Web viewCongregational Disaster Plan Template . For Presbyterian Churches in the Hudson River Presbytery. This document is based on plans and templates previously

(CHURCH NAME) Disaster Plan

(Church Name) Disaster Plan

Revised (Date)

Feel free to use the Presbytery logo on the cover, but you might

want to substitute a picture of your church. After all, it’s your plan.

Congregational Disaster Plan Template For Presbyterian Churches in the Hudson River Presbytery

This document is based on plans and templates previously developed and published on the Internet by numerous churches and emergency management agencies around the U.S. and Canada. Sincere thanks to all of them and apologies if we fail to name them specifically.

This template is intended as a starting point for church leaders in the Presbytery of Hudson River in developing a site-specific plan for their congregation’s property and the surrounding parish. Every organization will have different needs and should adapt these recommendations to fit the needs of their particular site.

Finally, this template is linked to “Lesson 9 – Putting It All Together” of the presbytery’s online disaster management training site. However, it is a Microsoft Word file, so download it, and make a copy to modify for your use, or come back and download it again if you need to. Good luck and God bless you in your effort.


Table of Contents

I. INTRODUCTION.......................................................................................................................A. Introduction............................................................................................................................B. History & Background...........................................................................................................C. General Policy and Guidance.................................................................................................D. Personal Preparedness............................................................................................................

II. PREPAREDNESS AND PLANNING........................................................................................

III. THE DISASTER LEADERSHIP TEAM ..................................................................................A. Congregational Disaster Response Coordinator....................................................................B. Building Coordinator.............................................................................................................C. Incident Coordinator..............................................................................................................D. Medical Response Team Members........................................................................................E. Safety Response Team Members...........................................................................................

IV. BUILDING EMERGENCY PROCEDURES.............................................................................A. Building Coordinator Responsibilities...................................................................................B. Medical Emergency...............................................................................................................C. Fire and Smoke Emergencies.................................................................................................D. Building Evacuation Emergency...........................................................................................E. Severe Thunderstorm Emergency..........................................................................................F. Tornado Emergency...............................................................................................................G. Intruder/Active Shooter Emergency Action Plan..................................................................H. Indian Point Nuclear Power Plant Emergency.......................................................................I. Additional safety procedures for hazards identified for the specific church.........................

V. POST DISASTER RECOVERY.................................................................................................A. Congregation and Community...............................................................................................B. Presbyterian Disaster Assistance...........................................................................................

APPENDICES 1. Emergency Telephone Numbers............................................................................................2. Threats....................................................................................................................................3. Emergency Evacuation Maps – Shelter in Place...................................................................4. Emergency Evacuation Maps – Outside Triage.....................................................................5. Emergency Evacuation Maps – Evacuation Rally Point.......................................................6. Injury/Incident Report............................................................................................................7. Building Emergency Systems................................................................................................8. Conducting a Hazard Analysis & Hazard Analysis Worksheet.............................................9. Conducting an Inventory of the Church.................................................................................

ATTACHMENTS 1. Plan Review Attachment........................................................................................................2. Presbyterian Churches Inside the Indian Point EPZ..............................................................?....................................................................................................................................................


I. INTRODUCTION

A. IntroductionAll disasters are local: the local church is a major thread in the overall fabric of a community’s disaster defenses, the visible presence of the local church is essential in any type of disaster. Disaster response is an effective ministry through which we become instruments of God's healing and hope in a time of crisis.

Planning for emergencies means analyzing potential losses and planning how to minimize its effects. Being prepared and understanding what to do can reduce fear, anxiety and losses that may occur during emergencies.

Not all disasters are catastrophes, or have a severe effect on people or activities. This plan is written to: (1) maximize the likelihood that the leadership and people at the church have become familiar with anticipated problems, and (2) ensure that a written guidance is available to address the most likely or unusually usual situations that may occur.

B. History & Background

A disaster is the tragedy of a natural or human-made hazard (a hazard is a situation which poses a level of threat to life, health, property, or environment) that negatively affects society or environment. Disasters may occur following a series of events that give plenty of time to allow resources to put in place to minimize the disruptions that the disaster causes. At other times disasters occur suddenly and without warning so only pre-planning will ensure the effects of the disaster are minimized.

Federal, state and local authorities pre-plan for disasters, but only from the perspective of rescuing those in danger and ensuring that necessary public services are maintained and/or restored. Consequently it is incumbent upon individuals and groups of individuals to take steps to ensure that when a disaster disrupts society and their lives that they are prepared to respond in an orderly manner so that recovery can begin the moment those emergency services complete their work.

Disaster response and recovery is a vital part of the church mission. That we are called to love one another and that one of the ways we can show the love of Jesus is through the efforts we make in the community and around the world. Many initiatives, including Presbyterian Disaster Assistance are dedicated to providing relief for victims of disasters. In line with these PDA initiatives the Presbytery of Hudson River has appointed a disaster preparedness team and plans that address presbytery level activities in support of member congregations. Local churches are responsible for initial response activities in their parishes.

Consequently in (MONTH, YEAR) the (CHURCH NAME) Session created a Congregational Disaster Response Coordinator (CDRC) position responsible for developing and maintaining a written disaster plan, recruiting and training a congregational Disaster Leadership Team and ensuring that the church is constantly preparing for as many disaster scenarios that can be anticipated.

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C. General Policy and Guidance

This congregational disaster plan provides policy, procedures and guidance on how (CHURCH NAME) should react to disasters at the church, in the local community, and outside the local community. Although no particular disaster may occur exactly as anticipated during the planning, the step-by-step guidance contained in this plan should serve to ensure major issues are addressed.

