radio for weather reports Louisiana Annual Conference of The United Methodist Church 81

106 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level II A Tropical Storm/Hurricane Watch has been issued for the area. Normally a strike is predicted within hours. Initiate staff phone tree to inform staff and volunteers that an evacuation is possible. Learn locations of official shelters. If the church functions as a Red Cross Emergency Shelter, please review agreements in preparation of opening the shelter. Track and monitor location of the storm. Contact National Weather Service for storm coordinates. Conduct briefing of staff and volunteers to review hurricane procedures and provide update on the storm. Advise staff to implement personal and family preparedness plans (See Section III) Designate a contact to communicate with the Conference Office of Disaster Response regarding information about church closure and suspension of services. Test the cellular communications system. Make sure that emergency supplies are up to date. Procure additional supplies if necessary. Collect and set up all battery chargers for cell phones. Insure all staff members top off fuel tanks and check fluid levels in their vehicles Louisiana Annual Conference of The United Methodist Church 82

107 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level II (continued) Review Staff List/ Assign 24 hour staffing if necessary. Establish a storage area for food and water brought in by staff and volunteers. Ensure that all office/service locations have prepared a pre-recorded message on answering machines and voic that can be activated if offices close in the future. If Church has a Day Care/Pre-K program, inform parents/caregivers that they will be contacted by telephone if a decision is made to close the facility. If Church has a food pantry or provides client assistance, case managers should work with clients to make sure that they are prepared for the disaster. Encourage them to evacuate to a designated shelter or to stay with family or friends if they live in a vulnerable area. Also provide clients with a Family Preparedness Guide and review the emergency supply list with them. Have a volunteer call at risk church member (See Special Needs Church Member Form, Preparing for a Disaster). Make a list of church members who need transportation to a shelter. Review Hurricane Level III Checklist Louisiana Annual Conference of The United Methodist Church 83

108 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level III A Tropical Storm/Hurricane Warning has been issued for the area. A strike is predicted within hours. Set up and move to a central location for disaster planning. This will be the Emergency Operations Center for the church. Follow Beyond Routine Maintenance Checklist. Obtain sufficient travelers checks/cash for 7 days of operations. Call the your civil church Emergency Preparedness Office to seek advice on whether or not evacuation plan should be activated. Track and monitor location of the storm. Contact National Weather Service for storm coordinates. Call key staff together to discuss whether or not Evacuation Plan should be implemented. Decide if Church offices are closing. If office is closing during non-working hours, initiate phone tree. Inform staff who will be needed to help secure the building. If decision is made to close church during working hours, send all non-essential staff home. Notify Conference Director on Disaster Response about closings. Notify callers of plans to close office. Review Evacuation Procedures. Contact Office of Emergency Preparedness every 4 hours to receive updates. Brief staff on updates Louisiana Annual Conference of The United Methodist Church 84

109 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level III (continued) Review emergency and disaster supplies, making sure they are all accessible. Make sure bleach is readily accessible. Make sure ice chests are accessible. Install plywood over doors and windows. Disconnect all electrical appliances and equipment. Establish damage assessment teams from staff volunteers. Secure, brace, or remove antennas and loose objects. Bring in all signs, lawn furniture, or other loose objects that are normally left outside. Secure all items that cannot be brought inside. Fill all available storage containers with water. Secure at least six, 3-5 gallon buckets, which can be filled with water and used to flush toilets. Borrow or rent a gasoline-powered chain saw. Start recruiting drivers who can transport special needs church members to shelters. Change message on answering machine. Review Level IV Checklist Louisiana Annual Conference of The United Methodist Church 85

110 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level IV Landfall is imminent with impact to the surrounding area within hours. Clean and store all cooking and eating utensils. Start eating perishable food. Fill ice chests with ice. Fill gallon buckets with water that can later be used for flushing toilets. If staff, volunteers, and family are using church as shelter, make sure all stay indoors until winds have diminished below Tropical Storm Force Level. Monitor TV stations for the latest storm updates. Drive special needs churchioners to emergency shelters. Start using disposable serving and eating containers and utensils. Box all dry and canned goods. Box all needed cooking utensils, disposable plates, silverware, and cups in case of evacuation. Contact Office of Emergency Preparedness to determine when you are to anticipate the first hurricane force winds, top winds expected, the duration of the hurricane force winds, and the expected amount of rainfall. Move everyone possible into the interior of the facility at least 30 minutes prior to the expected arrival of tropical storm force winds. Turn off circuit breaker for all electricity except lights in the rooms where people are housed and refrigeration. If power goes off, turn off main breaker. Review Level V Checklist Louisiana Annual Conference of The United Methodist Church 86

