North Texas Conference 2011
DRAFT
(Your Church Name)
Master Emergency Operations Plan
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North Texas Conference 2011
Contents
Purpose........................................................................................................................................ 3
Limitation of Liability............................................................................................................. 3
Emergency Telephone Numbers ................................................................................................. 4
I. Emergencies .......................................................................Error! Bookmark not defined.
MEDICAL EMERGENCY .................................................................................................... 5
Fire .......................................................................................................................................... 6
SEVERE WEATHER/TORNADO ........................................................................................ 7
FLOODS ................................................................................................................................. 8
II. Emergency Checklist for all disasters. .................................................................................. 9
A. Focus ................................................................................................................................. 9
B. Priorities ............................................................................................................................. 9
C. Evacuation .......................................................................................................................... 9
D. Securing Church Records................................................................................................. 10
Electronics/Audio Visual ...................................................................................................... 10
E. Securing Other Assets ...................................................................................................... 11
F. Sheltering In Place ............................................................................................................ 11
G. Priorities for Refuge Locations ........................................................................................ 12
H. Hazards Specific To (YOUR CHURCH NAME)............................................................ 12
I. Media ................................................................................................................................. 13
III. Handling Threats Or Criminal Acts .................................................................................... 14
If You Receive A Threatening Phone Call ........................................................................... 15
If You Receive A Harassing Or Obscene Phone Call: ......................................................... 16
Media Coverage On Criminal Acts or Vandalism ................................................................ 16
USHERS: What To Do In A Sunday A.M. Emergency ....................................................... 17
IV. Emergency Supplies and Equipment ................................................................................. 18
V. Safety and Training Reviews .............................................................................................. 18
Procedures ............................................................................................................................. 18
Walk-throughs....................................................................................................................... 19
Utility Shut-offs .................................................................................................................... 19
Training ................................................................................................................................. 19
VI. Map of Utility Cut-offs ...................................................................................................... 19
VII. Who Is In Charge? ............................................................................................................ 19
VIII. Special Considerations for Churches With Day Schools or Pre-schools In Times of
Disaster ..................................................................................................................................... 20
IX. After The Disaster.............................................................................................................. 20
Steps to take once the threat of disaster is over. ................................................................... 20
Special Care For Persons With Special Needs ..................................................................... 20
Identify Needs Within The Congregation ............................................................................. 21
Use of (Your Church Name) Property as a Shelter............................................................... 22
The Church As A Spiritual Center ........................................................................................ 22
Purpose...................................................................................................................................... 23
Scope ..................................................................................................................................... 23
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Overall Objectives ................................................................................................................ 23
How the Game is Played ....................................................................................................... 24
Roles and Responsibilities .................................................................................................... 24
Assumptions / Artificialities ................................................................................................. 24
Exercise Rules ....................................................................................................................... 25
Schedule of Events ................................................................................................................ 26
February 26, 2006 – 8:00 a.m. - Weather ............................................................................. 27
10:00 a.m. – Severe Thunderstorm Warning ........................................................................ 27
10:15 a.m. – Weather Spotters Report .................................................................................. 27
10:30 a.m. –Police Report ..................................................................................................... 27
10:45 a.m. –Leak Notification .............................................................................................. 27
Sunday Staff .......................................................................................................................... 28
Initial Communications ......................................................................................................... 28
Initial Actions/Decisions ....................................................................................................... 28
10:50 A.M. - 9-1-1 Dispatch ................................................................................................. 29
11:00 A.M. – Damage Reports ............................................................................................. 29
Task ....................................................................................................................................... 29
Coordination ......................................................................................................................... 29
Sources ...................................................................................................................................... 31
Purpose
Preplanning is essential for successfully minimizing any adverse affects of an
emergency or disaster on a religious organization and its operations. The following
action and recovery plans have been designed to identify the key elements that should
be followed to help reduce the impact of an emergency or disaster.
Limitation of Liability
The North Texas Annual Conference of the United Methodist Church is not liable under
any circumstances – including but not limited to negligence- for any special,
consequential or incidental damages that may result from the use of these materials
even if the North Texas Conference or a North Texas Conference authorized
representative has been advised of the possibility of such damages.
The North Texas Conference is not liable for damages or injury, including but not limited
to damages or injury caused by the use of these materials, whether resulting, in whole
or in part, from breach of contract, tortuous behavior, negligence, or otherwise.
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Emergency Telephone Numbers
An emergency is any situation – actual or imminent – that endangers the safety and
lives of people or the security of property.
For assistance in a medical or safety emergency, call 911 or the local emergency
numbers listed below.
EMERGENCY 911
When you call:
 Identify yourself and the specific location of the emergency. Give the street
address. Tell what has occurred. Be concise and factual.
 Relate known or suspected injuries or fatalities. Identify immediate help needed.
 If appropriate, notify individuals on your location’s emergency contact list.’
 Stay on the phone until the operator advises you to hang up.