In general the plan identifies the CDRC as the leader during the disaster response period. However it is reasonable to assume that the individual named by the Session as the CDRC may not be present at the time the disaster occurs. Consequently the guidance is written to allow other persons – members of the Disaster Leadership Team – to “take the lead” as the response coordinator. If circumstances allow, the CDRC may assume authority when contacted or following arrival at the church.

In most disaster response circumstances, the pastor shall not automatically be considered the leader of a disaster response because that role may distract him/her from other duties and responsibilities they have to serve the community. As a rule, if the pastor has had to assume the role of the response coordinator because no-one else was available, that responsibility should be assumed by the designated CDRC, or other church leadership, as-soon-as-possible. However, nothing in this plan shall negate or overrule the inherent and designated authority and responsibility the pastor has for the congregation, consequently the pastor shall always reserve the right to maintain or reassign the authority for any church response.

1. Where this Plan Fits into Disaster Preparedness & Response

Disaster preparedness is a cyclic process that can be described in six distinct phases:

1. Preparation (when there is no pending disaster) 2. Pending (when a disaster is looming, which can be time-frames from no-

warning to days) 3. Disaster strikes 4. Rescue (when emergency personnel react) 5. Relief (when the emergency personnel complete their work) 6. Recovery (when rebuilding occurs)

For some disasters, the plan may be used during the “Pending” phase if enough time is available before it occurs. Current weather forecasting usually provides days of warning before the arrival of severe storms which may disrupt activities at the church. Following the procedures in the plan will ensure orderly and timely notice regarding cancellations of services or activities. At other times, a disaster will occur without warning (such as a terrorist attack).

The duration of the “Disaster strikes” phase may be very small (such as a tree falling into the occupied building) or longer (such as a blizzard passing through the area). Consequently the response coordinator may or may not have time to assess the particular situation and modify the plans as appropriate for the circumstances. In

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general the step-by-step guidance should be followed unless the circumstances prevent it.

During the “Rescue” phase, this plan generally directs the church to stay out of the way of the emergency response personnel and activities. If arrangements have been made with the local emergency operations planners, and are included in the plan, the church may provide logistical support to the rescue activities, but if not this phase should be used to make specific plans for the follow-on phases of the disaster.

In the “Relief” phase, the church may respond to the disaster by activating Emergency Response Teams (ERTs) based upon preplanned guidelines managed by PDA. If the disaster is confined to the church property, or the local community, the CDRC or pastor may deploy the ERTs. The Presbytery Disaster Response Coordinator shall manage the deployment of ERTs outside the (CHURCH NAME) local community.

During the “Recovery” phase, the (CHURCH NAME) response will be governed by guidelines provided by PDA with specific mission teams under the authority and responsibility of the Hudson River Presbytery. Appendix C contains procedures that may provide structure and organization to the church response to this phase.

2. Who Will Use This Plan

This Church Disaster Plan is intended to be a guide for anyone directing the church’s response to a disaster, and anyone providing assistance during that response. As a matter of routine, the CDRC will be responsible for managing the disaster response. However since the CDRC will not always be at the church or available, anyone, including the pastor(s), church leaders, and members may use the plan to ensure that resources and procedures for reacting to emergencies are adequately addressed whether they occur at or near (CHURCH NAME), in the local community, the presbytery, or within the area of responsibility of the PDA. Church members are encouraged to become familiar with the plan for two reasons: to ensure familiarity with the policies and procedures so that confusion during a response is minimized, and to review the contents with “a fresh set of eyes” in order to bring to the CDRC’s attention omissions, mistakes and poorly described procedures that may occur because the authors are too close to the problem to recognize the issues.

3. How the Disaster Plan is Organized

The plan contains a brief introduction, a summary of the history and background describing why the plan has been developed, general policy and guidance regarding disaster response, an explanation of the cyclic nature of disaster response and how this plan addresses each of the phases, a clarification of who this plan was written for, a recommendation of how to prepare yourself at home, this section describing how the plan is organized, and policy how the plan will be made accessible. Specific guidance for aspects of response to disasters is addressed in the attached appendices.

D. Personal Preparedness

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Everyone who participates in worship, classes and activities at (CHURCH NAME) is encouraged to prepare themselves (and their family) for disasters that may affect them at home. The following web sites provide lists of recommended supplies and procedures for making disaster preparations at home:

a) www.ready.govb) www.fema.govc) www.dhses.ny.gov/oem/safety-info/index.cfm

II.

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II. PREPAREDNESS AND PLANNING

Being ready to deal with a disaster requires planning be done and some positive actions be taken while things are calm and there is no disaster to deal with. Below is a list of positive actions recommended by Presbyterian Disaster Assistance and the Hudson River Presbytery: (Or describe the actions you have taken or should take on a recurring basis. Guide your next generation of planners and leadership.)

