Disaster Plan Main Menu
Sample GUIDEBOOK Plan Template This GUIDEBOOK is intended to help you develop
a plan for your church or organization.
by George Potter
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Introduction
About this Guidebook
This
Guidebook is intended to be used by members of United Methodist churches
who have an interest in emergency preparedness planning.
Becoming familiar with the content of this guidebook and completing the forms
included herein will help congregation members increase the odds that their
facilities will make it through the next disaster. While targeted to members
of disaster preparedness committees, the material included in this guidebook
may also assist members charged with disaster recovery duties in the development
of their programs.
The guidebook is arranged into three sections.
The first section introduces disaster planning, explains why it is
an important consideration for all United Methodist churches, and highlights
what places of worship can do to reduce their vulnerability to disasters.
The second section provides a template for a disaster plan. This section
provides a rationale for completing each part of the disaster plan and includes
forms to assist in this process.
The third section of the guidebook includes important contact information organized on one page to facilitate easy posting near a telephone.
This Guidebook and the accompanying PowerPoint based orientation course will
help members of United Methodist churches charged with emergency preparedness
duties to:
- outline what actions may be taken to minimize the disruptive effects of a disaster on their operation,
- understand the differing roles and responsibilities of government and business
owners in private sector disaster recovery finish the course with a completed
church disaster plan.
Many guidebooks and courses are available on disaster planning. In Florida,
many county emergency management offices have prepared and provide training
on contingency planning materials.
The American Red Cross has published the Emergency Management Guide for Business
and Industry (1993). In addition, a good number of private companies provide
fee-for-service based training and direction for businesses on disaster planning.
It is the objective of this course not to supplant these other
resources, but rather to provide a relatively quick and easy method for developing
a useful disaster plan.
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Section 1 - Disasters and Planning
The importance of a disaster (continuity) planning
The
importance of disaster planningUnited Methodist churches are in the “business”
of providing a light unto the world both in times of peace as well as in
times of trouble.
When disaster strikes, United Methodist churches are often the first to come
to the aid of disaster victims. Also, long after insurance monies are exhausted
and government support wanes, it is our United Methodist churches that continue
to provide for individuals with needs that have, for whatever reason, gone
unmet. But our places of worship are often as vulnerable to disasters as
any other structure.
The need for disaster preparedness for United Methodist churches is two-fold; to protect our physical assets and to ensure that our mission can continue uninterrupted.
As the name implies, a disaster plan is a pre-mediated strategy for
continuing operations in the event of a disaster. While never a guarantee
that an institution affected by disaster will go completely unscathed, preparing
a disaster plan will help members of United Methodist churches minimize potential
losses and anticipate the actions they will need to take in the event of
a disaster.
A disaster plan is not a contingency plan. It does not
attempt to spell out in detail who must do what in the event of a specific
contingency – such as a fire, a medical emergency, or power failure – although
it may be quite helpful for key institution members to write down step by
step procedures for dealing with each of these emergencies.
The disaster plan focuses on procedures for minimizing potential losses and ensuring a speedy recovery from disaster.
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The Role of Government in Non-profit Sector Disaster Recovery
The Federal Emergency Management Agency (FEMA),
is the federal agency charged with ensuring that America can recover from
disasters.
Each state has an emergency management office that is charged with a similar responsibility.
In Florida, each county also has an emergency management office responsible
for dealing with emergencies in their jurisdictions. As the scale and magnitude
of a disaster increases, and the capabilities of one level of government
to manage the disaster are exceeded, the next higher level of government
will provide assistance.
Most major disasters include the involvement of FEMA, the State of Florida,
and the county emergency management office. Most federal and state
programs focus on restoring community infrastructure and ensuring that housing
needs are met.
The Small Business Administration (SBA) may offer loans to non-profit entities
damaged by a disaster to make necessary repairs. Other federal and state
programs may be available after a disaster, including Economic Development
Administration resources, but these funds are typically not available to
United Methodist churches.