Local Emergency Numbers
Ambulance
Fire
Gas Leaks
Poison Information Center
Police (emergency)
Police (non-emergency)
Rape/Victim Services
Rescu
Doctor
Local Civil Defense
Local Weather Line
Your Location’s Emergency Contact List
Individuals who should be contacted in an emergency are:
Name
1.
2.
3.
4.
5.
4
Work Number
Home Number
North Texas Conference 2011
I. Instructions for Specific Emergencies
MEDICAL
EMERGENCY ACTIONS - In the event of an injury or other medical emergency:
1. Call 911.
Identify your location: building name, street address, office/room/area of building.
(Put your church address
here_______________________________________________)
2. Describe the situation:
What has happened:
Type(s) of injuries:
Help needed:
3. Obtain or provide on-site first aid.
4. Alert any necessary individuals that an emergency is occurring.
5. For an employee of the church, alert th appropriate individual
____________________________________ who has reference to any
personnel files for emergency medical instructions (i.e. diabetic).
6. Designated individual _________________________________________should
be chosen to notify family as appropriate.
Make sure someone is in the parking lot to direct the emergency team.
People at the church who are trained and certified to administer First Aid/CPR:
Name
Telephone
First Aid
CPR
1. __________________________
______________
________
____
2. __________________________
______________
________
____
3. __________________________
______________
________
____
4. __________________________
______________
________
____
5. __________________________
______________
________
____
6. __________________________
______________
________
____
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FIRE
Evaluate your building:
Type construction
Heating system
Fire exits
Evacuation routes
Elevators
Smoke barrier system (e.g. fire doors, utility chases); and
Location of Detection devices (e.g. heat, smoke or flame detectors, local or
central station system).
Know the location of fire emergency resources in your area:
Fire alarm pull stations are located: _____________________________
Fire extinguishers are located: _________________________________
Sprinkler systems: ___________________________________________
Emergency lighting: __________________________________________
Detection devices: ___________________________________________
A fire evacuation diagram for each building and room should be developed containing
all the above items. This diagram should be posted throughout the building in visible
prominent locations. (Note: it is possible to purchase specialized custom signs for your
building that show your floor plan.)
Every outside door should have a crash bar!
Samples of Evacuation Maps are available from the University of Florida on their website at
http://usfweb2.usf.edu/eh&s/firesafety/evacplans.html
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SEVERE WEATHER/TORNADO
In North Texas this is your greatest natural disaster risk. Spring and summer are
considered tornado season. They’re most likely to happen between 3 and 9 p.m.
EMERGENCY ACTIONS - Should threatening weather conditions develop:
1. Use your location's weather alert radio located __________________________
or television weather channel ______________ to monitor the approach and
severity of the weather:
Tornado Watch means weather conditions are favorable to the formation
of tornadoes.
Tornado Warning means a tornado has been sighted in the area.
2. If the Weather Service issues a severe weather or tornado warning for your
immediate area, warn all staff/volunteers/visitors.
3. Close all doors; stay away from windows.
4. Move to a pre-planned shelter area
_____________________________________
5. A flashlight and battery-powered radio should be made available to keep or take
to this shelter area.
6. Remain in the shelter area until an all-clear is given.
7. Reconvene when the emergency is past to make sure everyone is safe.
8. Discourage people from leaving the building in the event of an emergency.
9. Portable buildings or classrooms on your property must be abandoned.
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FLOODS
More people die of flooding than any other severe weather-related hazard. In heavy
rains, be aware of flash floods. If you see any possibility of a flash flood occurring in
your building, move immediately to a safer location. However, be cautious about letting
people leave! It only takes six inches of fast-moving water to knock over an adult.
If your church is located in a flood plain, indicate this here. List previous flood dates and
what happened.
Monitor reports on flood conditions. If advised to evacuate:
Shut off main electrical power to all buildings by:
____where are the power shutoffs? ___________________________
Secure the building.
Calmly leave immediately. Do not drive through flood water.
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II. Emergency Checklist for all disasters.
A. Focus
Remain calm. Use common sense. Communicate confidence.
Safety of people must be uppermost. Account for everyone.
B. Priorities
Planning to Stay or Go: Depending on the circumstances, one of the first important
decisions to make is whether to shelter-in-place or evacuate. Assess the situation
quickly.
If appropriate, pull the fire alarm or call 911 as soon as possible.
Communicate the situation to the pastor and/or staff.
When everyone if safe and accounted for, make appropriate calls to families.
Attend to any injuries promptly.
Call your district or conference office and report the incident.
C. Evacuation
Some disasters will require people to leave the church quickly. The ability to evacuate
staff, members, and visitors effectively can save lives. If feasible, develop a plan for
leaving the building using a map with labeled entry-exit points. Designate a special site
to assemble for each wing or building.
If you are specifically told to evacuate by local authorities, do so immediately.
Proceed briskly without running.
(If your building has elevators, include a line here that specifically says not to use
elevators).
(If your church has a weekday pre-school or day school in place, decide here how these
children will be evacuated and how other adults in the building will be handled.)