Select, approve and train Congregational Disaster Response Coordinator(s). Make sure all buildings are safe by adhering to construction codes, installing smoke detectors

and fire alarms, and taking other appropriate measures. Obtain or confirm adequate insurance for all buildings and their contents. Insurance Policies

should be reviewed annually and copies saved in multiple locations. Complete an inventory of all the physical assets. See Appendix 9. This will help with

insurance planning as well as claims after a disaster. Consult with local emergency management regarding possible disaster scenarios. Develop

plans for each. (See Section III) Map existing and potential hazards -- possible sources of explosion, contamination, and

radiation -- and identify possible exposure during natural disasters (See Appendix 8) Learn the history of natural disasters in the area Update Congregational Directory at least quarterly. (Including e-mail addresses.) Develop a communication system within the congregation (i.e. phone tree, Shepherds, etc.) Prepare and maintain current a list of Emergency Contact Telephone Numbers. (See

Appendix 1) List congregation members with special needs, noted and updated annually Financial and Session records saved electronically and stored in multiple locations monthly. Inventory of physical plant made and updated annually. Video record recommended. Consult with local Red Cross and Emergency Management agencies regarding possible

shelters in the area. Determine if the physical plant can be used as an emergency shelter, point of distribution,

etc. Share emergency kit information with congregation. Kits can be assembled and distributed

by groups within the church to elderly and special needs congregation. Coordinate with local/state VOADs to ascertain response partners and roles of each. Prepare, and update as needed this congregational disaster plan (approved by session). Familiarize the congregation with Presbyterian Disaster Assistance and the Disaster

Response Ministry of the Presbytery of Hudson River.

The following are suggested activities that may help the congregation in its overall community relations as well as to mitigate potential problems that could result in disasters or emergencies.

Encourage members and people in the surrounding community to seek training from the American Red Cross and other agencies in first-aid, fire suppression, light search and rescue, disaster management, crisis intervention, spiritual/emotional care, etc.

Foster understanding among community and service organizations about the human-caused component in disasters and what the church may be able to do to lessen the impact of a potential disaster or prevent a disaster altogether

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Participate with others in identifying and advocating for the needs of the most vulnerable and working for a just, disaster-resilient, sustainable community

Visit local agencies and corporations, express concerns, ask questions about public safety, and plans to respond to emergencies

Advocate for adoption and enforcement of structural measures that assure soundly constructed residential housing schools, hospitals, churches and other critical facilities to withstand the effects of hurricanes, earthquakes, and tornadoes

Develop and cultivate working relationships with community groups, public officials and civil servants, government agencies, and business concerned about environmental, technological, and public violence

Capitalize on enhanced awareness following a disaster to advance hazard reduction policies and practices

Support programs aimed at eliminating hunger and poverty and advancing human rights Advocate for the environment -- recycling programs, water and energy conservation, etc.

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III.THE DISASTER LEADERSHIP TEAM

The following are guidelines for creating an emergency response team within your congregation should you deem it necessary. The positions listed are recommendations and can be adapted to the needs of your particular site. We recommend that several people be designated and trained for each position and that each position be represented at every possible worship service or event.

A. Congregational Disaster Response Coordinator (CDRC)

The Congregational Disaster Response Coordinator coordinates the church’s involvement during and after a crisis which could include using the church for shelter, distribution of supplies, training, crisis counseling etc. This person would also undertake preparatory tasks like:

Establishing a church disaster response inventory of member skills, equipment and resources

Creating maps of the church indicating escape routes Promoting family and personal emergency preparedness among church members Organizing a buddy system for congregation members who are elderly or who have

health, mobility or transportation issues Developing an evacuation route Making sure church staff and volunteers like Sunday School teachers are aware of

evacuation routes, safety equipment etc. Establishing one or more first aid kits and ensuring supplies are up to date. Creating relationships in the nearby community, especially with service organizations

like food banks, shelters, recreation centers, community disaster agencies Having a plan for recruiting and managing volunteers Creating a map of all church members’ locations, including contact information Developing a contact system to ensure all members of a congregation are accounted

for and to assess their needs during an emergency

NOTE: Because of the extent of the CDRC’s responsibilities, it is suggested that this person be appointed for a specific term by the Session.

This person must:

Want to serve by helping others Be free to spend considerable time responding to a crisis and not be called away

by professional duties Be able to work under high stress Be able to make decisions quickly Be a good communicator Understand the need for self-care and rest despite a crisis Be able to delegate work and work well with others Have experience working with and managing volunteers

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It is usually a bad idea to have the pastor in this job as the pastor has a lot to do and will have a lot more to do during a crisis.

B. Building Coordinator

A building coordinator is a staff member or volunteer trained to know the floor plans of each building and the emergency evacuation procedures for any emergency—medical, fire, tornado, etc. The building coordinator may be involved in long-range planning.

A building coordinator may be responsible for: Receiving status reports from the Incident Coordinator. (See below) Relaying status report information to the emergency agency/agencies involved (e.g.,

fire department, police, paramedics, emergency management, etc.). Coordinating with the emergency agency/agencies any needed evacuations or other

emergency actions.

A building coordinator may work with the Disaster Leadership Team to: Coordinate emergency planning activities. Assist with recruiting team members. Schedule training. Communicate ongoing plans.

C. Incident Coordinator (It should be noted that the Incident Coordinator is not the same as the “Incident Commander”)

The incident coordinator on duty assumes responsibility for implementing the building emergency plan at the time of the incident, providing leadership until personnel with more experience arrive on scene. (Greeters, ushers, or other leaders might be appropriate for this position.) In this plan, the term “Leader” may be used to refer to the incident coordinator.

Responsibilities may include the following:

Ensuring that all safety response team members are assigned duties and understand all emergency procedures.

Working with other emergency response team members to evaluate an emergency. Ensuring proper emergency communication. Delegating needed emergency actions.

The incident coordinator may also be called upon by the emergency agency/agencies involved to aid in crowd control and building evacuation. The incident coordinator should immediately identify herself/himself as such to maintenance personnel and emergency agency personnel responding to an incident.

D. Medical Response Team Members

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Medical response team members are members of the emergency response team who have been trained in medical emergencies. Responsibilities include the following:

Providing first aid to those incurring a medical emergency until medical personnel with higher training arrives on scene.

