ARCHDIOCESE OF GALVESTON-HOUSTON
Action Plan for Hurricanes,
Floods, and Tornados
Emergency Planning
J. Kirk Jenings
5/9/2014
The information in this plan will assist the reader in preparing for the following natural disasters:
Hurricanes and Tropical Storms, Floods and Flash Floods, and Tornados.
Action Plan for Hurricanes, Floods, and Tornados
Table of Contents
SECTION ONE .......................................................................................................................... 2
Hurricanes and Tropical Storms ................................................................................................. 2
Hurricane Definitions.............................................................................................................. 2
Rating Hurricanes ................................................................................................................... 3

Planning For A Hurricane.................................................................................. 3
Levels of Activation ................................................................................................................ 4
Obtaining Official Storm Notification .................................................................................... 5

Levels of Activation Checklists ......................................................................... 5
After the Storm… ................................................................................................................. 13
SECTION TWO ....................................................................................................................... 14
Floods and Flash Floods ........................................................................................................... 14
Flood Definitions .................................................................................................................. 14

Preparing for a Flood ....................................................................................... 14
Flood Hazard Zones .............................................................................................................. 15
Obtaining Official Storm Notification .................................................................................. 15

Flood Safety Checklists ................................................................................... 16
After the Flood ...................................................................................................................... 18
SECTION THREE .................................................................................................................. 20
Tornados ................................................................................................................................... 20
Tornado Definitions .............................................................................................................. 20

Preparing for Tornados .................................................................................... 21
Obtaining Official Storm Notification .................................................................................. 21

Tornado Safety Checklists ............................................................................... 22
If a Tornado Hits/After the Tornado ..................................................................................... 24
Archdiocese of Galveston-Houston
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Action Plan for Hurricanes, Floods, and Tornados
SECTION ONE
Hurricanes and Tropical Storms
SECTION KEY
Disaster Definitions
Hurricane Definitions
Planning for a Hurricane

Levels of Activation Checklists
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. The rise in tides along with the devastating waves can cause catastrophic
damage to entire buildings. Millions of fish are killed by the crash of the storm surge
against the coastline and many people drown in the strong current produced by the
surge.
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.
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Action Plan for Hurricanes, Floods, and Tornados
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:
Category 2:
Category 3:
Category 4:
Category 5:
74-95 mph
96-110 mph
111-130 mph
131-155 mph
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.

Planning For A Hurricane
This section provides guidelines for the Incident Commander and parish 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
parish 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.
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Action Plan for Hurricanes, Floods, and Tornados
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 36-48 hours. Use volunteers to call vulnerable
parishioners 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 24-36 hours.
Level IV
Landfall is imminent with impact to the surrounding area within 12-24 hours.
Level V
Recovery period after the storm’s passage and winds have diminished.
Make sure that the committee has determined if the parish is located in a predesignated Hurricane Evacuation Zone for storm surge (See Chapter II, Section One,
“Profiling the Parish”). Will the parish normally be required to evacuate in the event of a
hurricane projected to impact?
IS THE PARISH IN A PRE-DESIGNATED HURRICANE EVACUATION ZONE?
WOULD THE PARISH BE REQUIRED TO EVACUATE IN THE EVENT OF A
PROJECTED IMPACT?
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Action Plan for Hurricanes, Floods, and Tornados
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 Forecast Office for the
Houston/Galveston area (http://www.srh.weather.gov/hgx/).
A Levels of Activation Checklist is provided below.