While local, state, and federal disaster recovery employees will work with
non-profit organizations after a disaster, on the whole, most post-disaster
recovery resources are not designed to help faith-based organizations get
back in service.
Even though the non-profit portion of your institution that provides services
of a governmental nature may benefit greatly from government sponsored disaster
recovery programs, such as the SBA disaster loan program or the FEMA Public
Assistance program, United Methodist churches are mostly on their own when it comes to surviving a disaster.
This is why it is critical for all United Methodist churches to take steps
to reduce their vulnerability and understand the steps that must be taken
in the aftermath of a disaster – before a disaster strikes.
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Emergency Management
Emergency management is quite
simply the business of minimizing the social and economic impacts of natural
and technological hazards. Emergency management has four basic phases, described
below:
• Mitigation - Reducing the potential for loss of life and property
• Preparedness - Understanding the effects of disasters, the actions that must be taken to respond to
and recover from these events, as well as what can be done to mitigate future losses
• Response - Handling an emergency as it is impending and occurring
• Recovery - Restoring all aspects of a community damaged by a disaster.
A faith based institution should consider what actions they plan to take during each phase of emergency management. The disaster planning guidance provided herein is organized in four sections to address each phase of emergency management.
When completed, this plan will establish an operational framework for managing
all hazards likely to affect a place of worship. While not exhaustive, the
following list outlines the type of emergencies United Methodist churches
may face:Accidents Fire, explosions, power loss, water leaks or plumbing
failure, hazardous materials incidents, and medical emergenciesWeather Severe
storms, lightning, tornadoes, hurricanes, floods, freezes, wildfiresCivil
Disturbances Criminal incidents, rioting, vandalismTerrorism Bomb threats,
computer viruses, sabotage
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The Disaster Resistant and Resilient Institution
Disaster recovery is not complete unless economic recovery is complete.
History has demonstrated that it is far easier to rebuild roads, public facilities,
and houses, than it is to restore economic vitality to a community affected
by a disaster.
According to U.S. Department of Labor Statistics, over 40% of all companies
that experience a disaster never reopen and over 25% of the remaining companies
close within two years. Part and parcel of economic recovery is the spiritual
recovery of a community.
United Methodist churches must be resilient enough to be there for the community after a disaster strikes.
While the disaster plan is organized around the four phases of emergency management –
mitigation, preparedness, response, and recovery – the rationale behind preparing a plan is basic.
United Methodist churches invest time and resources into preparing and implementing
a plan to maintain their mission. To meet the needs of the community United
Methodist churches must ensure that the operations or their organization
are disaster resistant – able to withstand the effects of the whatever hazard
may strike, as well as disaster resilient – able to rebound from a disaster
to better meet the needs of disaster victims.
The disaster plan should include all actions related to protecting the organization. Exercises should be conducted regularly to ensure that the plan functions well.
Underlying the need to develop the disaster plan is the imperative that United
Methodist churches protect their facilities and operations, their employees,
and their members. Consideration of these issues is provided below:
Facility and operation protection –
Protection of places of worship and associated buildings is essential. United
Methodist churches may calculate the cost versus the benefit of installing
storm shutters, or making other structural improvements to facilities.
Some insurance providers give credit for structural improvements that reduce
risk. Members should check with their insurance provider before a disaster
strikes. If a United Methodist church is left without a building after a
storm, they will be unable to meet the needs of their members and the community.
It is also critical to maintain adequate insurance coverage. While loans
may be available from the Small Business Administration to help cover disaster
related repairs, they may not be enough to cover all losses. Adequate insurance
coverage, for wind and flood, will provide assurance that funds necessary
for rebuilding will be available.
Finally, large United Methodist churches should consider whether their suppliers
have disaster plans. If a major supplier is affected by a disaster, it may
adversely affect the organization if alternate arrangements have not been
considered.
Likewise, if a United Methodist church is forced to interrupt operations
due to a disaster, provisions should be in place to ensure that suppliers
are able to stop or postpone shipments.