Follow exit signs.
Go to this meeting point: (a pre-set external location that is away from the building and
outside of the fire lanes).
Teachers and the church staff will bring children from their classrooms to the pre-set
meeting point. Parents and family can meet with them there.
Be prepared to take an alternative route if necessary. Account for everyone.
Secure the building(s) after evacuation.
Do not leave. Cars exiting our parking lot will block access to the building(s) for
emergency vehicles.
Note: These steps will only be effective if you hold periodic emergency drills.
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D. Securing Church Records
Records must be protected if there is a warning with time for gathering certain items.
Computerized records should be backed up each time they are updated; three different
people should maintain at least three copies of the backed up files. If a laptop computer
is available and has adequate memory, download files and records so that you have an
active record system that can be set up in a remote site. Keep in mind the church
privacy policy. Flash drives can store a lot of data.
If the church system is destroyed, the importance of this simple protective measure will
make an important difference. Some disasters give no warning and no area is exempt
from possible destruction. This stands true even for those who live in an area that has
never been affected. Natural disasters know no direction or boundaries. Extreme power
fluctuations, sprinkler system malfunctions, corrosive fumes, extreme temperature
fluctuations, excessive dust or even excessive vibrations can cause loss of data.
Computers should be permanently located on a shelf, a table, a desktop or other
elevated structure because even if your facility is not subject to “natural” flooding,
computers can sustain damage from sprinkler system malfunctions, sewer backups,
and broken pipes. Computer hardware can be easily replaced, but financial and
attendance records, membership database, and documents/letters cannot.
Electronics/Audio Visual
IS THERE A WRITTEN COMPUTER/ELECTRONIC HARDWARE AND SOFTWARE DETAIL LIST? □ Yes (attach list)
□ No
Notes __________________________________________________________________________________________________
_______________________________________________________________________________________________________
IS ALL SOFTWARE BACKED UP AND IN A SECURE, FIRE PROOF LOCATION? □ Yes □ No
Backup policy:
_____________________________________________________________________________________________________
Location:
_____________________________________________________________________________________________________
Notes
_____________________________________________________________________________________________________
ON WHAT MEDIUM IS INFORMATION STORED?
□ Magnetic Tape □ CD □ Optical/Laser disk □ Hard disk □ All
of the above
IS ANY OF THE ELECTRONIC DATA PROCESSING EQUIPMENT LEASED?
□ Yes □ No
Leasing agent: ____________________________________________________ Phone: ________________________________
Notes:
___________________________________________________________________________________________________
IS THERE A SERVICE MAINTENANCE CONTRACT IN PLACE LOCALLY FOR ELECTRONIC DATA
PROCESSING EQUIPMENT?
□ Yes □ No
If Yes, list company
____________________________________________________________________________
Address: _________________________________________________ Phone: _______________________________________
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E. Securing Other Assets
If there is prior warning of flooding, protect more than church files:
 Place important books and records that are too bulky to remove on top of the
highest furniture available that will not easily float or upset in high water.
 Put computers and other movable electronics on the highest object that is sturdy
and will not float easily if they cannot be evacuated. This will give a marginal
chance of saving them if the water does not get over 2 or 3 feet deep.
Cover everything that is placed for protection with 6-8 mil plastic. Use several layers in
case one or two are pierced or torn. Use duct tape to seal and secure the plastic.
As a last measure, place a tarp over protected items to add one last measure of
protection in case the roof is lost or windows break.
Raise anything of value as high off the floor as possible. This includes furniture, Bibles,
hymnals, choir robes, and anything of value that is easily movable.
The altar cross, candles, chalice etc. should be evacuated with the pastor or other
designated person. These items will be necessary in setting up a worship center
if the church is destroyed or heavily damaged.
Insurance policies on the building, contents and property should be reviewed annually.
Many items of definite value are purchased and never added to inventory lists or
covered by insurance. There should be an inventory of everything that has any value.
Make a photographic inventory with a still or video camera. Keep three copies and give
them to three different responsible persons.
F. Sheltering In Place
There may be situations when it’s best to stay where you are to avoid any uncertainty
outside. There are other circumstances, such as a chemical incident or during a
tornado when specifically how and where you take shelter is a matter of survival.
 Proceed briskly without running to (the pre-set refuge location).
 Remove if not applicable: Do not use elevators.
 If there is insufficient time to reach refuge, take cover under furniture.
 Stay away from windows, glass or anything that might fall.
 Account for everyone.
 Children and senior citizens will be taken by their teachers and the ushers to the
_________________________________. Parents and family will meet them in
this area.
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G. Priorities for Refuge Locations
(Decide in advance where in your building(s) would be the best place to take shelter
during a tornado, such as a basement or interior room. Communicate this location here.
Pre-made signs may be purchased and mounted near the door to indicate the room is a
designated shelter site).