Levels of Activation Checklists
Level l
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 Appendix B, page 34,
“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 (i.e. Catholic
Mutual, Utilities: Electric, Gas, and Water, etc.) are up-to-date.
Archdiocese Emergency Call list is available on-line at the Risk
Management Web Page.
 ______ Review all vendor/supplier agreements (for water delivery) 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.
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Action Plan for Hurricanes, Floods, and Tornados
Level II
A Tropical Storm/Hurricane Watch has been issued for the area. Normally a strike
is predicted within 36-48 hours.
 ______ Initiate staff phone tree to inform staff and volunteers that an evacuation
is possible.
 ______ If the parish functions as a Red Cross Emergency Shelter, please review
agreements in preparation of opening the shelter.
 ______ Track and Monitor Location of the Storm (storm tracking form provided).
Contact National Weather Service’s Houston/Galveston office 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
Appendix A, page 27).
 ______ Designate a contact to communicate with the Archdiocesan Office to
inform it of closures 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.
 ______ Obtain boxes/cartons to pack the Blessed Sacrament, food, and supplies
should evacuation be necessary1.
 ______ 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 voicemail that can be activated if
offices close in the future.
 ______ If parish 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 parish has a food pantry or provides client assistance, case managers
should work with each client 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
1
In situations in which a very intense hurricane (Category 4 or 5) is projected to impact the parish, it may
be necessary to evacuate the Blessed Sacrament to a safe area.
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Action Plan for Hurricanes, Floods, and Tornados
clients with a Family Preparedness Guide and review the emergency
supply list with them.
 ______ Notify Archdiocesan contact of parish status.
 ______ Have a volunteer call “at risk parishioners” (See Appendix B, page 32
Vulnerable Parishioners; Special Needs Parishioners Forms). Make a
list of parishioners who need transportation to a shelter.
 ______ Review Hurricane Level III Checklist.
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Action Plan for Hurricanes, Floods, and Tornados
Level III
A Tropical Storm/Hurricane Warning has been issued for the area. A strike is
predicted within 24-36 hours.
 ______ Set up and move to a central location for disaster planning. This will be
the “Emergency Operations Center” for the parish.
 ______ Obtain sufficient travelers checks/cash for 7 days of operations.
 ______ Call the Parish Emergency Operations Center and seek advice on
whether or not evacuation plan should be activated.
 ______ Track and Monitor Location of the Storm (storm tracking form provided).
Contact National Weather Service’s Houston/Galveston office for storm
coordinates.
 ______ Call key staff together to discuss whether or not Evacuation Plan should
be implemented.
 ______ Decide if/when Parish 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 parish during working hours, send all nonessential staff home.
 ______ Notify Archdiocese about closings.
 ______ Notify callers of plans to close office.
 ______ Review Evacuation Procedures.
 ______ Contact Parish Emergency Operations Center every 4 hours to receive
updates. Brief staff on updates.
 ______ 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 ten, 3-5 gallon buckets, which can be filled with water
and used to flush toilets.
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Action Plan for Hurricanes, Floods, and Tornados
 ______ Borrow or rent a gasoline-powered chain saw.
 ______ Start recruiting drivers who can transport special needs parishioners to
shelters.
 ______ Change message on answering machine.
 ______ Review Level IV Checklist.
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Action Plan for Hurricanes, Floods, and Tornados
Level IV
Landfall is imminent with impact to the surrounding area within 12-24 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 parish 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 parishioners 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 the National Weather Service’s Houston/Galveston office or the
Parish Emergency Operations Center 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 facillity 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.
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Action Plan for Hurricanes, Floods, and Tornados
Level V
Recovery Period after the storm’s passage and winds have diminished. If
flooding has occurred, please refer to the “After the Flood” Checklist in the
Flooding Section, page 18.
 ______ 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 parish?).
 ______ Contact the Parish Operations Center and 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 claimes
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.
 ______ 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.
 ______ 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 parish staff if office is to remain closed.
 ______ If parish is to remain closed, activate alternative site for liturgy services
and parish operations.
 ______ If facility is designated as a disaster relief site, activate plans for
operation.
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Action Plan for Hurricanes, Floods, and Tornados
 ______ Begin organizing volunteers to help the community after the disaster.
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Action Plan for Hurricanes, Floods, and Tornados
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.
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Action Plan for Hurricanes, Floods, and Tornados
SECTION TWO
Floods and Flash Floods
SECTION KEY
Flood Definitions

Preparing for a Flood

Flood Checklists
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.
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Action Plan for Hurricanes, Floods, and Tornados
Flood Hazard Zones
The best way to determine if the parish is susceptible to flooding is to examine the
parish’s location on a Flood Insurance Rate Map. Using the flood insurance rate maps,
determine if the parish is in the floodplain.
LOCATE THE PARISH ON THE FLOODPLAIN MAP.
NOTE THE PANEL NUMBER
WHAT FLOOD ZONE IS THE PARISH LOCATED IN?
If you have any additional questions about reading and understanding a floodplain map
or have questions related to Flood Insurance Visit FEMA's Map Service Center at
(www.msc.fema.gov) to view the effective FIRM for Harris County and surrounding
counties.
The following questions are designed to assist you in assessing how flood proof you
property is.
IF THE PARISH PROPERTY FLOODED, WHICH BUILDINGS WOULD BE THE MOST
VULNERABLE?
ARE THE PARISH 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
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 going to the National Weather Service Forecast Office for the
Houston/Galveston area (http://www.srh.weather.gov/hgx/).
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Action Plan for Hurricanes, Floods, and Tornados
Flood Related Warnings and Cautions







Do not walk or drive through flowing water! Floods claim an average of 263 lives
every year. Do not try to cross a stream or other water-filled area unless the area is
determined to be safe. Floodwaters only one foot deep can sweep someone off
their feet and a depth of 2 feet will float a car. If you come across floodwaters –
stop and turn around the other way – you do not know the depth of the water, how
fast it is moving, or what is underneath.
Watch for fallen trees and live wires. Electrocution also is a major killer in floods.
Electrical current can travel through water. Report downed power lines to
authorities. Never use a power saw around trees entangled with power lines. A
spark could cause the gasoline engine of a power saw to explode.
Watch out for washed out roads, broken water lines, etc.
Snakes and rodents are often swept through or swimming in the water. Fire ants
may be in the water on leaves and branches.
Look before you step. After a flood, the ground and floors are often slippery and
covered with debris, including broken bottles and nails.
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 - wherever
they are able to hide. Use a stick to poke and turn items over and scare away small
animals. Never move brush or trash without wearing work gloves.
Use a generator or any gas powered machine and camping stoves outdoors. Cook
with charcoal outdoors only.