Conducting a primary assessment of the medical emergency situations and reporting this assessment to appropriate personnel.

Providing medical assistance and support until professional help arrives. Remaining in charge‖ of a medical emergency situation until professional help

arrives.

Medical response team members should immediately identify themselves as such to any personnel responding to the incident.

E. Safety Response Team Members

The safety response team members are staff members or volunteers who understand and are prepared to facilitate a safe and effective response to any emergency situation. Safety response team members know the location of approved tornado shelter areas in the building. Responsibilities include the following:

Building evacuations—responsible for reporting to the incident coordinator that their assigned section has been cleared during an evacuation.

Lock down/shelter in place procedures Other intervention procedures as the situations dictate. Work in coordination with the building maintenance/trustees to minimize hazards. If available, maintain hand-held radios to coordinate with incident coordinator or

other team members.

Safety response team members should immediately identify themselves as such to any personnel responding to the incident.

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IV. BUILDING EMERGENCY PROCEDURES

A. Building Coordinator Responsibilities - General

In the event of an emergency, Building Coordinator responsibilities may include the following:

Knowing how to correctly respond to and summon help for a medical emergency. Knowing how to correctly report a fire or smoke emergency using the 911 emergency

numbers. Knowing the locations of the manual fire alarm pull stations in their area. Knowing the locations of the fire extinguishers in their area and how to use them. Knowing how to correctly respond to a fire warning alarm. Knowing the facilities lock-down/shelter in place procedure. Knowing designated shelter areas and precautions to take in the event of a tornado

emergency. Becoming familiar with exit routes and knowing alternate exits to correctly respond

to a call for an evacuation. Closing all opened doors as they evacuate an area.

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B. Medical Emergency

Call 911 or other appropriate emergency response activation number. Be prepared to give the following information:

Name and extension. Location. Number of people involved. Nature of injury or illness.

Remember to stay on the line until help arrives, if at all possible.

Treat minor injuries from supplies in the first aid kits. The kits are located (provide location here). NOTE: Regular CPR/First Aid training is recommended for all leaders, especially pre-school and Sunday School teachers.

While waiting for professional help do not move the ill or injured person, unless safety considerations necessitate movement or transportation to a safer location.

When professional help arrives:

Allow responding units to take control of situation. Disaster Leadership Team members will stand by to assist as needed

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C. Fire and Smoke Emergencies

1. If you detect smoke and/or fire:

a) Activate the manual fire alarm b) Initiate evacuation procedures for any occupants of the affected building(s) c) Call 911 (move to a safe area before making this call). d) Give your name, telephone number, and location. e) Describe the situation. f) If you know how to use a fire extinguisher and feel the best course of action is to

attempt to extinguish the fire, locate an extinguisher and, without risking injury attempt to extinguish the fire.

g) If the fire is beyond the point of a safe attempt to extinguish it, isolate the fire by closing doors in the area before evacuating.

2. If the Fire Warning Alarm Sounds:

a) Do not use the elevator. b) Immediately initiate Fire Evacuation Procedures.

Note: Evacuation route and holding areas should be checked and secured prior to the evacuation, if at all possible. (A fire alarm could be a ruse to get people to evacuate to an area where they are more accessible or vulnerable to someone wanting to harm them.)

1) Evacuation should be toward ground level. 2) If you encounter smoke or heat in a stairwell, proceed across that floor to

another stairwell and continue evacuation to ground level. 3) Assist disabled persons in your area. 4) If you encounter smoke, take short breaths through your nose and crawl

along the floor to the nearest exit. 5) Feel all doors with your hand before opening. If the door is hot, do not open

it. If the door is cool, open it slowly, keeping behind the door in case you have to quickly close it to protect yourself from oncoming smoke or fire.

6) Proceed to the ground level and outdoors. 7) Move upwind of the building at least 75 feet away from the building and

beyond designated fire lanes. 8) Go to your designated assembly area (if possible). 9) Do not go to your automobile or attempt to move it from the parking lot.

This could hinder access by emergency vehicles. 10) Do not congregate near building exits, driveways, or roadways. 11) Do not reenter the building until an “all clear” is issued by the Incident

Coordinator. (Note: The “all clear” should be initially issued by the Fire Department.)

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D. Building Evacuation Emergency

All members of the Disaster Leadership Team, as well as staff members, should know the emergency evacuation routes and procedures for their building, and their designated assembly area outside the building. Memorize the exit route closest to your work area or office.

Note: Ensure that (identify appropriate leader here) has planned with disabled leaders or members a procedure to assist each disabled person in evacuating. Emergency evacuation procedures should be provided to all members (e.g. in member orientations).

The designated assembly areas are located: (provide primary and alternate locations here).

Building Primary Assembly Area Alternate Assembly Area

If a Building Evacuation is initiated, important “dos” and “don’ts” are:

Remain calm. Follow the instructions of the incident coordinator or emergency response team, if

applicable. If you occupy an enclosed office, close the door as you leave. Use stairwells (do not use elevator) for evacuation. Be alert for other staff, members,

and emergency agency personnel who might also be using the stairwells. Do not return for coats, purses, briefcases, etc., after you have left the area. Do not smoke. Do not return to your area until the “all clear” signal is given.

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E. Severe Thunderstorm Emergency

A thunderstorm affects a relatively small area - the typical thunderstorm is 15 miles in diameter and lasts an average of 30 minutes. Despite their small size, ALL thunderstorms are dangerous! They can produce lightning strikes, damaging hail, damaging straight-line winds, flash flooding and tornadoes A thunderstorms is classified as “severe,” if it produces hail at least one inch in diameter, winds of 58 mph or stronger, or a tornado.