Best Areas:
 Basement
 Inside walls on opposite side of corridor from which storm is approaching
 Restrooms without windows
 Interior hallway on lowest or ground floor
Areas to Avoid:
 Lobbies
 Walkways
 Atriums
 End rooms in one-story buildings
 Rooms with large glass areas
 Hallways that could become "wind tunnels"
Example:
Sanctuary: Go to the lower level rooms.
Education building: Go to the interior wall bathrooms.
Gym: Take cover in the inner hallway.
H. Hazards Specific To (YOUR CHURCH NAME)
Be alert for potential hazards. (For example, if you have outbuildings with chemicals in
them that might explode in a fire, mention that here. Does your building have natural
gas lines? Not everyone will know the answer to this question if the fire department
asks, unless you list it here).
Do not lift or move heavy objects alone.
If utilities need to be shut off and no one is around to do it:
Utilize the utilities map to take action or provide to those who can
Do not try to shut off the utilities if you have not been instructed on how to do so.
Well & Pipelines (DELETE THIS SECTION IF IT’S UNNECESSARY)
Finding them – signs indicating the pipeline’s location are often placed along its path. If
your church property has gas wells or a pipeline running through it, then indicate that
here in this paragraph. Since there is typically no warning with an incident involving a
gas well, it is important that you become familiar with the site or the pipeline. Know
what the escape routes are in and around the pipeline.
Leave the area ON FOOT. Starting an engine may case an explosion. Don’t use a cell
phone because it can potentially cause a spark.
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I. Media
Disasters in churches will nearly always attract
the media.
OUR CHURCH’S DESIGNATED MEDIA
CONTACT: ____________________________
1. All media contacts should be made by one
person. That way all the information
released is accurate and it will avoid
contradictory, misleading or irresponsible
statements.
2. If you are not the designated media
contact, do not speculate to the media if
they contact you and do not call in the
news media when an emergency occurs.
3. For advice in this area, contact the North
Texas Conference Director of
Communications, Rev. Joan LaBarr.
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III. Handling Threats Or Criminal Acts
If You Receive A Bomb Threat
BE CALM….BE COURTEOUS…LISTEN
Ask the caller the following questions:
 WHAT TIME WILL THE BOMB GO OFF?
 Where is the bomb located right now?
 What kind of bomb is it?
 What does it look like?
 Why did you place the bomb?
 Who are you?
As you are speaking, TRY TO GET ANOTHER PERSON’S ATTENTION, so that they
can report quickly to the pastor (or whoever is in charge) while you remain on the phone
with the caller.
The pastor or person in charge must be CONTACTED IMMEDIATELY so that they may
notify the police.
After the phone call is terminated, document the incident with as many details as you
can recall about the conversation and the caller.
The person in charge will immediately:
 Notify the police by calling 911
 Advise all staff members not to touch anything suspicious
 Designate a staff person to meet the police. Whenever Police, Fire, or EMT
arrive at a building, they request that they be met by the BUILDING ENGINEER
or FACILITIES MANAGER (certainly could be in addition to Sr. pastor or
whomever else. Frequently they need to get their hands on floor plans, gas line
schematics, etc.)
 Clear all phone lines for emergency calls
The person in charge will make the decision to evacuate or not. If the decision is to
evacuate, follow the procedures used for fire drills.
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If You Receive A Threatening Phone Call
Be calm; do not argue with or agitate the caller.
Ask the caller the following questions:
 Who would you like to speak to?
 May I put you through to the Pastor?
 When are you going to do this (carry out the threat)?
 Why are you going to do this?
 How are you going to do this?
 Who are you?
As you are speaking, TRY TO GET ANOTHER STAFF PERSON’S ATTENTION so that
they can report quickly to (Person in charge) while you remain on the phone with the
caller.
(Person in charge) must be contacted immediately so that they may notify the police.
After the phone call is terminated, document the incident with as many details as you
can recall about the conversation and the caller.
(Person in charge) will immediately:
 Notify the police by dialing 911.
 Advise all staff members of the threat, if necessary.
 Designate a staff person to meet the police, if necessary.
 Clear all phone lines for emergency calls, if necessary.
(Person in charge) will make the decision to evaluate or not. If the decision is to
evacuate, follow the procedures.
ALL THREATENING PHONE CALLS MUST BE TAKEN SERIOUSLY.
NOTIFY (Person in charge, other) AND THE POLICE IMMEDIATELY.
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If You Receive A Harassing Or Obscene Phone Call:
Hang up immediately. If the calls continue transfer them to (Person in charge).
Contact (Person in charge) immediately.
After the phone call is terminated document the incident with as many details as you
can recall about the conversation and the caller. If the calls continue, log the date and
time, sex of the caller, what was said and any distinctive characteristics of the caller.
Keep Person in charge updated on the incidents.
If the documentation indicates a problem, have (Person in charge or pastor’s name)
 Call the police to file a complaint and receive a report number
 Call the telephone company to arrange to have a trace put on the phone (a police
report is necessary to do this)
 Carry out the telephone company’s instructions related to the trace.