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 (See Appendix B,
page 29).
 ______ 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.
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Action Plan for Hurricanes, Floods, and Tornados
 ______ Ensure that all staff that has cellular telephones are inside the facility.
 ______ Continue any type of indoor activity.
 ______ Check all emergency food supplies and procure more water if
necessary.
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 Parish Staff/ Program Directors
 ________ Inform all visitors, students, and staff that a tornado warning has been
issued and prepare for transfer to a safe area (if located in the
floodplain).
 ________ Transfer the Blessed Sacrament to a safe area.
 ________ 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 and as off the floor as
possible.
 ________ Prepare emergency medical supplies for removal to safe areas.
 ________ Unplug all unnecessary electrical equipment (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.
 ________ Follow all instructions issued by local authorities.
 ________ If parish 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 parish visitors
as quickly as possible to a pre-assigned area.
Contact the
Archdiocesan office to report evacuation.
 ________ Once evacauation has occurred, perform a head count to ensure that
all personnel are accounted for.
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Action Plan for Hurricanes, Floods, and Tornados
 ________ Should any person be missing, report such person to the Pastor or
Disaster Coordinator immediately.
 ________ Do not return to look for the missing person. Special search teams as
have been developed for this purpose.
After the Flood
 ________ Call key staff and discuss preliminary needs and damage assessment.
Damage assessment needs to be complete within the first 24 hours.
Call the Crawford call center at 888-872-5680 to submit your
assessment.
 ________ 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.
 ________ 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. Call the
report to the Crawford call center at 888-872-5680.
 ________ Prepare list of initial needs as well as damage assessment and give to
the Pastor or his designee.
 ________ Contact the Catholic Mutual group and give them a report outlining
damage to parish facility. You may need to wait until Catholic Mutual
provides a representative before beginning cleanup.
 ________ Insure that all archival records are safe.
 ________ 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. (See Appendix B, page 30
for more information on water purification.)
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Action Plan for Hurricanes, Floods, and Tornados
 ________ Monitor the radio/television for recommendations regarding drinking
water, utility outage, road conditons, etc..
 ________ 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 parish staff if office is to remain closed (if this disaster occurs
after-hours).
 ________ If parish is to remain closed, activate alternative site for pastoral and
liturgical services.
 ________ Begin organizing Volunteers to help communityafter the disaster.
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Action Plan for Hurricanes, Floods, and Tornados
SECTION THREE
Tornados
SECTION KEY
Tornado Definitions

Preparing for Tornados

Tornado Checklists
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 wellmade structures and turning normally harmless
objects in 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.
Rating Tornados
Tornados are rated by wind speeds and damage in the Fujita Pearson Scale:
F-0:
F-1:
F-2:
F-3:
F-4:
F-5:
40-72 mph
73-112 mph
113-157 mph
158-205 mph
207-260 mph
261-318 mph
chimney damage, tree branches broken.
mobile homes pushed off foundation or overturned.
considerable damage, mobile homes demolished, trees uprooted
roof and walls torn down, trains overturned, cars thrown.
well-constructed walls leveled.
homes lifted off foundations and carried considerable distances,
automobiles thrown as far as 100 meters.
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.
Archdiocese of Galveston-Houston
20
Action Plan for Hurricanes, Floods, and Tornados
Tornado Season usually starts in March. Although tornados can occur any time
throughout the year, the peak activity is from March to early July.

Preparing for Tornados
This section provides guidelines for the disaster planning committee and parish 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 parish 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
can be received through the
news media and the National
Oceanic
and
Atmospheric
Administration (NOAA) Radio.

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.
Media usually get their reports through NOAA. However, it would be best to confirm the
threat by going to the National Weather Service Forecast Office for the
Houston/Galveston area (http://www.srh.weather.gov/hgx/).
Tornado Myths and Facts
Myth: Areas near rivers, lakes, and mountains are safe from tornados.
Fact: No place is safe from tornados.
Myth: The low pressure with a tornado causes buildings to “explode” as the tornado
passes overhead.
Fact: Violent winds and debris slamming into buildings causes most structural damage.
Myth: Windows should be opened before a tornado approaches to equalize pressure
and to minimize damage.
Fact: Opening windows allow damaging winds to enter the structure. Leave windows
alone; instead, immediately go to a safe place.
Archdiocese of Galveston-Houston
21
Action Plan for Hurricanes, Floods, and Tornados
Tornado Related Warnings and Cautions

The safest place to be during a tornado is
in a small interior room in the middle of a
building, such as a bathroom or a closet or
under a workbench or a strong table.