Severe Thunderstorm Watch - issued when conditions are favorable for the development of severe thunderstorms. If you are located in and around the watch area should keep an eye to the sky and listen to NOAA weather radio or tune to local broadcast media for further weather information. The watch is intended to give you time to prepare, time to review safety rules.

Severe Thunderstorm Warning - issued when a severe thunderstorm has been detected by national weather service radar or a reliable report has been received. A warning is usually issued for portions of one or two counties, for an hour or less. If the warning includes your church, you should take immediate action to protect your life and the lives of others. Treat this warning the same as you would a tornado warning by taking the proper safety precautions:

Stay inside a sturdy building or shelter that can protect you from deadly lightning, large hail, damaging winds, flooding rain and tornadoes.

Once in a shelter, stay away from windows and avoid electrical equipment and plumbing. Remember to bring pets inside.

If there is time, secure loose objects outside as these objects often become dangerous flying debris in high winds.

Postpone outdoor activities until the storms have passed. Remember, if you can hear thunder, you are close enough to the storm to be struck by

lightning.

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F. Tornado – Weather Emergency

A tornado appears as a rotating, funnel-shaped cloud that extends from a thunderstorm to the ground with whirling winds that can reach 300 miles per hour. Tornadoes generally occur near the trailing edge of a thunderstorm but occasionally, tornadoes develop so rapidly that little, if any, advance warning is possible. Before a tornado hits, the wind may die down and the air may become very still. Tornadoes can cause fatalities and devastate a neighborhood in seconds

A Tornado Watch issued by the National Weather Service indicates that weather conditions are favorable for the development of tornadoes. The “watch areas” are usually large geographic areas, covering many counties or even states that could be affected by severe weather conditions including tornadoes. If you are located in and around the watch area should keep an eye to the sky and listen to NOAA weather radio or tune to local broadcast media for further weather information. The watch is intended to give you time to prepare, time to review safety rules.

A Tornado Warning is an alert issued by the National Weather Service after a tornado has been detected by radar or sighted by weather watchers or by the public. The National Weather Service provides the approximate time of detection, the location of the storm and the direction of movement. A tornado can move from one place to another at speeds of 25 to 40 miles per hour so prompt emergency action must be taken.

If a Tornado Warning is announced, a battery-powered radio should be used and tuned to the National Weather Service and local weather watchers radio frequency. Should a tornado develop which threatens our area, Disaster Leadership Team members should initiate actions to notify and protect all staff, members, and visitors in the facility.

Shelter in place by moving to a designated tornado shelter area immediately. Move quickly, but do not run. Basements are best shelters. Stay away from large open areas such as gymnasiums or the church sanctuary

Do not use elevators. Assist disabled personnel in your area. Warn others. Encourage them to get to safety immediately. If moving to a safer location in the building is not possible, get under a desk or table

in an interior office. Once you’ve situated yourself in the safest place you can find, protect your face and

head, and stay where you are until an “all clear” signal is given. (If circumstances change and new dangers are present, seek a different safe place.)

Shelter in place until you hear an announcement from a member of the safety response team and/or a hand-held radio system station (if applicable) that it is safe to return to your area.

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G. Intruder/Active Shooter Emergency Action Plan

Note: This Disaster Plan cannot cover every possible situation that might occur. Nevertheless, it is a training tool that can reduce the number of injuries or death if put into action as soon as a situation develops. Time is a critical factor in the management of a situation of this manner.

When a hostile person(s) is actively causing deadly harm or the imminent threat of deadly harm or is barricaded within a building, the following procedures should be followed:

1. Lock yourself in the room you are in at the time of the threatening activity. 2. If communication is available, call 911 or other appropriate emergency #’s. 3. Don't stay in open areas. 4. Do not sound the fire alarm. A fire alarm would signal the occupants in the rooms to

evacuate the building and thus place them in potential harm as they attempted to exit. 5. Lock the window and close blinds or curtains. 6. Stay away from windows. 7. Turn all lights and audio equipment off. 8. Try to stay calm and be as quiet as possible. 9. If for some reason you are caught in an open area, such as a hallway or main

congregation area, you must decide what action to take. a) You can try to hide, but make sure it is a well-hidden space or you may be found

as the intruder moves through the building looking for victims. b) If you think you can safely make it out of the building by running, do so. If you

decide to run, do not run in a straight line. Keep any objects you can between you and the hostile person(s) while in the building. Use trees, vehicles or any other object to block you from view as you run. When away from the immediate area of danger, summon help any way you can and warn others.

c) If the person(s) is causing death or serious physical injury to others and you are unable to run or hide, you may choose to play dead if other victims are around you.

d) The last option you have, if caught in an open area, may be to fight back. This is dangerous, but depending on your situation, this could be an option.

10. If you are caught by the intruder and are not going to fight back, follow their directions and don't look the intruder in the eyes.

11. Once law enforcement arrives, obey all commands. This may involve your being handcuffed or made to put your hands in the air. This is done for safety reasons, and once circumstances are evaluated by law enforcement, they will give you further directions to follow.

Warning Signs

It must be stressed that you may contact law enforcement, and certainly notify leaders in your organization if you have had contact with ANY INDIVIDUALS who display the following tendencies:

Threatens harm or talks about killing others. Constantly starts or participates in fights.