Protecting employees –
A facility may be as secure as Fort Knox, but if employees’ homes are damaged
or destroyed, the United Methodist church as an employer cannot count on
his or her employees to return to work quickly. There are a wide range of
activities that an organization can take to protect employees – from cost
neutral education programs, to investing in employee disaster loss reduction
benefits. At little or no extra cost to an organization, articles on hurricane
preparedness, the need for shutters or other structural retrofitting, or
the importance of purchasing flood insurance may be included in a newsletter
or in a social area.
Protecting members –
Just as it is critical to protect employees, it is important for United Methodist
churches to consider what state their members will be in after a disaster.
While the protection of the general public is the role of government, United
Methodist churches can help protect their vital interests by maintaining
close links with state and local emergency management offices, marketing
disaster loss reduction, and promoting public awareness.
Maintaining a close working relationship with state and local emergency management
offices will help ensure that employees will be able to return to work as
soon as possible. Disaster needs specific to a United Methodist church may
be directly requested if your group plays a supporting role in a county emergency
operations center during a disaster.
In addition, the marketing of disaster loss reduction programs is possible
for many United Methodist churches. Many home repair stores provide a large
display of products that homeowners and institutions can use to protect their
homes and facilities from storms.
Large retailer often displays hurricane preparation products in advance of
hurricane season. Promoting public awareness by providing State of Florida,
American Red Cross or other publications free of charge to members will help
to raise awareness of the need to take personal responsibility for disaster
loss reduction.
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Name of Institution:_____________________________________________________________
Disaster Continuity Plan
Date of last review:_______________
Reviewer’s signature:_______________
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Mitigation
Mitigation is any action taken to reduce the potential for loss of life and property.
The most important measure that a United Methodist church can take is to have insurance coverage, including flood insurance.
While recovery programs may be available from government agencies after a
disaster, they often are supplemental or stop-gap in nature and are typically
provided in the form of loans.
Insurance policies are the best means of guaranteeing that funds needed for
repairs are available in a timely manner. In addition, business interruption
insurance may be available to cover payroll or other expenses should your
institution remain out of commission for a period of time.
United Methodist churches can also mitigate their facilities by installing
impact resistant glass, shutters, or other permanent protective measures.
The installation of structural mitigation measures will reduce risk and may
also afford insurance premium rate reductions.
United Methodist churches may also wish to encourage employees to take similar
measures on their residences to ensure that employees will be able to return
to work as soon as possible after a disaster.
Three forms are included in the mitigation portion of the disaster plan to ensure that these issues are taken under consideration.
Form 1, (insurance coverage), provides a space to assess current insurance
coverage and to locate all relevant contact information that will be needed
in the event that a claim is filed.
Form 2, (building survey), while in no means exhaustive,
outlines the type of things to look for when evaluating a structure. A United
Methodist church may ultimately wish to hire a contractor or engineer to
conduct a more thorough survey.
Form 3, (employee mitigation checklist), provides the
organization with an array of basic activities employees and members should
consider to protect their families and to make their homes more disaster
resistant.
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Form 1: Insurance Coverage
Familiarize yourself with your
insurance policy before a disaster. All United Methodist churches and parsonages
are self insured through the conference, contact the risk management office
to obtain insurance information. Obtaining answers to the following questions
will help you to be better prepared after a disaster event.
Insurance Company: ____________________
Agent: ____________________
Contact #: ____________________
Primary Policy #: ____________________
Business Interruption Policy #: ____________________
Flood Insurance Policy #: ____________________
Does the policy cover the cost required to upgrade the building to code if it is damaged? _____
Maximum cost for upgrade: $___________________
What perils or cause of loss does the primary policy cover?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
What exclusions exist and what are the deductibles?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
What does my policy require me to do in the event of a loss?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Form 1: Insurance Coverage, Part Two
What type of records and documentation will the insurance company want to see?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Insurance may be one of the few consolations a business owner may have after
a disaster. Here are some tips to make dealing with insurance companies less
confusing.