Stay away from outside
windows.
Never seek shelter in a car.

walls
and

Opening windows to equalize pressure
during a tornado is ineffective in reducing
damage and adds to the risk of flying
glass.

Hail (can be as large as grapefruit size)
often accompanies severe storms, so
move cars inside a shelter such as a
garage if possible. Keep car keys on your
person in case of emergency evacuation
after tornado due to damage.
Figure 3: Damage to a Catholic Church
from a Tornado in Fort Worth, TX.

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.
Archdiocese of Galveston-Houston
22
Action Plan for Hurricanes, Floods, and Tornados
 ________ Make sure that all staff that have agency cellular telephones ensure
that these are inside the facility.
 ________ 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.
 ________ 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.
Tornado Warning Issued
A tornado on the ground or a funnel cloud has been spotted.
 ________ Report Tornado Warning upgrade to all parish 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 pre-designated 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.”
Archdiocese of Galveston-Houston
23
Action Plan for Hurricanes, Floods, and Tornados
 ________ If all warnings and watches have been lifted, give “All clear” status, and
resume all normal operations.
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.
Use Incident Report Form.
 ________ 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 parish?)
 ________ 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 parish visitors.
 ________ Call key staff and discuss preliminary needs and damage assessment.
Damage assessment needs to be complete within the first 24 hours.
Call the Catholic Mutual Group.
 ________ 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.
 ________ 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.
 ________ Contact the Catholic Mutual group and give them a report outlining
damage to parish facilitties. You may need to wait until Catholic
Mutual sends a representative before beginning cleanup.
Archdiocese of Galveston-Houston
24
Action Plan for Hurricanes, Floods, and Tornados
 ________ Ensure that all archival records are safe. If records are damaged
contact records person at Archdiocese Archives.
 ________ 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 parish staff if office is to remain closed. (If this disaster occurs
after-hours)
 ________ If parish is to remain closed, activate alternative site for pastoral
service.
 ________ Begin organizing volunteers to help community after disaster.
Archdiocese of Galveston-Houston
25
Action Plan for Hurricanes, Floods, and Tornados
NOTES
Archdiocese of Galveston-Houston
26
Action Plan for Hurricanes, Floods, and Tornados
Appendix A Family Emergency Plan
Archdiocese of Galveston-Houston
Revised May 9, 2014
27
Action Plan for Hurricanes, Floods, and Tornados
Appendix A Family Emergency Plan
Archdiocese of Galveston-Houston
Revised May 9, 2014
28
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
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 Catholic Mutual and fax in damage assessment if the Parish facility
has sustained damages as a result of the storm.
Archdiocese of Galveston-Houston
Revised May 9, 2014
29
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
 Emergency Supplies Checklist
It is important that a parish have adequate disaster supplies on-hand before the threat of a
storm occurs. The parish 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 parish
facility may function as a shelter, an unexpected storm or a hazardous material incident
could strand staff, students, and visitors at the parish for an extended period of time. The
list below outlines emergency supplies that are recommended to be stocked in preparation
for a disaster.
Food
Make sure that enough food is onsite to feed each
member, student, and parish visitor. Canned foods
easiest to stock due to their extended shelf life and
storage. Be aware that they must be rotated out at
once annually. It is recommended that the supply
exchanged every 6 months and either eaten by the
donated to a food shelter.
The Importance of
Preparing
Scenario: Imagine that
a chemical spill causes
the parish to have to
shelter in place. Now
imagine having 40
small children who
miss their parents with
only stale crackers to
feed them!
staff
are the
easy
least
be
parish or
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
Plan to store enough water to supply each staff member, student, or parish 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 2 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.
2
A camper’s stove or other portable stove is a good purchase for cooking and boiling water.
Archdiocese of Galveston-Houston
Revised May 9, 2014
30
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Emergency Supplies List
Equipment for Facility Preparation and
Clean-up

Copy of disaster plan

Power saws/hand saws

Plastic garbage bags

Shovels

Sealable plastic bags

Crowbar

Waterproof boxes

Wheelbarrow/cart

Flashlight/ extra flashlight batteries

Jumper cables

Plastic sheeting/ tarps


2-way radios/extra batteries
Cameras (standard, digital, or
video)

Plywood (for boarding windows)


Ladders
Battery operated radio/weather
radio

Hammer and nails

Portable gas/electric stove

Mops

Ice chests

Buckets3

Brooms

Disinfectant/cleaning compounds

Bleach (at least 3 gallons)