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Loses temper and self-control easily. Swears or uses vulgar language most of the time. Possesses or draws artwork that depicts graphic images of death or violence. Frequently initiates domestic violence. Becomes frustrated easily and converts frustration into uncontrollable physical

violence.

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H. Indian Point Nuclear Power Plant Emergency

Note: This procedure is only needed for churches within 10 miles of the Indian Point Plants. See Attachment 1.

Simply put, the two nuclear power plants at the Indian Point Energy Center in Buchanan, New York, utilize decay heat from radioactive materials to make steam for turbines which generate electricity. The Indian Point plants, like all U.S. commercial power-generating reactors, are designed and built to prevent any harmful material from escaping and posing a health threat to the public. However, the Federal government has mandated extensive emergency plans for the area surrounding those plants.

The area approximately 10 miles around the Indian Point is called the Emergency Planning Zone. Should there ever be an emergency that had the potential of harming the public, the governments of Westchester, Orange, Rockland and Putnam counties would be responsible for directing what actions the public should take – sheltering-in-place, evacuation, or no action at all.

The planning zone has been divided into smaller Planning Areas. Each Planning Area is described in the emergency information booklet which is mailed annually to residences and businesses in the planning zone. It’s important for you to know the Planning Area you are in, since emergency responses might differ greatly from one Planning Area to another.

(CHURCH NAME) is in the _____________________ Planning Area.

County officials would provide instructions on radio and TV in terms of the specific Planning Areas where actions would be required (or not) Emergency Alert System (EAS) messages would be preceded by the sounding of special sirens to alert the public to listen to their radios. (The sirens are not a signal to take any other action.)

When the emergency sirens are sounded, members of the Disaster Leadership Team should monitor WHUD radio (100.7 FM) for an EAS message or other news and information regarding the sirens. Scheduled quarterly siren tests are also announced on WHUD.

IF there is no recommendation for the public in your planning area, continue to monitor WHUD for any changes.

IF there is a recommendation for SCHOOLs in the area to early dismiss, the CDRC should consider:

Dismissing any classes at the church and cancelling activities for the rest of the day or evening

Directing closure of the church office and sending staff home so they can be with their families should further actions be recommended by officials. Advise staff to listen to the radio for instructions.

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Securing all church facilities by closing and locking all doors and windows, turning off heating and air conditioning systems that draw outside air, and setting security alarms to “On”

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I. Basic safety information specifically related to other disasters likely to occur in your area may be included here (i.e. flooding, hazardous material spills, etc.).

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V. POST DISASTER RECOVERY

This section of the plan covers two aspects of returning to a pre-disaster situation – both giving and getting assistance. The church’s capability to give assistance and its need to receive assistance are directly related to the resources it has and the resources it has lost. This section of them template describes some – but perhaps not all – general areas that should be studied and discussed in the planning process and then written into the plan. A. Congregation and Community

1. Survey of facilities (damage and capability)2. Interviews with staff and others present during event3. Requests from outside agencies for personnel and other assistance4. Additional help and resources available from other churches in the Presbytery5. Estimated length of recovery period

B. Presbyterian Disaster Assistance1. Presbytery is “gateway” to assistance from PDA. Contact Disaster Preparedness

Team through Presbytery office.2. Providing records and reports to PDA coordinators3. Receiving assistance from PDA work crews.

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APPENDIX 1 – EMERGENCY TELEPHONE NUMBERS

This appendix contains a list of the key individuals in the congregation and their assigned responsibilities as of (DATE) who may need to be contacted during a response to a disaster.

Authority/Position Name Contact

COUNTY EMERGENCY DISPATCH: 9-1-1

Pastor Phone:Mobile:E-mail:

Pastor Phone:Mobile:E-mail:

Congregational Disaster Response Coordinator (CDRC)

Phone:Mobile:E-mail:

Church Secretary Phone:Mobile:E-mail:

Clerk of Session Phone:Mobile:E-mail:

Property (Buildings & Grounds) Committee Chair


Mission & Social Concerns Committee Chair


Building Coordinator Phone:Mobile:E-mail:

Building Coordinator Phone:Mobile:E-mail:

Incident Coordinator Phone:Mobile:E-mail:

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Authority/Position Name Contact

Medical Response Team Phone:Mobile:E-mail:

Medical Response Team Phone:Mobile:E-mail:

Safety Response Team Phone:Mobile:E-mail:

Safety Response Team Phone:Mobile:E-mail:








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APPENDIX 2: THREATS In the event you receive a threat call (i.e. bomb threat, armed assault, custody issues), remain calm; if possible, have a pre-arranged signal to alert other personnel to listen to the caller also. If possible, advise the caller that the detonation of a bomb could maim or injure innocent people. INSTRUCTIONS: BE CALM, BE COURTEOUS. LISTEN. DO NOT INTERRUPT THE CALLER.