111 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level V Recovery Period after the storm s passage and winds has diminished. If flooding has occurred, please refer to the After the Flood Checklist in the Flooding Section. Call key staff and discuss preliminary needs and damage assessment. Damage needs assessment to be complete within the first 24 hours. If the facility has sustained substantial damage, implement evacution procedures, and move to an alternate location (partner church?). Obtain information on road closures and flooding. This will enable the committee to inform staff wishing to survey their homes what roads are dangerous. Remove plywood from all windows and doors. Inspect all rooms for damage and/or water leaks. Call 911 if lines are downed or if there is the smell of fire, gas, or smoke. Inspect exterior of building for damage. Check cable TV and antennae TV to determine if operational. Disconnect all electrical equipment if there is any power fluctuation. Assign family member and/or volunteers to monitor portable radio(s) to determine which stations are operational. Take detailed documentation (photos, video) for submission of claims to insurance company. Prepare reports outlining needs and damage assessment. Prepare list of initial needs as well as damage assessment and give to the Pastor or his designee Louisiana Annual Conference of The United Methodist Church 87

112 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Level V (continued) Contact the Conference Director on Disaster Response to report damage to church facility. You may need to wait until your insurance provider sends a representative before beginning cleanup. Work with staff to determine if there are any injuries or personnel requiring medical attention. Conduct a head count to ensure that all residents, staff, and family members are accounted for. Ensure that all archival records are safe. Report any damage immediately to the District Office. Inspect supplies for damage. Remove fallen trees and debris only if work can be done safely. Downed trees and debris can create a potential fire hazard as well as serve as a refuge for unwanted rodents and snakes. Call Church staff if office is to remain closed. If Church is to remain closed, activate alternative site for liturgy services and church operations. If facility is designated as a disaster relief site, activate plans for operation. Begin organizing volunteers to help the community after the disaster Louisiana Annual Conference of The United Methodist Church 88

113 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS After the Storm Important Hurricane Related Warnings and Cautions 1) Vertical Evacuation (moving to a second or third floor) during strong hurricanes is not safe. Storm surges can wipe out foundations and/or first floors destroying the upper floors in the process. 2) Tornados can be spawned by hurricanes, causing additional high winds and damage. 3) Do not touch dangling or loose wires. 4) If area is flooded, do not turn on lights or appliances until an electrician checks them out. 5) When flooding accompanies a hurricane, snakes, and rodents can become a hazard. 6) Disruption of garbage and trash pickup can pose a problem. Food that cannot be used or saved after a storm should be buried rather than left out to attract animals. 7) Looting can also be a problem after a storm. Work with authorities and remember that at all times personal safety is of the utmost importance. 8) Check with local civil defense or emergency management agencies before using any water after a flood. Water sources may be contaminated. If your facility is serviced by a well, water must be tested before use Louisiana Annual Conference of The United Methodist Church 89