Rubber boots

Rubber gloves

Work gloves

Masks

Duct tape

Small dehumidifiers/portable fans

Wet Vac

Extension Cords/50’, 3 wire
grounded

Portable Incandescent lamps/extra
bulbs
Disaster Supplies for Persons Onsite

Blankets/ sleeping bags

Sun screen

Canned goods4

Water5

First aid kits

CPR kits

Paper goods, plates, cups, plastic
utensils

Insect repellant
3
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.
4 Be sure that the food is non-perishable and packaged or canned. Identify storage date and replace
every 6 months.
5 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.
Archdiocese of Galveston-Houston
Revised May 9, 2014
31
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Vulnerable Parishioners
Many parishioners have no one except the Church to turn to in times of disaster.
Before a disaster strikes, it is important to determine who these vulnerable people
are so the parish can establish outreach programs targeted towards helping them.
Eucharistic ministers can provide a list of those who receive Communion at home
and in nearby nursing facilities. Social Concerns offices and parish 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 parish 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 persons who do not speak English?
Make sure these people are identified.
Archdiocese of Galveston-Houston
Revised May 9, 2014
32
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
SPECIAL NEEDS PARISHIONERS
Parish Name:
Archdiocese of Galveston-Houston
Name:
Spouse:
Address:
Phone:
List names and ages of additional 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:
Phone:
Emergency Contact:
Phone:
(NOT living with you)
Do you have dog(s)?  Yes, How many?
Cats?  Yes, How many?
(Note: Pets are NOT allowed in shelters. Make evacuation-shelter arrangements for them BEFORE a
disaster strikes.)
Do you have transportation in an emergency?  Yes  No  Maybe
Would you need transportation in an emergency?  Yes  No  Maybe
If yes, what type?  Standard Vehicle  Wheelchair access  Ambulance
Archdiocese of Galveston-Houston
Revised May 9, 2014
33
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
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 parish 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
parish should keep on hand in case of a disaster.
Routine Maintenance
Routine, preventative maintenance can help to minimize greater damage to a parish facility
during a disaster. Many insurance claims are denied because maintenance issues are allowed
to go unresolved which, in effect, creates 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. As part of the Archdiocesan Disaster Preparedness and Response plan,
routine maintenance is a mandatory requirement. Please assign a member of the committee, a
member of the building committee, and/or a parish staff member the task of completing the
maintenance checklists on an annual basis.
Storing and Protecting Parish 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, deacons (if any), and the sacramental records secretary
should have access to the records. No other person, including other parish staff or parishioners,
should have access to any of the sacramental books, even to view his/her own record.
Archdiocese of Galveston-Houston
Revised May 9, 2014
34
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Record Retention and Destruction Policy
TYPES OF RECORDS
RETENTION PERIOD
Audit reports
Permanent
Bank statements and cancelled checks
Current fiscal year + (5) previous fiscal years
Collection envelopes and copies of loose checks
Current calendar year + ( l ) previous calendar year
Construction records
(Contracts, correspondence , specifications,
drawings)
Permanent
Contribution records
(Logs, count worksheets, etc.)
Current calendar year + (5) previous calendar years
Correspondence files
(Letters & memos to & from the pastor & staff
members) Permanent Deeds, decree of erection,
blueprints
Permanent
Destruction log (records destroyed)
Permanent
General ledger
Permanent
Marriage packets
(80) years from the date of the marriage
Minutes of councils, organizations and groups
Permanent
Paid bills and receipts
Current fiscal year + (5) previous fiscal years,
EXCEPT that bills and receipts for capital assets are
retained for the life of the assets.
Parish bulletins
Permanent
Parish census
Permanent
Payroll records
Current calendar year + (7) previous calendar years
Personnel files
(10) Years after termination of employee After this
10-year period send to the Archdiocesan HR
department any documentation dated prior to 1991
that establishes a payroll history for the terminated
employees.
Sacramental registers
(Baptism, First Communion, Confirmation, Marriage,
Burial)
Permanent
State and federal tax-related documents
Current calendar year + (7) previous calendar years
Tax exemption records
(certificates and correspondence)
Permanent
Telephone message books/pads
Current calendar year
Time cards/sheets
Current calendar year + (3) previous calendar years
Archdiocese of Galveston-Houston
Revised May 9, 2014
35
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Storage of Records
Inactive records should be stored in clean, well-ventilated, pest-free areas. The storage areas
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.
If sensitive information is stored on computers, access to that information should be password
protected.
The sacramental records, books and marriage packets should be stored in a fireproof cabinet. Only
the pastor and assistants, the deacons (if any), and the sacramental records secretary should have
access to the records.
No other person, including the other parish staff or parishioners, should have access to any of the
sacramental books, even to view his/her own record.
Inactive records should be stored in filing cabinets, or in boxes (on shelves if possible). They should
not be piled loosely on shelves, to avoid hazards or possible loss.
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 parish
or organization must keep a log of all records destroyed , noting the type of records, and the date of
destruction (for example, "Cancelled checks, FY 1992-1993").
Records should never be laminated. The lamination process is irreversible and highly destructive.
Archdiocese of Galveston-Houston
Revised May 9, 2014
36