YOUR NAME: __________________________ TIME: _____________ DATE: ____________

CALLER'S: Male _____ Female ____ Adult ____ Juvenile ____ APPROXIMATE AGE: ______

ORIGIN OF CALL: Local __________ Long Distance ___________ Telephone Booth _______

VOICE CHARACTERISTICS SPEECH LANGUAGE

___ Loud___ High Pitch___ Raspy___ Intoxicated

___ Soft___ Deep___ Pleasant___Other

___ Fast___ Distinct___ Stutter___ Slurred

___ Slow___ Distorted___ Nasal___Other

___ Excellent___ Fair___ Foul

___ Good___ Poor___Other

ACCENT MANNER BACKGROUND NOISES

___ Local___ Foreign___ Race

___ Not Local___ Region

___ Calm___ Rational___ Coherent___ Deliberate___ Righteous

___ Angry___ Irrational___ Incoherent___ Emotional___ Laughing

___ Factory___ Machines___ Music___ Office___ Machines___ Street___ Traffic

___ Trains___ Animals___ Quiet___ Voices___ Airplanes___ Party___ Atmosphere

BOMB FACTS

PRETEND DIFFICULTY HEARING - KEEP CALLER TALKING - IF CALLER SEEMS AGREEABLE TO FURTHER CONVERSATION, ASK QUESTIONS LIKE:

When will it go off? Certain Hour __________________ Time Remaining ____________________

Where is it located? Building _______________________ Area _____________________________

What kind of bomb? ________________________________________________________________

What kind of package? _______________________________________________________________

How do you know so much about the bomb? _______________________________________________

What is your name and address? ________________________________________________________

Did the caller appear familiar with plant or building (by his/her description of the bomb location)?

If building is occupied, inform caller that detonation could cause injury or death.

Write out the message in its entirety and any other comments on a separate sheet of paper and attach to

this checklist.

CONTINUED

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1. Following the call, immediately clear people from the area around the item: a. Tell everyone to NOT use their cell phone or any radio while in the vicinity of the

item. Instead wait until they are at least a football field away from the device before using their cell phones.

b. Evacuate the premises. Use one of the Fire Alarms to alert others in the building that they must leave.

c. If necessary, use chairs, tables or other means to block off the area near the device so that people evacuating do not walk by nor disturb the item.

2. Call 9-1-1 and report the call: a. Use a land line is possible. If you use your cell phone ensure you are well away

from the device before calling (about 100 yards). b. Tell the operator “I have received a Bomb Threat at (CHURCH NAME),” c. Calmly answer the 9-1-1 operator’s questions, d. Church address is (CHURCH ADDRESS),e. Church telephone number is (BEST NUMBER).

3. Ensure everyone moves well away from the buildings or the vicinity of the item if it is outside the buildings. Use one of the Fire Alarms to alert others in the building that they must leave.

a. Tell them to NOT leave in their cars until after the fire/rescue vehicles have arrived and parked (to ensure the driveway remains open for them

b. Ask them to pray for the safety of the police and fire/rescue personnel responding to help.

c. Tell everyone to NOT use their cell phone or any radio while in the vicinity of the item. Instead wait until they are at least a football field away from the item before using their cell phones.

d. Tell them to NOT leave in their cars until after the fire/rescue vehicles have arrived and parked (to ensure the driveway remains open for the

4. When the first police or fire/rescue vehicle arrives, approach it and tell an official what has happened and whether anyone needs medical help.

5. Keep out of the way of the fire/rescue vehicles and personnel as do their work. 6. If the pastor is not present call him/her with information about what has happened at the

church.7. After the police personnel have investigated the scene and have departed, clean-up the

site to ensure no-one else is injured UNLESS police have declared the site a working crime scene.

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APPENDIX 3: EMERGENCY EVACUATION MAPS (Copy of this appendix in each room in the building - with directions to “evacuation location/shelter in place locations”) Insert Evacuation Location/Shelter in Place maps here.

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APPENDIX 4: EMERGENCY EVACUATION MAPS (Copy of this appendix in each room in the building - with directions to “Outside Triage Area”) Insert Outside Triage Area maps here.

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APPENDIX 5: EMERGENCY EVACUATION MAPS (Copy of this appendix in each room in the building with directions to “Evacuation Rally Points”) Insert Evacuation Rally Points maps here.

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APPENDIX 6: INJURY/INCIDENT REPORT The following form is a sample that may be helpful should an injury occur during an evacuation or other emergency procedure. It is important to maintain accurate records of any injuries incurred during an emergency in case of insurance or liability questions. Date: _____________________ Injured Person: ________________________________________ Completed by: ________________________________________ Where were you when injury occurred: _________________________________________________ Description of injury and how it occurred: (Use back if more space is needed)

Witnesses: ___________________________________________________________________________ Action Taken/Medical Treatment Provided:

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APPENDIX 7: BUILDING EMERGENCY SYSTEMS This appendix may include information about the location of emergency equipment and information about warning systems for your particular site. Such systems may include, but are not limited to, the following: Fire/Smoke Detection and Warning Recommended information: automatic sprinklers, location of fire extinguishers (including maps), lighting Emergency Power System Recommended information: emergency power backup equipment Recognizing an Alarm System Warning Recommended information: description of warnings (sound, light)

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APPENDIX 8: CONDUCTING A HAZARD ANALYSIS Purpose The purpose of a hazard analysis is to determine the hazards a site is most susceptible and vulnerable to experiencing. By determining those hazards prior to development, the site emergency plan will be realistic. Starting Point A good place to look for information regarding potential hazards is the local emergency management office. This office can describe the disaster history of the community, the location of flood plains, frequency of tornadoes, and so on. The local library may also provide some insight on local disasters. Considerations Look at disasters or emergencies that have occurred in the community, for example: tornadoes, wind storms, severe winter weather, heavy rains, forest fires, flooding, utility problems, transportation accidents, etc. Consider the geographic location of the site to flood plains, nuclear power plants, heavy forest, major transportation routes, and neighboring sites with might be hazardous. Look into past emergency events onsite. Consider technological problems that could occur due to problems on the site, such as heating and cooling systems, incinerator problems, power failure, etc. Consider the construction of buildings on the site. Do the buildings pose any hazards, such as building collapse? Hazard Analysis Worksheet Using the worksheet on the next page, examine the listed hazards. List any other possible hazards that the site may face under the first column labeled ―Hazards‖. Cross off any hazards that are not possible, for example, the ―onsite hazardous material‖ incident. Using a scale of 1 to 3, estimate the possibility of each listed hazard. 1. unlikely or low possibility 2. maybe or average possibility 3. likely or high possibility In the next three columns labeled, “Employee Impact,” “Property Impact,” and “Economic Impact” use a 1 to 3 scale. Using the 1 to 3 scale estimate the possible impact of each hazard on the employees, property and business. Use a worst case scenario to estimate the probable impact. 1. low impact (few hours lost productivity, nick and scratch injuries, slight property damage.) 2. moderate impact (loss of wage, loss of short term productivity, serious bodily injury, moderate property damage.) 3. high impact (loss of employment, loss of life, destruction of property and business.)