114 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS SECTION TWO Floods and Flash Floods SECTION KEY Flood Definitions Preparing for a Flood Floods are among the most frequent and costly natural disasters in terms of human hardship and economic loss. As much as 90 percent of the damage related to all natural disasers (excluding drought) is caused by floods and associated debris flows. Flood Checklists Flooding occurs in known floodplains with prolonged rainfall over several days, intense rainfall over a short period of time, or a debris jam that causes a river or stream to overflow and flood the surrounding area. Severe thunderstorms can bring heavy rain in the spring and summer or tropical storms can bring intense rainfall to the coastal and inland states in the summer and fall. Flash floods occur within a few minutes to six hours of a rain event, or after a dam or levee failure, or following a sudden release of water held by a jam, and flash floods can catch people unprepared. You will not always have a warning that these deadly, sudden floods are coming. Most flash flooding is caused by slow-moving thunderstorms, thunderstorms repeatedly moving over the same area, or heavy rains from hurricanes and tropical storms. Floods, on the other hand, can be slow or fast rising, but generally develop over a period of hours or days. Flash floods can roll boulders, tear out trees, destroy buildings and bridges, and scour out new channels. Rapidly rising water can reach heights of 30 feet or more. Flash flood-producing rains can also trigger catastrophic mudslides. Most flood deaths are due to flash floods. Flood waters only one foot deep can sweep you off your feet and a depth of 2 feet will float your car. Officials will forecast flood(s) when the rainfall is heavy enough to cause rivers to overflow their banks. Do not stack sandbags directly against the outside walls of a building. Pressure against the foundation can cause severe damage. Stack sandbags away from building walls to prevent floodwaters from reaching your home or business Louisiana Annual Conference of The United Methodist Church 90

115 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Flood Definitions A Flash Flood is defined as a flood that occurs within six hours of a rain event, or after a dam or levee failure, or following a sudden release of water held by ice or debris jams. Flash flooding is a common occurrence in our region. Motorists routinely are stranded on the area s highway system due to roadways flooding from rain. Flood warnings or forecasts of impending floods will include a description of the potential body of water affected, the severity of the expected flooding, and when and where the flooding may begin. A flash flood watch is issued when heavy rains that may cause sudden flash flooding in specified areas are occurring or expected to occur. A flash flood often occurs without any visible sign of rainfall in your area. A flash flood warning means flash flooding is occurring or is imminent along certain streams and designated areas. Move to high ground immediately. Preparing for a Flood Floods are among the most potentially dangerous disasters of all. The force behind the water can move trees, buildings, and even roads. Typically, flooding will be a relatively slow process with adequate warning. Progressive situation reports will be available from the National Weather Service or other governmental agencies. Flood Hazard Zones The best way to determine if the church is susceptible to flooding is to examine the church s location on a Flood Insurance Rate Map. Using the flood insurance rate maps, determine if the church is in the floodplain Louisiana Annual Conference of The United Methodist Church 91

116 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS The following questions are designed to assist you in assessing how flood proof your property is. IF THE CHURCH PROPERTY FLOODED, WHICH BUILDINGS WOULD BE THE MOST VULNERABLE? ARE THE CHURCH RECORDS AND VALUABLE PAPERS STORED IN AN AREA THAT WOULD BE SAFE FROM AT LEAST SIX FEET OF FLOOD WATER? IS THERE WATERTIGHT STORAGE AVAILABLE FOR VALUABLES? Obtaining Official Storm Notification When conditions are favorable for severe thunderstorm or flood warnings, notification of severe storms, tornado warnings and watches can be obtained from the news media, the National Oceanic and Atmospheric Administration (NOAA) Radio, or by going to the to the National Weather Service website Louisiana Annual Conference of The United Methodist Church 92

117 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Flood Safety Checklists Flood/Flash Flood Watch Issued Conditions are favorable for flooding or flash flooding. Often flood and flash flood watches are issued during severe thunderstorms. This does not mean that flooding will occur; only that it is possible. Review the Beyond Routine Maintenance Checklist During the time of the flood watch, keep tuned to the local radio or television station for further information. Inform clients, staff, and visitors of severe conditions and the potential to limit activities. Ensure that flashlights, weather-band radios and extra batteries are available. If applicable, remind staff to have their cellular telephones inside the facility. Continue any type of indoor activity. Check all emergency food supplies and procure more water if necessary Louisiana Annual Conference of The United Methodist Church 93