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
SCHOOL RECORDS: GUIDELINES FOR RETENTION/DISPOSAL
ACCREDITATION DOCUMENTS
TYPE OF RECORD
RETENTION
Provisional Application (since 1993)
Provisional Accreditation Verification Summary Report
Annual Report for Continued School Accreditation
Self-Study, Annual Report and Campus Data Survey
Visiting Team Consensus Report
Accreditation Status Report
Accredited School Certificate (should be displayed in school)
Plan of Corrective Actions (Accredited Warned)
Verification of Corrective Actions (Accredited Advised/Warned)
Revisit Summary Report (Accredited Warned)
Interim Report of Progress
Interim Visit Summary Report
Deficiency Removal Plan
Extension of Deficiency Removal Plan
Verification of Deficiency Removal
(At the end of the academic year, in which the deficiency is removed, the school can
destroy deficiency documents; retain transcripts in the personnel files.)
Professional Growth to Strengthen Competence – Accreditation
FEDERAL PROGRAM RECORDS
All equipment inventories include model and serial numbers.
This properly belongs to the LEA
P
P
P
P
P
P
P
ACT (current)
P
P
P
P
ACT (current)
ACT (current
CY
ACT + 6
P
FINANCIAL/BUSINESS RECORDS
TYPE OF RECORD
RETENTION
Audit Reports
Accounts Payable
Accounts Receivable
Bank Deposits/Registers
Check Registers
Check Copies/Stubs
General Ledger
Grants Received
Journal Entries
Payroll Journal
Tax Exemption (School)
Tax Forms (e.g., IRS Form 1099, W-2)
Tuition Payments
P
FY + 6
FY + 6
FY + 6
FY + 6
FY + 6
P
FY + 6
FY + 6
P
P
FY + 6
FY + 6
Archdiocese of Galveston-Houston
Revised May 9, 2014
37
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
HEALTH DOCUMENTS
TYPE OF RECORD
RETENTION
Student Accident Reports
Blood borne Pathogen Training Log
A. Individual Employee Training Records
B. Exposure Records
Lifelong Medical Exemption from Immunizations
Medication Permit
Physical Examination
School Clinic Log
School Medication Log
Student Emergency Card
Student Health Card
State Reports
A. Immunization Reports and Audits
B. Vision/Hearing, Spinal Screening Reports
ACT
ACT
P
ACT
ACT
ACT
CY + 2
CY + 3
SUP
SUP
CY + 9
CY+9
INSTRUCTION (Administration)
TYPE OF RECORD
RETENTION
Enrollment Projections
Faculty Meeting Agenda/Minutes
In-service Program Records
Records of Student Activities (if historical [P])
School Calendars
School Testing Results
Textbook Inventories
Lesson Plans
Class Lists
SUP
CY + 2
CY
ACT
P
SUP
SUP
SUP
P
LOCAL SCHOOL/EDUCATION BOARD
TYPE OF RECOR
RETENTION
Agenda
Board Minutes
Constitution and Bylaws
Policies
CY + 1
P
SUP
SUP
PERSONNEL RECORDS
TYPE OF RECORD
RETENTION
Attendance
Employee Files (transcripts, contracts, evaluations, I-9 forms,
License, Social Security numbers)
Teacher Service Record
CY
ACT + 6
P
TEACHER RECORDS (T.B., Job Descriptions, etc.)
TYPE OF RECORD
RETENTION
Archdiocese of Galveston-Houston
Revised May 9, 2014
38
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
SCHOOL MEMORABILIA
TYPE OF RECORD
RETENTION
Directories
Handbooks
Programs – Athletics
Programs – Seasonal
Newsletters
Bulletins
Photographs
P
P
P
P
P
P
P
SCHOOL PLANT
TYPE OF RECORD
RETENTION
Asbestos Records
Building Plans/Spec.
Equipment Inventories
Fire Code Records
Health Inspections
Insurance Claims/Payment
Lead Free Drinking Fountain Report
Maintenance Records
P
P
SUP
P
ACT
P
P
CY + 5
STUDENT RECORDS
TYPE OF RECORD
RETENTION
Attendance Records
Confidential/Psychological Records
Parent Notes, e.g., excuses for absences, tardiness, etc.
Permanent Record
Teacher Grade Book (after finalized on permanent record)
Trip Permissions
ACT + 6
ACT + 7
CY
P
CY + 1
CY+ 1
Archdiocese of Galveston-Houston
Revised May 9, 2014
39
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Protecting Computer Hardware and Software
More and more, electronic information has become a vital part of our organizations.
As such, there are various steps parishes 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 on the pages following this section.
1.
Inventory and document systems
a. Maintain an Inventory of Assets (Form 2-D) 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 parish bulletin and newsletters, maintaining
pastoral records)
c. Complete a Network Configuration Diagram.
Draw a diagram of how your network is connected. Include any routers, hubs,
switches, servers, workstations and printers.
Hub
Workstation
Workstation
Server
d. Document your hardware configurations.
Make a Hardware Configuration List (Form 2-E) 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.
Create a Software Applications List (Form 2-F) that includes all the software
programs you use along with their associated licenses, if applicable. Make a copy of
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Action Plan for Hurricanes, Floods, and Tornados
Appendix B
this software and store these copies at an off-site 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 parish bulletin and
newsletters, maintaining pastoral records, etc.).
From the lists prepared in Items 1d and 1e, identify which hardware and software is
critical and needed to the recovery of the administrative functions of the
organization.
g. Develop a Recovery Priority List.
2.
Backups
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-G) 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
parishes (Back-up Schedule Chart Form 2-G).
4.
Contact List
a. Keep an up-to-date list of support personnel and vendors (Form 2-H).
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 patterns from your anti-virus software vendor.
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 offsite (i.e., in a safe depository).
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Action Plan for Hurricanes, Floods, and Tornados
Appendix B
INVENTORY OF ASSETS
Description
Location
Serial Number
Archdiocese of Galveston-Houston
Purchase
Current
Cost
Value
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Action Plan for Hurricanes, Floods, and Tornados
Appendix B
HARDWARE CONFIGURATIONS
Hardware
Description
Location
Serial
Number
Processor
Speed
Archdiocese of Galveston-Houston
Amount
of
Memory
Hard
Drive
Size
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43
Operating
System
Indicate
If Critical
To
Recovery
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Software Applications
Software Description