• Contact your agent as soon as possible
• Tell your insurer if you are in an emergency situation
• Policies usually pay for temporary repairs to protect your business and
the actual value and replacement value of damaged property. Many policies
don’t pay for debris removal. However, if a tree falls on your business,
your insurance may pay for its removal
• Flood damage caused by rising water is covered under flood insurance, which
is required in some areas if you have a mortgage. The federal government
underwrites flood insurance, but most insurance adjusters can handle the
claims. Ask your agent about flood insurance
• Only make repairs necessary to prevent further damage to your business.
Do not make permanent repairs without consulting your agent
• An insurance adjuster will make an appointment to visit your business. It may take days, be patient
• Before the adjuster arrives, prepare a list of damaged and destroyed property.
The list should include a description of the item, date of purchase or age,
cost at time of purchase and estimated replacement cost. If you have canceled
checks or receipts for those items, collect them to show the adjuster
• If possible, get a detailed estimate for repairs. Take photographs or videos
of your building and its contents before a disaster occurs. Follow up with
videos or photographs of damaged areas
• Keep all receipts for all work done on your business
• Be aware of unsolicited and uncertified repair and recovery firms who approach you right after an event
The Florida Department of Insurance has a
hotline to handle questions and complaints. The number is (800) 528-7094. Business hours are
from 8 a.m. to 5 p.m. Monday through Friday
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Form 2: Building Survey
Protecting your facility can be very time consuming and labor intensive.
It is important to accomplish as much as possible in advance. Maintaining
your building’s integrity should be a priority regardless of its location.
An effective way to protect a building against disaster is assess its basic
structural integrity to ensure that protective measures have been taken.
Date of construction of each occupied building: ____________________
Square footage of each occupied building: ____________________
Aperture protection — Protective measures may include impact resistant glass,
storm shutter, 3/4" thick plywood cut to fit building openings.
[Complete for each window]
Window location Protective measure Location of stored shutter
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
[Complete for each door, including garage and bay doors]
Door location Protective measure Location of stored shutter
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
Form 2: Building Survey, Part Two
[Complete for each vent]
Vent location Protective measure Location of stored shutter
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
Depending on the size of your organization and building(s), you may want
to consider establishing an advance agreement with a contractor to install
shutters or board up windows and doors in the event of a disaster. Remember,
contractors may be busy with other clients during a disaster.
Roof protection _________________________
Inspect the roof to ensure it is properly tied to the building frame _________________________
Date of inspection: __________
Inspector: __________
Findings: _________________________________________________________
_______________________________________________________
_________________________________________________________
Inspect the roof covering (shingles, tiles) to ensure it is properly secured to the roof
Date of inspection: __________
Inspector: __________
Findings: _________________________________________________________
_________________________________________________________
_________________________________________________________
Form 2: Building Survey, Part Three
Building systems protection —
Identify objects (air conditioners, water heaters, signage) located on the
roof or elsewhere that may be damaged or cause collateral damage in a disaster.
Secure through strapping of tie downs as practicable.
Object Protective measure
____________________ ____________________
____________________ ____________________
____________________ ____________________
____________________ ____________________
Identify utility equipment (electrical switches and outlets, telephone and
data lines, refrigeration equipment and air conditioning compressors). Consideration
may be given to elevating these items above base flood elevation.
Equipment location Elevation In need of protection
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
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Form 3: Employee Mitigation Checklist
Members of the congregation
and employees (staff and clergy) may take actions to ensure that their homes
are protected from the effects of disasters.
The following checklist may be duplicated and completed by each individual.
It provides a list of activities each individual should consider to make
their homes more disaster resistant.
Basic list of considerations:
Place of residence — _______________________________________________
Homeowners or renters insurance. Policy #: _________________________
Flood insurance. Policy #: _________________________
The home or apartment is located in a hurricane evacuation zone_________________________
The home or apartment is located within the 100 year floodplain_________________________
The home or apartment has adequate storm protection (storm shutters, 3/4" plywood) for every window and door_________________________
The home has been inspected to determine if it is in need of structural retrofitting_________________________
Developed an inventory of household items and other personal property (include
photograph or videotape of the home or apartment and all personal property)
Family and personal protection _________________________
Received training or orientation on disaster preparedness and home mitigation_________________________
Developed a home disaster preparedness plan _________________________
Prepared a disaster survival kit (include canned food item, can opener, bottled
water, flashlights, battery powered radio, fresh batteries, first aid and
sanitary supplies)_________________________
Obtained a NOAA Weather Radio to monitor severe weather events_____________________
Identified a space for immediate in place sheltering (such as a bathroom or interior closet)_________________________
Considered alternate housing arrangements in the event of an evacuation or damage to home or apartment.