118 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Flood Warning Issued A forecast of impending floods will include a description of the potential body of water affected, the severity of the expected flooding, and when and where the flooding may begin. Report flood warning upgrade to all church staff. Inform all visitors, students, and staff that a warning has been issued and prepare for transfer to a safe area (if located in the floodplain). If time permits, gather emergency supplies (bottled water, batteries, flashlights, weather band radios, cellular telephones, and first aid kit) together in a safe area, preferably as high off the floor as possible. If the church is in a flood-prone area, fill bathtubs, sinks, and plastic bottles with clean water. Water may become contaminated or service may be interrupted. Prepare emergency medical supplies for removal to safe areas. Unplug all unnecessary electrical equipment (e.g., radios, TV sets, clocks, etc.). Cover all computers with plastic sheeting and elevate computer towers off the ground. Prepare Church records for immediate removal. Office personnel should continue to monitor telephones. If evacuation is ordered, unplug all electrical office equipment Louisiana Annual Conference of The United Methodist Church 94

119 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Flood Warning Issued (continued) Follow all instructions issued by local authorities. Many communities think that voluntary evacuation does not mean that they are at risk. If authorities recommend evacuation, follow their advice. If church has an emergency generator, make sure it is operable and that an adequate supply of fuel is available. Store all outside moveable objects in designated areas. Items left out can cause additional damage due to the high velocity generated by floodwaters. Propane tanks are a great hazard and have been known to start fires from bumping into buildings. Evacuation Necessary If evacuation is necessary, evacuate staff, students, and church visitors as quickly as possible to a pre-assigned area. Contact the Conference Director on Disaster Response to report evacuation. Once evacauation has occurred, perform a head count to ensure that all personnel are accounted for. Should any person be missing, report such person to the Pastor and the Conference Director on Disaster Response immediately. Do not return to look for the missing person. Call emergency authorities for directives Louisiana Annual Conference of The United Methodist Church 95

120 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS After the Flood Keep up-to-date on road conditions. Wait until an area is declared safe before entering. Do not attempt to drive across flowing water. Do not let children play in flooded areas. Watch for animals especially snakes. Small animals may seek shelter in yours. Use a stick to poke and turn items over and scare away animals. Stay away from standing water. It may be electrically charged from underground or downed power lines. Call key staff and discuss preliminary needs and damage assessment. Damage assessment needs to be complete within the first 24 hours. Report damages to the Conference Office or the District Office and insurance providers. Inspect all rooms for damage and/or water leaks. Call 911 if lines are downed and if there is the smell of fire, gas, or smoke. Use flashlights to inspect building. Do not use open flame. There could be gas leakage from broken pipes. Do not talk on a telephone in an area where a gas leak is expected. Do not use candles, lanterns, or open flames unless you are sure that the gas has been turned off and the area aired out. Inspect exterior of building for damage. Report broken utility lines or other service interruptions to the proper authorities. Check cable TV and antenna TV to determine if operational. Disconnect all electrical equipment if there is any power fluctuation. Do not handle live electrical equipment in wet areas; electrical equipment should be dried and checked before using Louisiana Annual Conference of The United Methodist Church 96

121 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS After the Flood (continued) Service damaged septic tanks, cesspools, pits, and leaching systems as soon as possible. Damaged sewage systems are health hazards. Turn on the utilities only after advised it is safe to do so and turn on one a time to ensure proper working condition. Take detailed documentation (photos, video) for submission to insurance company claims. Prepare reports outlining needs and damage assessment. Prepare list of initial needs as well as damage assessment and give to the Pastor or his designee. Contact the Conference Director on Disaster Response to report outlining damage to church facility. You may need to wait until your insurance provider sends a representative before beginning cleanup. Insure that all archival records are safe. Report any damage immediately to the District Office. Remove fallen trees and debris only if work can be done safely. Downed trees and debris can create a potential fire hazard as well as serve as a refuge for unwanted rodents and snakes. Until local authorities proclaim water supply safe, boil water vigorously for five minutes before using for drinking. Monitor the radio/television for recommendations regarding drinking water, utility outage, road conditons, etc Louisiana Annual Conference of The United Methodist Church 97

122 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS After the Flood (continued) Clean everything that got wet. Floodwaters have picked up sewage and chemicals from roads, farms, factories and storage buildings. Throw out all food, medicine, or cosmetics that have come in contact with flood water. These are health hazards. When in doubt, throw it OUT. Dry rugs and carpet as quickly as possible to prevent further damage. Shovel out mud while it is still moist. Call Church staff if office is to remain closed (if this disaster occurs after-hours). If Church is to remain closed, activate alternative site for pastoral and liturgical services. Begin organizing volunteers to help community after the disaster Louisiana Annual Conference of The United Methodist Church 98