License Number if
applicable
Offsite
Storage
Location
Archdiocese of Galveston-Houston
Indicate If Critical To Recovery
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Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Date
&
Initial
Friday
Date
&
Initial
Thursday
Date
&
Initial
Wednesday
Date
&
Initial
Tuesday
Backup
Task
Monday
Backup Schedule Chart
Archdiocese of Galveston-Houston
Date
&
Initial
Weekly
Date
&
Initial
Check
if
stored
OffSite
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45
Monthly
Date
&
Initial
Check
if
stored
OffSite
Action Plan for Hurricanes, Floods, and Tornados
Appendix B
Vendor Contact List For Goods and Services
Be sure to include alternate vendors for the goods and services you need.
Business
Contact
Phone
Extension
Archdiocese of Galveston-Houston
Fax
Address
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46
City
State
Zip
Action Plan for Hurricanes, Floods, and Tornados
Appendix C National Incident Management System
THE NATIONAL INCIDENT MANAGEMENT SYSTEM
The National Incident Management System (NIMS) identifies concepts and principles that
answer how to manage emergencies from preparedness to recovery regardless of their
cause, size, location or complexity. NIMS provides a consistent approach and vocabulary
for multiple agencies or jurisdictions to work together to build, sustain and deliver the core
capabilities needed to achieve a secure and resilient nation.
Consistent implementation of NIMS provides a solid foundation across jurisdictions and
disciplines to ensure effective and integrated preparedness, planning and response. NIMS
empowers the components of the National Preparedness System, a requirement of
Presidential Policy Directive (PPD)-8, to guide activities within the public and private sector
and describes the planning, organizing, equipping, training and exercising needed to build
and sustain the core capabilities in support of the National Preparedness Goal.
The National Preparedness Goal is a secure and resilient nation with the capabilities
required across the whole community to prevent, protect against, mitigate, respond to and
recover from the threats and hazards that pose the greatest risk.
NIMS is a systematic approach that includes the following components:
Preparedness
Actions taken to plan, organize, equip, train, and exercise to build and sustain the
capabilities necessary to prevent, protect against, mitigate the effects of, respond
to, and recover from those threats that pose the greatest risk. Within NIMS,
preparedness focuses on the following elements: planning; procedures and
protocols; training and exercises; personnel qualifications, licensure, and
certification; and equipment certification.
Communications and Information Management
Emergency management and incident response activities rely on
communications and information systems that provide a common operating
picture to all command and coordination sites. NIMS describes the requirements
necessary for a standardized framework for communications and emphasizes the
need for a common operating picture. This component is based on the concepts
of interoperability, reliability, scalability, and portability, as well as the resiliency
and redundancy of communications and information systems.
Resource Management
Resources (such as personnel, equipment, or supplies) are needed to support
critical incident objectives. The flow of resources must be fluid and adaptable to
the requirements of the incident. NIMS defines standardized mechanisms and
establishes the resource management process to identify requirements, order
and acquire, mobilize, track and report, recover and demobilize, reimburse, and
inventory resources.
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Action Plan for Hurricanes, Floods, and Tornados
Appendix C National Incident Management System
Command and Management
The Command and Management component of NIMS is designed to enable
effective and efficient incident management and coordination by providing a
flexible, standardized incident management structure. The structure is based on
three key organizational constructs: the Incident Command System, Multiagency
Coordination Systems, and Public Information.
Ongoing Management and Maintenance
Within the auspices of Ongoing Management and Maintenance, there are two
components: the National Integration Center (NIC) and Supporting Technologies.
The components of NIMS were not designed to stand alone, but to work
together.
Command and Management Elements
The NIMS Command and Management component facilitates incident
management. This component includes the following elements: Incident
Command System, Multiagency Coordination Systems, and Public Information.
Incident Command System: Helping Us Meet Our Mission
Disaster can strike anytime, anywhere. It takes many forms—a hurricane, an earthquake,
a tornado, a flood, a fire or a hazardous spill, or an act of terrorism. An incident can build
over days or weeks, or hit suddenly, without warning.
A poorly managed incident response can undermine our safety and well-being. With so
much at stake, we must effectively manage our response efforts.
The Incident Command System, or ICS, helps ensure integration of our response efforts.
ICS is a standardized, on-scene, all-hazards approach to incident management. ICS
allows all responders to adopt an integrated organizational structure that matches the
complexities and demands of the incident while respecting agency and jurisdictional
authorities. Although ICS promotes standardization, it is not without needed flexibility. For
example, the ICS organizational structure can expand or contract to meet incident needs.
Every incident requires that certain management functions be performed. The problem
must be identified and assessed, a plan to deal with it developed and implemented, and
the necessary resources procured and paid for.
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Action Plan for Hurricanes, Floods, and Tornados
Appendix C National Incident Management System
Regardless of the size of the incident, these same management functions are still
required.
Five Major Management Functions
There are five major management functions that are the foundation upon which an incident
management organization develops.