Media Coverage On Criminal Acts or Vandalism
It is generally not advisable to call in the news media when a criminal act or incident of
vandalism is carried out or threatened.
The reason for generally avoiding such coverage is to
 Prevent the likelihood of imitative behavior by other potential perpetrators.
 Prevent offenders from feeling that their “handiwork” is being glorified by
publicity, and
 Maintain as much control as possible over the situation in conjunction with
authorities.
However, if the incident or threat generates unavoidable media coverage, the
designated public information officer for the church (either pastor or other qualified
individual) will speak for the church, in order to:
Maintain an accurate source of reliable information
Avoid contradictory, misleading, or irresponsible statements.
The North Texas Conference Director of Communications can advise the church on
media relations issues.
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USHERS: What To Do In A Sunday A.M. Emergency
In ANY situation, remain calm, try to get to a phone and call 911 as soon as possible.
Get help from the parishioners whom are identified as medically trained (firemen,
EMT's, law enforcement) and begin basic life support if it is a medical emergency.
In the case of a hostage situation, DO NOT identify ANY law enforcement officer in the
congregation!!!
In the event of a shooting situation, get to cover, protect yourself first; DO NOT identify
ANY law enforcement officers in the congregation!!!
If it is a medical emergency, that calls for an evacuation of the church, stay calm, give
clear concise directions and get help from the proper people needed to help, call 911 as
soon as possible and be prepared to help in any way needed.
Know where ALL the exits and windows are located, be aware of all the possibilities
(power failures, black outs, fire, etc.) and be prepared to act on them. Use pews as
cover if needed.
If it is a situation that involves anyone leading in worship, the first ones to respond to
him/her should be _______________________________________ who will have first
assessed the situation. When the situation is determined to be of a medical or
emergency nature, they will then ask for the proper assistance from the congregation.
When a hostage or shooting incident occurs, REMEMBER not to identify ANY law
enforcement officer in the congregation. They will be your lifelines for help, because
they are trained in these situations and know what to do to keep everyone safe.
Emergency responders will be helped if you can meet them at the door with two floor
plans. One diagram should be of the "campus" and should clearly indicate the
building(s) involved in the incident. The second diagram should show the floor plan of
the specific building involved.
If you have an intercom system, use your predetermined "lock down signal". This is a
means of instantly "sounding that alarm" throughout the building or campus. For
example, if you have a bell system, perhaps “Three bells". For intercom, "Code Red"
followed by “Everyone please stay in your rooms" or "EMERGENCY, EMERGENCY,
PLEASE CLOSE AND LOCK YOUR DOORS".
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IV. Emergency Supplies and Equipment
When preparing for emergency situations, it’s best to think first about the basics of
survival: fresh water, food, clean air and warmth. Decide what you should provide and
list here where it is located. Should a disaster shut off your water supply, will you have
enough water on hand for several hours for all the people in the building? What if
people (including children) are stranded in your facility overnight with all utilities cut off?
Recommended emergency supplies
 battery-powered commercial
radio
 NOAA weather radio with
“S.A.M.E. capability
 extra batteries
 flashlight
 water
 food
 First Aid kit
 whistle to signal for help
 dust or filter masks
 moist towelettes for sanitation
 wrench or pliers to shut off
utilities
 plastic sheeting and duct tape to
“seal the room”
 garbage bags and plastic ties for
personal sanitation.
 Hazardous Materials Pocket
Guide
 Diapers and formula
V. Safety and Training Reviews
Procedures
Assure that fire drills are conducted quarterly (more frequently for churches will day
schools).
Assure phone numbers in this document are accurate.
Assure that all staff members know the location of fire extinguishers and how to use
them.
Assure that critical computer data is stored off-site at least weekly.
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Walk-throughs
Assure that evactuation routes are clearly marked.
Assure that stairwells are not obstructed by stored items.
Assure there are no combustibles in stairwells.
Assure that utility shut-offs are unobstructed.
Utility Shut-offs
Assure that selected staff or board members know how to shut off utilities and air intake
in an emergency.
Assure that selected staff or board members know what conditions require turning off
utilities.
Training
Assure that all staff members are briefed on this Emergency Plan.
Assure that an adequate number of ushers or staff know how to use CPR.
Assure that ushers are trained on emergency procedures including CPR.
Annually conduct the emergency drill included in this manual.
VI. Map of Utility Cut-offs
Keep copies of important records such as site maps and building plans here. Mark
clearly on the map where the utility cut-offs are located.
VII. Who Is In Charge?
Depending on the size of your church, and who is there on weekdays, it might make
sense to have an identified chain of command. List the positions below, and identify
who would assume that position and who the backups would be.
Disaster Response Commander. Ultimate decision maker.
Public Information Officer. Communicates with media, congregation. Decides when to
release information. Writes a crisis communication plan including when or how the
church will reopen following an emergency. Be prepared to give other churches a
prompt briefing on the nature of the emergency so they may be able to assess their own
threat risks.