123 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Hidden Dangers of Areas Flooded by Storms Do not walk through flowing water - Drowning is a major cause of flood deaths. Use a pole or stick to make sure the ground continues in front of you. Do not try to cross a stream or other water-filled area unless the area is determined to be safe. Do not drive through a flooded area - If you come upon a road barrier, turn around and go the other way; the road or bridge may be washed out. Stay away from power lines and electrical wires - Electrocution is also a major killer in floods. Electrical current can travel through water. Report downed power lines to authorities. Watch for live wires entangled in fallen trees - Never use a power saw around trees entangled with power lines. A spark could cause the gasoline engine of a power saw to explode. Turn off your electricity when you return home - Some appliances, such as TV sets, can shock you even after they have been unplugged. Don t use appliances or motors that have gotten wet unless they have been taken apart, cleaned and dried by a professional. Be careful of electrical and gas utilities - Have experts inspect and reconnect utilities after a flood. Watch for animals especially snakes - Small animals that have been flooded out of their homes may seek shelter in buildings, garages, or even in vehicles. Use a stick to poke and turn items over and scare away small animals. Never move brush or trash without wearing work gloves. Look before you step - After a flood, the ground and floors are covered with debris, including broken bottles and nails, and may be slippery. Fire ants may be in the water on leaves and branches. Be alert for gas leaks - Don t smoke or use candles, lanterns, or open flames unless you are sure that the gas has been turned off and the area aired out. Water sources may have been contaminated - Check with local civil defense or emergency management authorities before using any water after a flood. Carbon monoxide exhaust kills Use generators, gas powered machines, and camping stoves outdoors Louisiana Annual Conference of The United Methodist Church 99

124 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS SECTION THREE Tornados SECTION KEY Tornado Definitions Preparing for Tornados Tornado Checklists Tornados often accompany hurricanes, and while they can strike any time of the year, they occur most frequently during April, May, and June. In an average year, 800 tornados are reported nationwide, resulting in 80 deaths and over 1,500 injuries. Tornados can have wind speeds of 250 miles per hour or more and have the potential to cause damage paths in excess of one mile wide and 50 miles long. Most tornados, however, are only a few dozen yards wide and only briefly touching down. Tornado Definitions A Tornado is defined as a violently rotating column of air extending from a thunderstorm to the ground. They are capable of causing extreme destruction including uprooting trees and well-made structures and turning normally harmless objects into deadly missiles. Tornados are rated by strength using the Fujita Scale. A Funnel Cloud is a violently rotating column of air, which is not in contact with the ground. It is usually marked by a funnel-shaped cloud extending downward from the cloud base. A Water Spout is a weak tornado that develops over warm water. Waterspouts can occasionally move inland and can become a tornado causing damage and injuries. Waterspouts are most common along the Gulf Coast and Southeastern States. A Tornado Watch is issued when conditions are favorable for tornados to develop. Often tornado watches are issued during severe thunderstorms. This does not mean that a tornado will occur; only that it is possible. A Tornado Warning means that a tornado or funnel cloud has been spotted on the ground. Tornado Alley is the area of the United States where tornados are most frequent. It consists of the states of the great lowland areas of the Mississippi, the Ohio and lower Missouri River Valleys, and stretches from 460 miles in length to 400 miles in width. The southern and northern borders of Tornado Alley extend from central Texas to Nebraska and Iowa. One third of U.S. tornados annually occur in the Texas, Oklahoma, and Kansas parts of Tornado Alley 2011 Louisiana Annual Conference of The United Methodist Church 100

