Congregations & FBO Leaders Course Introductions Continuity of Ministry & Operations Planning (COOP): Minimizing Operational Disruptions Welcome Arlington County OEM Charlotte Franklin, Deputy Coordinator Roman Catholic Diocese of Arlington 1
The picture can't be displayed. The picture can't be displayed. Administrative Remarks Schedule Restrooms Locations Scheduled Breaks Please turn off or mute all pagers and cell phones Locate emergency exits If evacuated, meet at the back of the parking lot and await further instructions Questions vs. Parking Lot Instructor Peter B. Gudaitis, M.Div., President National Disaster Interfaiths Network 2
Peter B. Gudaitis, M.Div., President, National Disaster Interfaiths Network Chief Response Officer, New York Disaster Interfaith Services Adjunct Professor, Hartford Seminary Research Associate, USC Center for Religion & Civic Culture 4 West 43 rd Street, Suite 407 New York, NY 10036 pgudaitis@n-din.org www.n-din.org Who Is In The Room? In 1 Minutes or Less! Your name, title and parish/agency? Your role within your parish/agency and how it relates to disaster & emergency management? Slide 5 3
Murphy s Law Slide 6 In 1 Minutes or Less! Self Assessment What are the hazards you most likely to impact your parish, diocese or county. How would any of those hazards impact your parish or agency s day-to-day operations. What is the Hazard you fear most & why? Slide 7 4
Resources Review Module 1 Continuity of Ministry & Operations Planning (COOP): Minimizing Operational Disruptions Be A READY CONGREGATION 26 Tip Sheets for U.S. Religious Leaders www.n-din.org 5
Be A READY CONGREGATION Tip Sheet: Children & Disasters Tip Sheet: Active Shooter Be A READY CONGREGATION PARTNER Competency Guidelines for Sheltering & Mass Care Buddhist Hindu Jewish Muslim Sikh 6
ESC Trainings: Emotional & Spiritual Care Chaplain Spiritual Care Worker Train-the-Trainer Psychological First Aid Mental Health First Aid STAR: Strategies for Trauma Awareness and Resilience Using Faith Community Engagement Tip Sheets More detail can be found in the Tip Sheets accompanying this course. Engagement Best Practices & Resources: LEADER Process: Creating an Engagement Plan Cultural Competency Tips Resources and Tools Slide 13 7
Using Faith Community Engagement Tip Sheets More detail can be found in the Tip Sheets accompanying this course. Engagement Guidelines: Religious Leaders Buddhist Leaders Christian Leaders (7 tip sheets): Black Church Protestant Church of Jesus Christ of Latter-Day Saints (Mormon) Evangelical Megachurch Latino Protestant Orthodox Christian Protestant Roman Catholic Hindu Leaders Jewish Leaders Muslim Leaders Sikh Leaders Slide 14 8
COOP: Continuity of Operations Plan Continuity of Ministry Plan Table Top & Exercises Preparedness & Planning Congregant Preparedness Developing a Congregation Plan Asset Mapping Risk Communication Recovery Operations Partnerships Training Asset Mapping Risk Assessment COOP Unit 1 Continuity of Ministry & Operations Planning (COOP): Minimizing Operational Disruptions 9
FEMA Whole Community Doctrine We need to move away from the mindset that federal and state governments are always in the lead, and build upon the strengths of our local communities When disaster strikes, the initial services provided may not come from government, but rather from churches, synagogues, mosques and other faith-based and community organizations FEMA is working to improve our preparedness through the Whole Community framework. When the community is engaged in an authentic dialogue, it becomes empowered to identify its needs and the existing resources that may be used to address them. --W. Craig Fugate, FEMA Administrator Slide 18 Assets of Faith Communities in Disasters Local non-profits and faith-based organizations far exceeded their primary role as safety net social service providers, offering meals, emergency supplies, vital information, medical care, referrals to alternate housing, and providing public safety [they] addressed the immediate needs of at-risk residents and communities at large in the critical 72 hour period following the storm and have extended support services through the city s ongoing recovery. Supporting Community-based Disaster Response: Lessons Learned from Hurricane Sandy, Office of the Public Advocate for the City of New York, June 2013 Slide 19 10
Assets of Faith Communities Mission to Serve: Help people cope and recover Trust: Moral authority and legitimacy Resources: Space, people, money, logistics, communications, national affiliates, other capacities Knowledge: Language, cultural competency and an intimate knowledge of people and communities Slide 20 Assets of Faith Communities in Disaster Networks: Reach beyond their own congregations into larger geographical areas (houses of worship may serve congregants from other neighborhoods) Programs: Human services, disaster volunteers Staying Power: Longevity in community recovery Slide 21 11
Assets of Faith Communities People Leadership Bodies (judicatories, federations, networks) Congregations Schools, colleges, theological institutions Hospitals, clinics Social service organizations Disaster human services organizations Clubs, youth groups Worship or study groups Cultural institutions Communication networks & Religious media Burial societies, cemeteries Slide 22 Live, Work, and Worship Lens People of faith may live, work, and worship in different geographic areas. Any of these three areas may impact the recovery and resilience of survivors and communities. Slide 23 12