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Preparedness
Preparedness involves understanding
the effects of disasters, the actions that must be taken to respond to and
recover from these events, as well as what can be done to mitigate future
losses.
Preparing for a disaster includes educating both employees and members about
actions they can take to lessen their personal losses, as well as what special
actions or emergency duties they will be expected to assume at the work place.
The safeguarding of data, records and equipment will ultimately save time,
money and aggravation in the event a business suffers damage from a disaster.
Regardless of whether the data, records or equipment are irreplaceable, developing
a strategy for protecting and preserving these vital aspects of business
is essential.
In addition to protecting these critical assets, a United Methodist church
should consider establishing a team of members who will assemble after a
disaster to assist in evaluating building damage and inventory loss.
This recovery team may require a special orientation or training, but can
be very useful in restoring the institution to full operation.
Two forms are included in the preparedness portion of the disaster plan to
ensure that these issues are taken under consideration. Form 4, (building
contents), outlines the type of assets an institution may wish to protect
and provides space to identify how this will be accomplished. Form 5, (recovery
team roster), provides the United Methodist church with a basic call down
list of each employee or volunteer member that will participate in special
post disaster recovery duties.
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Form 4: Building Contents
Based on the emergency or disaster,
if an evacuation order is issued, leaders of a United Methodist church must
determine which data, records and equipment must to be evacuated from the
premises versus those assets that may be protected on site.
Obviously, any data or records that are routinely backed up and stored off
site will not present a problem during a disaster event. Some short term
data and records, and most equipment will remain on site during a disaster
event.
Consideration must be given to how well the selected items will be evacuated
or protected, where will the evacuated items be taken for safekeeping, and
who will be responsible for accomplishing each of these tasks.
Data and records protection
Data or record Number of copies made
Location of off-site storage Comments (include who is responsible for relocating items)
Formulas and trade secrets
Mortgage and property information
Financial statements and tax information
Insurance Policies(include agent’s name, phone & address)
Property Insurance
Flood Insurance
Vehicles
Income
Loss Business Interruption
Employee Database
Member Database
Supplier Database
Backup computer files
Product Inventory
Other:
___________________
__________________
___________________
__________________
___________________
__________________
Form 4: Building Contents, part two
Equipment protection —
Various methods exist for protecting equipment, including relocate it outside
of the main building, elevating it above flood level inside of building,
moving it away from windows and doors, or temporarily protecting it with
plastic sheeting and duct tape
Equipment
Method of Protection
Comments (include who is responsible for protecting items)
Office Electronics
Telephones
__________________
Computers
__________________
Printers
__________________
Copiers
__________________
Fax machines
__________________
Furniture & Appliances
__________________
__________________
__________________
__________________
__________________
__________________
__________________
__________________
__________________
__________________
Other:
___________________
__________________
___________________
__________________
___________________
__________________
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Form 5: Recovery team roster
Team members —
A
United Methodist church should establish a recovery team to assemble after
a disaster to assist in evaluating building damage and inventory loss. This
recovery team may require a special orientation or training, but can be very
useful in restoring the facility to full operation. The roles and responsibilities
of each team member should be well defined and understood in advance of a
disaster. All employees or volunteer members should have two forms of recognized
photo identification (a Florida drivers license and an employee identification
card) to facilitate access to the institution after a disaster.
Employee name _______________________________
Home phone numbe _______________________________r
Alternate phone, pager, and / or cell number _______________________________
Responsibility _______________________________
Leader: _______________________________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
____________________ ____________________ ____________________
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Response
Response involves handling an emergency as it is impending and occurring.