125 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Tornado Season usually starts in March. Although tornados can occur any time throughout the year, the peak activity is from March to early July. Tornado Myths and Facts Myth: Fact: Myth: Fact: Myth: Fact: Areas near rivers, lakes and mountains are safe from tornados. No place is safe from tornados. The low pressure with a tornado causes buildings to explode as the tornado passes overhead. Violent winds and debris slamming into buildings cause most structural damage. Windows should be opened before a tornado approaches to equalize pressure and minimize damage. Opening windows allow damaging winds to enter the structure. Leave the windows alone; instead, immediately go to a safe place. Preparing for Tornados This section provides guidelines for the disaster planning committee and church staff to guide them in carrying out pre-determined roles and responsibilities for preparing for a tornado. This section outlines the step-by-step approach staff can take to simplify disaster preparedness. This plan takes into consideration that people may be forced to use the church as a shelter during a severe thunderstorm and tornado and provides advice for planning for tornado with very little warning time. Environmental Clues Obtaining Official Storm Notification When conditions are favorable for tornado formation, notification of severe storms, tornado warnings, and watches Dark sky with a greenish tint Large hail Loud roar similar to a freight train Some tornados appear as a visible funnel extending only partially to the ground. Look for signs of debris below the visible funnel. DO NOT IGNORE TORNADO WARNING - some tornados are clearly visible while others are obscured by rain or nearby low-hanging clouds. can be received through the news media and the National Oceanic and Atmospheric Administration (NOAA) Radio. Media usually get their reports through NOAA. However, it would be best to confirm the threat by contacting the National Weather Service website Louisiana Annual Conference of The United Methodist Church 101

126 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Tornado Safety Checklists Tornado Watch Issued Conditions are favorable for tornados to develop. Often tornado watches are issued during severe thunderstorms. This does not mean that a tornado will occur; only that it is possible. Review the Beyond Routine Maintenance Checklist (See Section III, Protecting Church Property). During the time of the tornado watch, keep tuned to the local radio or television station for further information. Inform clients, staff, and visitors of severe conditions and the potential to limit activities. Make sure that flashlights, weather-band radios and extra batteries are available. Make sure that all staff has church/personal cellular telephones inside the facility. Make sure there are blankets available in case people need cover against flying objects during an actual tornado. Continue any type of indoor activity If meals are required, plan on a cold plate meal, assuming the possibility of a power failure or interruption. Report to the appropriate staff member concerning the food inventory (number of meals and supplies available). Double-check outdoors and indoors for any objects that might become missiles if blown about in a high wind Louisiana Annual Conference of The United Methodist Church 102

127 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Tornado Watch Issued (continued) Make sure that the dumpster and storage area is locked. Keep students away from the windows. Draw all windows and blind coverings. Have First Aid kits and disaster kits available. Secure and lock up all confidential records. Bring all staff inside and ensure they remain inside until the All Clear message is given Louisiana Annual Conference of The United Methodist Church 103

128 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Tornado Warning Issued A tornado on the ground or a funnel cloud has been spotted. Report Tornado Warning upgrade to all church staff/program directors. Inform all visitors, students, and staff that a tornado warning has been issued and move them to the safe area in the interior areas of the buildings away from windows. If time permits, gather emergency supplies (bottled water, batteries, flashlights, weather band radios, cellular telephones, and first aid kits) into a predesignated inner office (office without windows or exterior walls). Provide each person with a blanket or other material to use as a cover against flying objects. Close all doors to offices. If time permits, be certain electricity, water, and fuel lines are shut off. Office personnel should continue to monitor telephones. Ensure that all client records are locked and secured. Tornado Warning Lifted If tornado warning has been lifted, but the watch is still in effect, continue with protocol under section Tornado Watch Issued. If all warnings and watches have been lifted, give All clear status, and resume all normal operations Louisiana Annual Conference of The United Methodist Church 104

129 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS If a Tornado Hits/After the Tornado Remain in the secure area. An average tornado only lasts for 8-10 seconds but more tornados may have been spawned from the same storm. Immediately call 911. Conduct a head count, checking personnel for injuries. Apply first aid if needed. Notify Pastor of any injuries sustained by students, visitors, or staff. Inform staff, students, and visitors not to panic (they will react as you do be calm!). Help will be on the way immediately. There will be ambulances, rescue units, law enforcement, firemen and other emergency professionals arriving within minutes of the disaster. If the facility has sustained substantial damage, implement evacution procedures, and move to an alternate location (partner church?). If evacuating, make sure to take all emergency supplies out of facility. Also leave word where evacuating to as people will need to know where to pick up staff, students, or church visitors. Call key staff and discuss preliminary needs and damage assessment. Damage assessment needs to be complete within the first 24 hours. Contact the Conference Director on Disaster Response to report outlining damage to church facility. You may need to wait until your insurance company sends a representative before beginning cleanup. Inspect all rooms for damage and/or water leaks. Call 911 if lines are downed, if there is the smell of fire, gas, or smoke. Inspect exterior of building for damage Louisiana Annual Conference of The United Methodist Church 105