Rapid Assessment Quiz Name a Scenario Physical assets What are two or three physical assets of your congregation? Reassess what assets did you not think of at first? Think creatively! Be specific. Individual assets What are the human labor and skills available? Associations What groups of people do you connect with in your community? They can be inside or outside of the congregation. Institutions What institutional partnerships can assist and how? Economic assets What does funds does your congregation have? What can you access? Slide 24 Landscape of Religious Institutions Slide 25 13
Landscape of Religion & Disasters Slide 26 Voluntary Organizations Active in Disaster National Voluntary Organizations Active in Disaster (National VOAD) is the forum where organizations share knowledge and resources throughout the disaster cycle preparation, response, and recovery to help disaster survivors and their communities. National VOAD is a consortium of approximately 56 national organizations and 55 State and territory equivalents (there are also county-level VOADs). Slide 27 14
Risk Assessment A Risk is the amount of harm that can be expected to occur during a given time period due to the impact of a specific event (e.g., hazard, emergency or disaster). In practice, the amount of risk is usually categorized into a small number of levels because neither the probability nor harm severity can typically be estimated with accuracy and precision. A Risk Matrix is a matrix that is used during Risk Assessment to define the various levels of risk as the product of the harm probability categories and harm severity categories. This is a simple mechanism to increase visibility of risks and assist management decision making. Slide 28 Risk Assessment Matrix Negligible Marginal Critical Catastrophic Certain High High Extreme Extreme Likely Moderate High High Extreme Possible Low Moderate High Extreme Unlikely Low Low Moderate Extreme Rare Low Low Moderate High Slide 29 15
Risk Assessment Matrix Certain Likely Possible Unlikely Rare Negligible Marginal Critical Catastrophic Slide 30 COOP: Continuity of Ministry Operations Plan COOP for Congregations and FBOs is an initiative to ensure that organizations are able to continue to perform their essential functions before, during and after incidents or disasters that threaten to or disrupt essential or normal ministry or program operations. Slide 31 16
COOP Objectives Ensure continued performance of essential functions Ensure succession to office of key leadership Provide assistance to staff and clients Reduce/mitigate disruptions to operations Protect essential assets Equipment/Records Achieve timely recovery/reconstitution Maintain TT&E* program for validation (*Test, Training & Evaluation) Slide 32 10 Primary Elements of a Viable COOP Plan Essential functions Orders of succession Delegations of authority (Incident Command System) Continuity facilities Continuity communications Essential records management Human resources Tests, training, and exercises Devolution of control and direction Repair or Reconstitution operations Slide 33 17
COOP Considerations Be capable of implementation anytime, with and without warning. Implementation must be either by leadership activation or standing protocols. Provide full operational capability for essential functions with 1-12 hours after activation. Be capable of sustaining operations without significant external support for up to 30 days. Slide 34 COOP Planning Resources Flash Drive: Congregation COOP Congregation Preparedness Congregation Recovery Diocesan Preparedness Slide 35 18
15 Minute Break Slide 36 15 Minute Break & Grab a Box Lunch Slide 37 19
Tabletop Exercise (TTX) Unit 3 Continuity of Ministry & Operations Planning (COOP): Minimizing Operational Disruptions Tabletop Excercise Slide 39 20
Kobayashi Maru? 4:00PM Saturday, April 23, 2016 Holy Spirit Catholic Church, Annandale, VA 40º Clear Sky 100 Adults are at Mass 200 Teens are at a Youth Event onsite 100 Homeless arrive at 9AM Sunday for Food distribution 500 People will arrive at 9AM for Mass $10,000 in Cash is in the Safe & Payroll is Due Monday The Pastor is on a silent retreat at Clear Creek Abbey, OK Slide 40 Kobayashi Maru? 4:15PM Saturday, April 23, 2016 Holy Spirit Catholic Church, Annandale, VA A loud rubble and bang can be heard, the building shakes Later, the power flickers for 30 Seconds and goes out Some adults and teens notice cell phones aren t working A parent calls an old POTS line in the parish kitchen and tells the person who answers that there have been explosions at three regional power plants, terrorism is suspected. EBS activated, everyone told to shelter in place. Slide 41 21