Safety & Security Officer. In charge of locking up, having radio.
Facility Officer. Evacuates building, knows power/facilities.
Human Resource Center. Knows needs of people present during lockdown – esp
children or handicapped.
Logistics Officer – Secures and stores equipment listed in this manual.
Pastoral Care Officer – Develops plan for spiritual assistance including counseling or
services. Supports employee health after a disaster.
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VIII. Special Considerations for Churches With Day Schools or Preschools In Times of Disaster
It is important for your school administrator to realize that if your school program closes
due to a nearby disaster which has not immediately affected your facility, relief workers
might be affected. Parents who are in critical positions – nurses, other medical
professionals, transportation drivers, police, etc. may not be able to go to work.
In fact, they may not be able to leave work to pick up their children. Shelter-In-Place
may be your only option.
IX. After The Disaster.
Steps to take once the threat of disaster is over.
Follow the guidelines and directives of all local authorities. Assess the damage/status of
church property. This includes any outbuildings and the parsonage. If necessary,
secure the church property. This means any broken windows or doors should be
immediately covered with plywood so that vandals cannot get inside. Holes in the roof
should be covered with large tarps. Focus only on what it takes to make the buildings
safe, sanitary and secure. DO NOT DO ANY MORE THAN THIS UNTIL THE
INSURANCE COMPANY ARRIVES!
Keep a journal of everything done; record the events with pictures and videos. These
will be important documentation of the disaster and may be useful in obtaining more
help and materials when needed.
Coordinate with insurance companies. The conference insurance officer can assist with
this.
Secure a temporary place of worship.
After the insurance assessment has been done, coordinate repairs to the church
property.
Special Care For Persons With Special Needs
If your church has special care ministries or a Stephens Ministry program, they provide
shepherding within your local church. In a crisis, they may wish to expand their focus to
include persons beyond the congregation.
Your church should keep a list of congregation needy including persons confined to
their bed or restricted by a wheelchair or walker and persons who would need
assistance in providing more than basic care for themselves. Reach out to them now.
Recruit volunteers to help care for them until family members can take over or aid in
evacuation.
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Identify Needs Within The Congregation
The first level of response is to the (your church) congregation, then the community and
then the state. The existing church directory is a list of the congregation and will be
used by the PERSON IN CHARGE’s delegate to contact all of the congregation and
then report back to the PERSON IN CHARGE regarding the specific needs following a
disaster.
After a storm or other disaster (your church name) will concentrate on person-to-person
contacts to identify conditions and needs.
The calling process:
Sections of the membership list are assigned to a leader who then contacts those
persons on his/her list.
If the person called does not answer, the caller continues until someone is reached and
the list is complete. If someone should definitely be at home and there is no answer,
the caller should go check on that person or family. It is important to keep calling until
all have been reached.
Record the person's response, noting if there are injuries, crises, and special needs and
if the home is habitable. Use the following questions to glean a better understanding of
urgency and needs:
 Do you have any damage to your home?
 Do you need help? What are your needs?
 Can you continue living in your home? Do you have a place to stay?
 Are your driveway and doors clear?
 It is recommended that you contact your insurance company and take
photos.
 Do you know what agencies to contact for help?
 If you are okay, are you willing to offer help to others and if so, what type?
Contact the emergency post by phone or in person immediately and report your
findings.
If the disaster is a severe enough, the state or county agency responsible for disaster
will probably appoint a local relief agency to coordinate a response to help local
homeowners with making their homes safe, sanitary, and secure. It is important that we
urge our congregation’s homeowners to work with that agency to get prioritized once
the protocol becomes clear.
The North Texas Conference has several Early Response Teams of volunteers. They
will be routed and organized by the Conference Disaster Response Coordinator.
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Use of (Your Church Name) Property as a Shelter
If the church is offered to be a designated emergency shelter, the North Texas
Conference recommends the American Red Cross inspects the building and facilities
and either accept or reject it as a shelter. However, state law allows every county and
major city to designate and use any facility they name as a shelter. As an approved Red
Cross Shelter, the Red Cross will take control of the church facility and after the
imminent danger has passed, volunteers will take over and they will operate as needed
from the church.
It is highly recommended that the church not open as a shelter independently. When
working with an approved agency such as the Red Cross, any damage to church
property caused by the shelter residents will be reimbursed by that agency.
Additionally, all liability incurred by residents will be covered by the agency.
The Church As A Spiritual Center
If the church is not heavily damaged and is safe to occupy, it must remain open as a
spiritual center. Even if the whole area is demolished, there will be a need to conduct
some sort of Sunday Service. It may be for prayer, for gathering to see who and what is
still standing, for information passing and for just what ever is necessary. But, the
service must be held in the face of all odds, the people will need it and they will depend
on it.
The church will become the local spiritual center as well as the focal point of any
response/recovery efforts. The churches outside the affected area will be the rallying
point for volunteers, supplies, administration, and prayer vigils. Keep the doors open to
the spiritual refuge.