Command
Operations
Planning
Logistics
Finance & Administration
These functions apply to incidents of all sizes and types, including planned events and
emergencies that occur without warning.
Management Function Descriptions
Below is a brief description of the major incident management functions:





Sets the incident objectives, strategies, and priorities and has overall responsibility
for the incident.
Conducts operations to reach the incident objectives. Establishes tactics and directs
all operational resources.
Supports the incident action planning process by tracking resources,
collecting/analyzing information, and maintaining documentation.
Arranges for resources and needed services to support achievement of the incident
objectives.
Monitors costs related to the incident. Provides accounting, procurement, time
recording, and cost analyses.
Incident Commander
The Incident Commander has overall responsibility for managing the incident by
establishing objectives, planning strategies, and implementing tactics. The Incident
Commander is the only position that is always staffed in ICS applications. On small
incidents and events, one person—the Incident Commander—may accomplish all
management functions.
The Incident Commander is responsible for all ICS management functions until he or she
delegates a function.
Delegating Incident Management Functions
The ICS organization is modular and has the capability to expand or contract to meet the
needs of the incident. During a larger incident, the Incident Commander may create
Sections and delegate the Operations, Planning, Logistics, and Finance/Administration
functions.
Remember the Incident Commander only creates those Sections that are needed. If a
Section is not staffed, the Incident Commander will personally manage those functions.
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Action Plan for Hurricanes, Floods, and Tornados
Appendix C National Incident Management System
Incident Commander's Overall Role
The Incident Commander must have the authority to manage the incident and must be
briefed fully. In some instances, a written delegation of authority should be established.
Personnel assigned by the Incident Commander have the authority of their assigned
positions, regardless of the rank they normally hold within their organizations.
Incident Commander Responsibilities
In addition to having overall responsibility for managing the entire incident, the Incident
Commander is specifically responsible for:



Ensuring overall incident safety.
Providing information services to internal and external stakeholders, such as
disaster survivors, agency executives, and senior officials.
Establishing and maintaining liaison with other agencies participating in the incident.
The Incident Commander may appoint one or more Deputies. Deputy Incident
Commanders must be as qualified as the Incident Commander.
Selecting and Changing Incident Commanders
The Incident Commander is always a highly qualified individual trained to lead the incident
response. Therefore, as an incident becomes more or less complex, command may
change to meet the needs of the incident.
A formal transfer of command at an incident always requires a transfer of command
briefing for the incoming Incident Commander.
Deputy Incident Commander
A Deputy Incident Commander may be designated to:



Perform specific tasks as requested by the Incident Commander.
Perform the incident command function in a relief capacity.
Represent an assisting agency that shares jurisdiction.
Note that if a Deputy is assigned, he or she must be fully qualified to assume the Incident
Commander’s position.
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