Kobayashi Maru? 5:00PM Saturday, April 23, 2016 Holy Spirit Catholic Church, Annandale, VA Some parishioners are watching TV Marshal law has been declared for 48 hours, everyone other than essential staff and emergency personnel, must shelter in place. Teens and some adults begin to panic. Everyone is beginning to get hungry and wonder what plans should be made to secure buildings and care for everyone on site. Slide 42 Kobayashi Maru? Program Decisions to be made What plans are in place & who is the Incident Commander? What additional threats should be considered? What assets are available to activate? Are there nearby partners who can help? What are the needs of those onsite? Which can be met? What is the plan to link individuals back to their families when Marshal Law is lifted? Slide 43 22
Kobayashi Maru? 11:00PM Sunday, April 24, 2016 Holy Spirit Catholic Church, Annandale, VA The ICS team meets for final briefing before turning in for the night. A police officer walks in and informs the team that asbestos and other chemicals from a damaged nearby power plant are contaminating the air and water. Arlington OEM has order Annandale evacuated for 30-60 days. Buses are arriving in 6 hours to evacuate all people without cars. The police have indicated the town will not be 100% secure during this period of time. Slide 44 Kobayashi Maru? Administrative Decisions to be made What COOP plans are in place to relocate operations? What essential functions must remain operational? What information and essential materials must be moved? What is the risk communication plan? How to reach Parishioners? Teen s Parents? Clients? What plans need to be made if the parish and its operations must be evacuated and relocated for 30-60 days and what are the steps needed if building security is uncertain? Slide 45 23
Debrief Slide 46 Kobayashi Maru? A no-win scenario training exercise tests ethical decisionmaking and leadership. Part of that ethical leadership is recognizing the limits of your powers, and deciding what todointhefaceofthoselimits. The real test of the Kobayashi Maru is not how you respondtotheexercise,buthowyougoonfromthere Slide 47 24
10 Minute Break Slide 48 Creating & Sustaining Plans, Capability & Capacity Unit 4 Continuity of Ministry & Operations Planning (COOP): Minimizing Operational Disruptions 25
Developing a COOP Plan A plan for what to do if your facility, staff and communications systems are is not accessible. Define crisis management procedures and individual responsibilities in advance. Talk with your staff or leadership and frequently review and practice what you intend to do during and after an emergency. Plan for how to communicate with your congregation in an emergency including if your community is evacuated. Slide 50 Developing a COOP Plan Plans should address 4 types of activities: Emergency Action Plan: Include actions that should be taken just before (if there is warning) or immediately after a disaster to prevent loss of life and property and to promote fast recovery. Make a checklist. Risk Communications Plan: Detail who will be contacted, under what circumstances, how, and for what purpose. Continuity of Social Services: Provide for continuation, growth (surge), or suspension of existing programs. Continuity of Ritual Life and Spiritual Care: Provide for continuation, growth, or suspension of religious activities. Slide 51 26
Lists Forms Plans Templates Leadership Who will take responsibility for preparedness activities? Congregational Disaster Coordinator / Disaster Leadership Team Disaster Leadership Team Contact Information Goals What does your congregation want to do in case of disaster? Preparedness Goals / Forming Goals Congregational Goals Risk Assessment What emergencies have happened before and what should you prepare for? Local Crisis History Brainstorm Possible Disasters and Emergencies Identify Groups that Include or Serve Vulnerable People Property Assets What do you have that you need to protect? Inventories of Property-Related Assets Inventory Form Items to Protect Items to Bring in an Evacuation Church "Go Kit" Insurance Information Secure Storage of Archives and Records Response & Recovery Capacity What and whom do you have that will help you respond after an emergency? Congregational Resources Congregational Activities Resources Members with Disaster-Related Skills/Certification/Resources Member Questionnaire Goals and Response Communication & Outreach Whom do you need to contact after an emergency, how and for what purpose? Important Contacts Diocesan Contact Information Church Staff Contact Information People with Financial Authorization Approval Congregation s Emergency Contacts Local Preparedness and Response Organizations Vendor Contact List Outside Users of the Building Local Media Information Developing Templates for Initial Response Example: Major Disasters with Warning Example: Local Emergencies with No Warning Template: Major Disasters with Warning Template: Major Disasters with No Warning Template: Local Emergencies with Warning Template: Local Emergencies with No Warning Slide 52 Train, Test & Evaluate Slide 53 27
Evaluation & Closing Remarks Slide 54 Contact Information: Peter B. Gudaitis, M.Div., President National Disaster Interfaiths Network 4 West 43 rd Street, Suite 407 New York, NY 10036 pgudaitis@n-din.org www.n-din.org Slide 55 28
Program Decisions to Be Made Plans In Place? ICS? Additional Threats? Assets? Nearby Partners? Needs On Site? Triage? Reconnect Plan? Slide 56 Administrative Decisions to Be Made COOP Plan for Relocation? Essential Functions? Information & Essentials? Communication Plan? Security Plan? Slide 57 29