In the event that the church facilities are declared unsafe for any reason, the pastor and
available members of the Board of Trustees will select a site where worship can be
held. If the church should fall victim to the disaster and not be safe for occupancy or
remain only as a pile of holy rubble, at least find a tree, tent or awning to gather under.
Set up a homemade altar and make a cross to adorn it. The pastor and the victims will
need this Holy Ground to turn to at this time.
Take the time before an emergency or some disaster strikes to covenant with other
churches, including other denominations, so that you may enjoy that cooperative
atmosphere in the wake of some disaster. The covenant with other churches will make
your program stronger and more efficient especially when outside help is days or weeks
away.
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Part 2
Church Tabletop Exercise
Introduction
Purpose
The purpose of the Tornado Exercise is to provide local churches with an opportunity to
evaluate current response concepts, plans, and capabilities for response to a tornado with
damage causing utility outages, hazardous chemical releases, debris hazards, displacement of
single and multiple family homes and transportation disruption in your city. The exercise will
focus on coordination and critical decision making for providing leadership, pre-planning for
contingencies, and initiating active and reactive efforts geared to saving lives, providing
services, and informing the church community during this type of natural disaster.
Scope
The scope of the Tornado Exercise is to test and evaluate the following emergency functions:
Warning/Evacuation
Communication
Crowd control
Medical emergency mitigation
Constraints hindering effective/prompt/successful actions
Youth – safety and care
Special populations
Resources available for assistance
Overall Objectives
Objectives are aimed at gaining an understanding of the concept, identifying opportunities or
problems, and/or achieving a change in attitude. The Tornado Exercise has been developed to
reflect ongoing activities and the following specific objectives:
1. Determine strengths and weaknesses in the local preparation.
2. Identify critical issues and potential solutions.
3. Evaluate communication systems protocols and determine their adequacy.
4. Evaluate the local decision-making process and identify areas needing refinements.
5. Identify key actions to be taken and by whom.
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6. Determine if church’s safety issues (shelter in place vs. evacuation, etc) have been
adequately addressed in the Master Emergency Operations Plan (MEOP).
How the Game is Played
The Tornado Exercise is a facilitated Tabletop. Ideally, a large group of church members and
staff will participate and be subdivided into small groups (6 to 12 participants). Participants
will respond to two distinct response situations:
Module 1 -Warning
Module 2 - Notification and Response
Each module begins with a situation briefing. Subsequently, participants will be asked questions
by the facilitator. Participants will provide information regarding activities they would or
should be doing at the time. Each module ends with a plenary session.
At the end of each module, exercise facilitators will moderate a discussion among participants
designed to highlight key elements of each response phase and share the thoughts of the various
small groups. Facilitators will then introduce the next module.
Roles and Responsibilities
Participants respond to the situation presented based upon knowledge of current plans and
procedures in place, and insights derived from any training they may have had.
Facilitators provide situation updates and moderate discussions.
/ Artificialities
InAssumptions
any exercise, some
assumptions or artificialities are necessary to complete play in the time
allotted. During the Tornado Exercise, the following apply:
The scenario is plausible, and events occur as they are presented.
There are no “hidden agendas” or trick questions.
All participants receive information at the same time.
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Exercise Rules
1.
There is no textbook solution. Varying viewpoints, even disagreements, are expected.
This is intended to be a safe, open, and stress-free environment.
2.
Respond based on your knowledge of current plans and capabilities (e.g., you may use only
existing assets.)
3.
You are not limited by positions or policies. Make your best decision based on the
circumstances presented.
4.
Decisions are not precedent setting and may not reflect the church’s final position on a
given issue. This is an opportunity to discuss and present multiple options and possible
solutions.
5.
Assume cooperation and support from first responders and agencies.
6.
The situation updates, written materials and resources serve as the basis for discussion.
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T Schedule of Events
Tabletop Engagement-Module 1 Warning
Discussion at the Tables
Group Presentations of Findings
.
Module 2 Notification and Response
Discussion at the Tables
Group Presentations of Findings
.
Summary of Actions and Closing Comments
After Action Report sent via E-Mail (this should be a report of your opinions, decisions,
discussions – as well as a “to-do list” of changes to be made, procedures and practices to be
implemented, as a result of this exercise)
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Module 1
Warning
Sunday morning
February 26, 2006 – 8:00 a.m. - Weather
The local weather forecast is predicting severe thunderstorms. By 8 a.m. the National Weather
Service has issued a tornado watch for YOUR county and the YOUR city until 2 p.m. that
afternoon. It is an over-cast day with warm moist winds blowing 20-30 mph from the south,
southeast. The current temperature is in the lower 70’s, but is expected to drop drastically
tonight after a Canadian cold front comes through.
10:00 a.m. – Severe Thunderstorm Warning
A severe thunderstorm warning has been placed into effect until 12:00 noon; the SKYWARN net
(a group of amateur radio operators trained as severe storm spotters) has been activated at the
request of the National Weather Service (NWS) and YOUR city’s Office of Emergency
Management (OEM).