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After factoring each impact area, total the row for each hazard. Using the totals, prioritize the hazards to determine which hazards to plan for first. Depending on the needs and resources of the organization, complete the low priorities as possible, or not at all. HAZARD ANALYSIS WORKSHEET

Hazards Possibility Employee Impact

Property Impact

Economic Impact

Total Possible Impact

FireTornadoSevere Winter StormFloodOnsite Haz/Mat*Off-site Haz/Mat*Bomb Threat

Civil UnrestUtility

*Haz/Mat means Hazardous Materials

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APPENDIX 9: CONDUCTING AN INVENTORY OF THE CHURCH

Preparing an inventory of church contents is clearly one of the best ways to obtain better value from your insurance coverage. The contents of your property have great accumulated value as personal property. In the event that your inventory is lost, stolen or destroyed, an inventory helps to validate the existence of items and the cost to replace them.

There is a sample of one church inventory form at the end of this handout. You may want to use a different form. That’s okay. Just be sure it includes all the information you will need. It’s easier to get all the info at the same time than to go back and look for it. These instructions will help you get started.

What inventory includes:Church inventory is a list of moveable property. A lectern that can be carried from room to room is included but not the pulpit fixed to the floor. Loose rugs are included, but not wall-to-wall carpeting. Fixed property, such as the pulpit, pipe organ, pews, baptismal founts, stained glass windows, etc., should be cataloged and documented in church records, but there is no need to inventory them on a regular basis.

Each item in the list requires certain kinds of information: All items on the inventory should have a brief description, i.e.; 45 heavy-duty folding

chairs with cushioned seats. If known, the approximate date each items was purchased or given to the church. Include brand name and model number if known Estimate value of what each item would cost to replace new. Include the serial number of high-priced items in case they are stolen.

One approach is to use a school or church supply catalog – find a picture and price and paste it into the inventory itself.

Special Values:A desk is not always just a desk. If it is 100 years old and made from solid oak, it has special value. Antiques in general, one-of-a-kind items, and rare artifacts all need an expert appraisal measuring their financial value if they are to be replaced with like kind and quantity when lost. The same expert evaluation should be made of paintings, sculpture and other art objects.

How to take inventory:Taking inventory is an assignment best suited for several people. Only allow one organized person to be in charge of the written inventory to prevent any confusion or double entry. One or two persons can research catalogs, count chairs, open and close cupboards and pay attention to being comprehensive. With a team, the task can go quickly.

It is a good idea to keep a separate list for each closet or room or building. Even if you move things around, separate lists will provide a starting point for your next inventory. If you often have trouble finding things after a reshuffling, it may be time to adjust the inventory.

Photographs of each view of each room, open cabinet and contents, can be a valuable addition to the written inventory. The same is true for video recording, narrated as you go, by someone who can “show and tell” what is being recorded.

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Where to keep inventory:At least one copy of the church inventory should be kept away from the church, ideally in a safe deposit box. An inventory of church property is useless if it is lost along with the property.

A working copy of the inventory should be kept in the church office and updated when any major purchases are made or gifts are given. As new items are added, their cost can serve as their replacement value.

Transferring your physical inventory sheet data into a database or digital spreadsheet provides a third point of safekeeping. Photographs and videos can be embedded in or linked to the inventory. Make sure a copy of the computerized version of the inventory is kept outside the church, just as with the paper versions.

How often should the inventory be updated? Both copies of your inventory should be updated at least once a year. If you use the previous year’s inventory as a guide, take your time. Items may have been moved to other locations or their number may have changed. Don’t just check them off on a list.

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_____________________________________ CHURCHPhysical Inventory Sheet

Sheet # ____________ Building/Location __________________________________________

Serial Numbe

rItem/Description

We NeedIt ()

Owned (mo. /

yr.acquire

d)

Quantity

Value When

Obtained

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Counted by ____________________________________________ Date ___________________

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VI. ATTACHMENTS

(Scan or digitally capture floor plans, maps, staging areas, alternate approach routes, etc. into a low-resolution jpeg or pdf format and attach to the plan. List attachments in the table of contents.)

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Attachment 1 – Plan Review

This plan was reviewed and approved by: ____________________________________________________ Copies of this plan (including floor plans, evacuation routes, sample site map) were provided to: Police Chief: ______________________________________________ Date: __________ Fire Chief: _______________________________________________ Date: __________ Sheriff: __________________________________________________ Date: __________ Emergency Management Director: _____________________________ Date: __________ Emergency Medical Services: _________________________________ Date: __________

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Attachment 2 – Churches in Indian Point EPZ

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Documents

Web viewCongregational Disaster Plan Template . For Presbyterian Churches in the Hudson River Presbytery. This document is based on plans and templates previously