130 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS If a Tornado Hits/After the Tornado (continued) Check cable TV and antenna TV to determine if operational. Disconnect all electrical equipment if there is any power fluctuation. Turn on the utilities only after advised it is safe to do so and turn on one at a time to ensure proper working condition. Take detailed documentation (photos, video) for submission to insurance company claims. Prepare reports outlining needs and damage assessment. Prepare list of initial needs as well as damage assessment and give to the Pastor or his designee. Ensure that all archival records are safe. If records are damaged the District Office. Remove fallen trees and debris only if work can be done safely. Downed trees and debris can create a potential fire hazard as well as serve as a refuge for unwanted rodents and snakes. Call church staff if office is to remain closed (if this disaster occurs after-hours). If church is to remain closed, activate alternative site for pastoral service. Begin organizing volunteers to help community after disaster Louisiana Annual Conference of The United Methodist Church 106

131 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS SECTION FOUR Fires SECTION KEY Fire Definitions Fire Prevention Fire Procedures Fire Drills Fire Safety Checklists Hint: It is important that the church disaster committee become familiar with this section prior to a fire breaking out. Due to the rapid spread of a fire, there is no time for review of how to handle fires during the actual emergency. From , more Americans died in fires than have been killed in all of the wars during the same period. Each year, fire kills more Americans than all natural disasters combined. According to the U.S. Fire Administration, more than 4,000 Americans die each year in fires, and more than 25,000 are injured. Fire spreads quickly; there is no time to grab valuables or make a phone call. In two minutes a room can become life threatening. In five minutes a house can become engulfed in flames. Although the only type of natural disaster is one where fire is started due to dry conditions or lightning strikes, fires are addressed in the natural disaster sections because most fires are caused accidentally. Churches are most susceptible to fires that start from open flames (burning candles) or structural/electrical fires (faulty wiring); however; the issue of arson will also be addressed. The leading cause of death in fires is asphyxiation; three times as many victims die of Asphyxiation compared to burns. Fire consumes the Oxygen in the air while increasing the concentration Figure 1: Fire at Westside Presbyterian Church, Ridgewood, New Jersey Of deadly carbon monoxide and other toxic gases in the atmosphere. Inhaling carbon monoxide may cause loss of consciousness or death within minutes. Fires often generate a black, impenetrable smoke that blocks vision and stings the eyes. It is often impossible to navigate through such smoke Louisiana Annual Conference of The United Methodist Church 107

132 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Fire Definitions A Class A fire involves ordinary combustibles such as paper, wood, cloth, etc, and is normally extinguished by cooling. Extinguishing agents include, dry chemical foam, water, and carbon dioxide. A Class B fire involves flammable liquids such as gasoline, oil, grease, alcohol, etc and is normally extinguished by smothering. Extinguishing agents include dry chemicals, foams, carbon dioxide, and water fog. A Class C fire involves electrical equipment such as appliances or wiring and is usually extinguished by smothering. A nonconductive extinguishing agent such as dry chemicals or carbon dioxide must be used to prevent injury. A Class D fire involves metal filings such as Magnesium, Potassium, Sodium, Titanium, and Zirconium. Special dry powder agents and application techniques are required to extinguish these fires. Normal extinguishing agents should not be used, as there is a danger of a chemical reaction Louisiana Annual Conference of The United Methodist Church 108