10:15 a.m. – Weather Spotters Report
A local weather spotter radios in to the net and advises that he
sees rotation in the clouds just to the southwest of town.
Another spotter in the same area stated that she sees a funnel
cloud touching down. The spotter also states that the tornado is
heading towards the northeast part of town. Sirens are
activated to warn citizens to take cover. About this time all
electrical power to the church is lost – and those inside your
building(s) evidence thunder and strong wind gusts. Body language shows that the congregation
is restless and concerned.
10:30 a.m. –Police Report
Police report to dispatch that a funnel cloud has touched down at the southwest corner of town at
LOCAL STREET and LOCAL AVENUE. Its path appears to be about ½ mile wide. They are
seeing debris and suspect that several industrial buildings, the railway, the local airfield and
residential areas might be in the path. Dispatch relays findings to all emergency personnel.
10:45 a.m. –Leak Notification
A citizen who resides in a residential area called 9-1-1 to report there is heavy debris laying in
the streets and all around their residential area. A cell phone call from a store owner on another
street can see the rail lines from his store and has concerns that some of the rail cars are on their
side and appear to be leaking something. At this point calls are flooding the dispatch center with
reports of damage and injuries.
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TASK:
On the basis of the above information, take 20 minutes to consider the questions in Module 1.
Your focus should be on how, or if, you will respond and what actions you will take. Use the
questions to stimulate and focus your thoughts. Identify any additional requirements, critical
issues, decisions, and/or questions that should be addressed at this time.
Sunday Staff
1. Can you define the potential scope at this stage?
2. What constraints, if any, are you operating under?
3. What actions would you be taking at this time?
Initial Communications
1.
What coordination, if any, do you have with Conference, local police and/or city
Emergency Management officers, or other agencies? Is anyone answering the church
phone on Sunday morning?
2.
What are the immediate concerns relative to notifying the congregation, minimizing
panic?
Initial Actions/Decisions
1. What are your key concerns/priorities?
Crowd control
Children’s Sunday School
Parking Lot – Traffic Control
Will your church receive a large number of passers-by seeking shelter?
2. Are there any limitations that would impede an effective emergency response effort?
Assuming proper authorities were able to alert you to the knowledge that there are
possible biohazards from leaking tank cars, what could you do? What evidence do you
have that the tornado has passed – or has yet to hit your facility?
3. What actions would take place for special-needs populations that must be considered in
an emergency? Do you have back-up power for medical equipment?
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Module 2
Notification and Response
10:50 A.M. - 9-1-1 Dispatch
Dispatch was notified at 10:50 a.m. from PD that the funnel cloud had dissipated.
Dispatch has notified Law Enforcement and Fire/EMS of several response sites.
They are also dispatching local fire and HazMat to the leaking railroad tanker.
11:00 A.M. – Damage Reports
Someone just arriving at the church says radio news is reporting damage in the southwest part of the city.
Utilities lines are down, transportation is impeded (major roads in the area are reporting vehicles
blocking roads, debris problems, trapped victims), flooding is occurring is some low lying areas, several
high-rise buildings have sustained wind damage with many windows blown out and falling glass hazards.
Seven railroad tankers carrying Anhydrous Ammonia are leaking. Injured people are self-deploying
to local hospitals. Those that are severely hurt are waiting for ambulances. Residents are calling the city
and all local agencies, churches, etc. requesting assistance.
Task
On the basis of the above information, take 20 minutes to consider the questions in Module 2.
Your focus should be on how you will respond and what actions you will take.
Use the questions to stimulate and focus your thoughts. Identify any additional requirements, critical issues,
decisions, and/or questions that should be addressed at this time.
Coordination
1.
How will you confirm the reports? Do you have an emergency radio in the building?
2.
You were able to confirm that the report is accurate. How is the response to this incident being
coordinated?
3.
Whose responsibility is it to see that the response efforts are coordinated?
4.
What are your actions at this time?
5.
How would populations with high vulnerability be monitored and protected?
6.
What are your critical concerns?
7.
What are the factors that may limit your emergency response capabilities?
8.
Did anyone at the church suffer a heart attack or anxiety attack when hearing the news?
How are they being treated?
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9.
Is there a system in place to monitor these people, transport them to the hospital (if all city
are in use), and notify relatives? Who will do these things – and how will they be activated?
What system is in place to care for the children in Sunday School of the parents who are transported to
hospitals?
Notes:
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Sources
Every Business Should Have A Plan, US Department of Homeland Security, Washington DC
20528. www.ready.gov
Disaster Response Manual: Lovers Lane United Methodist Church, Lovers Lane United
Methodist Church, Dallas, Texas, 10/8/03.
Church Tabletop Exercise, Steve Rice, North Texas Conference Disaster Response Advisory
Board, 2006.
Disaster Preparedness and Response for Hampstead United Methodist Church, adapted from
materials provided by the North Carolina UMC Disaster Response guidelines.
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