133 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Fire Extinguishers The church facilities are equipped with ABC fire extinguishers that are located throughout the buildings. The procedure to follow in using a fire extinguisher is as follows: 1) Lift the extinguisher from the wall. 2) Pull the pin. 3) Aim the hose or cone at the base of the fire. 4) Squeeze the handle and with a fanning action put the fire out. 5) Sweep the fire area from side to side with the extinguisher. Continue until the extinguisher is empty. 6) Know where the extinguishers are located and know how to use them. Do not place the extinguisher back on the wall after it has been used. Give it to the Pastor or his designee to be recharged. Fire Prevention The fire prevention procedures presented in this section take into consideration the guidelines of the National Fire Protection Association (NFPA) Life Safety Code and other relevant documents. Everyday Fire Safety Rules 1. Check smoke detectors regularly. Working smoke detectors double your chance of surviving a fire. 2. Plan two escape routes from every room. 3. Windows should be easily opened, not nailed or painted shut. If you have security bars on windows, have a fire safety opening feature so they can be easily opened from inside. 4. Do not use extension cords. 5. Do not leave electrically operated equipment running unnecessarily. 6. All electrical devices should be checked periodically. 7. Smoking is permitted ONLY in designated outside areas. We all must be aware of potential fire hazards and work on a daily basis to ensure compliance with the fire safety program. Smoking continues to be the primary cause of building fires. Caution should be exercised in all areas where smoking is permitting. Defective or inappropriately used electrical equipment such as extension cords is another major cause of fire. All electrical appliances used in the building must be UL approved and be inspected by the Pastor or his designee. Report any hazardous equipment to the pastor or his designee Louisiana Annual Conference of The United Methodist Church 109

134 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Preventing Church Arson Churches are often an easy target for arsonists, since they are located in isolated areas, they are empty much of the time, and many are constructed of wood and furnished with wooden pews. The U.S. Fire Administration provides these simple safety tips to prevent Church Arson: Illuminate the church exterior and entrances. Keep shrubs and trees trimmed so building can be observed by passing patrols. Use adequate locks and security devices on doors and windows. Communicate with law enforcement and fire officials about concerns regarding arson and other crimes. Keep boxes, trash, wood, and other combustibles away from building. Install smoke alarms on every level of building and test batteries once a month. Replace smoke alarm batteries at least once a year. Major Causes of Fire 1) Careless Smoking Be careful to observe all NO SMOKING regulations. If you do smoke, use an ashtray that will not permit a cigarette to fall out. 2) Combustible Waste Improper storage of combustible waste is the cause of many fires. Combustible waste should be placed in approved containers with tight fitting covers; so that any fire occurring will be confined within the container. Materials capable of spontaneous ignition should be kept in separate containers. 3) Electrical Hazards Circuit breakers are the safety devices in electrical wiring. Except for special equipment, they should not be over 15 amperes in size. Be sure to report any defective electrical equipment promptly. Do not operate light switches or connect or disconnect equipment where any part of your body is in contact with metal fixtures. 4) Exits Do not permit the obstruction of hallways, doorways and ramps, or allow them to be used as storage areas. Because fire spreads quickly it is important that sufficient light is provided and hallways are unobstructed to enable persons to evacuate safely and promptly. 5) Interior Doors The proper operation of Interior Doors is necessary to divide the church into sections, thus providing some protection to other areas. Keep all such doors closed when not in use which will assist in preventing the spread of fire and smoke Louisiana Annual Conference of The United Methodist Church 110

135 CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS Toxic Smoke Figure 2: Fire at a Cathedral in Wichita, Kansas A fire s heat and smoke are more dangerous than its flames. Smoke encountered in a fire may be charged with toxic gases that can prove fatal upon short exposure. In fact, 97% of fire fatalities are normally caused by smoke inhalation that sears and scorches the lungs. Most combustible materials contain carbon, which burns to form carbon dioxide when there is sufficient air supply; or poisonous carbon monoxide when the air supply is restricted. Because it is odorless, carbon monoxide is one of the most toxic of all fire gases. A common example of a fire that causes death by suffocation is the burning of items such as upholstered furniture or mattresses. These produce smoke containing nitrous oxide, carbon monoxide, and other gases, which are not only noxious but also highly lethal. Smoke Rises. Quick response of personnel whenever smoke is present in the building is of vital importance. If rescue of a person is necessary, keep low when you enter the room Louisiana Annual Conference of The United Methodist Church 111