While a faith based institution continuity plan does not address the step
by step procedures for handling specific hazards, key members may wish to
develop a flip chart or set of standard procedures – a contingency plan –
to follow in the event of an emergency. It is primarily the role of government
to respond to the specific crises and logistical concerns that arise during
a disaster event. The most responsible action a faith based organization
can take is to heed all government advice, particularly evacuation orders,
and to encourage employees and members to do the same.
The response portion of the continuity plan includes a checklist, Form 6,
that outlines the type of activities a faith based organization may wish
to undertake if due warning of a disaster, such as a hurricane, exists. The
checklist is organized temporally, listing activities to be considered at
three, two, and one days prior to a predicted disaster event.
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Form 6: Response checklist
Stage One, Three Days Out —
Task - Three Days Out
Initials of Employee
Date/Time
Secure all roof hatches and remove antennas and loose
objects from roof
Check all AC units to ensure all inspection panels are
secure
Check and remove any broken branches from trees and bushes surrounding the
business - contact local municipality regarding pick-up schedules
Move all outside trash cans and tie down dumpsters and other items that cannot be brought inside
Remove all flags, banners, signs
Identify alternate water supply and power sources (generators). Top off generator with fuel, test and service under load
Fill all vehicles with gas and maintain at full or near full level
Monitor hurricane track and alert employees of pending storm
Update recovery team members and team contact list
Review disaster plan for accuracy and completeness
Make duplicate copies of important documents
(insurance policies, financial records, etc...)
Update inventory of all business equipment and furniture
Video tape or photograph the interior and exterior of the building
Allow employees to take care of personal needs (supplies, window protection installation, etc...)
Charge batteries in cell phones
Other:
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Form 6: Response checklist, part two
Stage Two, Two Days Out —
Task - Two Days Out
Initials of Employee
Date/Time
Back up computer files and store offsite
Make arrangements to pay employees with cash
Set up a petty cash fund for emergency purchases
Check all emergency equipment (flashlights, batteries, first aid kits, etc.) and replace any faulty or missing items
Assemble minimum disaster provisions for immediate post disaster operations
(potable water, fans, first aid supplies, personal hygiene items)
Move merchandise, equipment and furniture away from windows and skylights
Take down pictures, hanging plants and other items from the walls
Move remaining records away from windows and floor and place on shelves, file cabinets or counter top
Relocate boxes, computers and other office equipment if possible to the innermost
portion of the building or to a designated offsite safe place
Other:
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Form 6: Response checklist, part three
Stage Three, One Day Out —
Task - One Day Out
Initials of Employee
Date/Time
Install shutters over doors and windows or use 3/4" plywood
Alert suppliers of possible closing
Initiate flood control measures. Close flood doors or secure first floor
doorways with sandbags, air conditioning duct tape or heavy plastic to protect
from rising water
Transfer 800 phone number to an alternate location
Remove any remaining contents of lower file cabinet drawers, as well as loose
papers and books, and relocate to desk drawers or storage cabinets above
the 100 year flood level
Cover merchandise, files, office machines, computer terminals and other office
equipment and furnishings with heavy plastic and secure with duct tape
Notify local authorities that the building will be vacant or if a guard or security detail will be present
Disconnect all electrical appliances and equipment.
Turn off the circuit breaker for all electricity, except for refrigeration
Lock all doors upon leaving the building
Other:
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Recovery
Recovery involves restoring all aspects of a community damaged by a disaster.
This also includes the non-profit and faith based sector.
It is important
to remember that in the aftermath of a disaster, such as a hurricane, emergency
crews will be assessing the damage, performing search and rescue efforts,
cleaning debris and beginning to restore essential services.
During this
period, travel will be difficult and strictly controlled.
Evacuated and damaged
areas will be secured by law enforcement until they are considered safe.
Local law enforcement authorities will authorize reentry into these areas
through the media.
Although key members of faith based organizations will be anxious to return
to their facilities as soon as possible after the disaster, they must be
careful.
Immediately after a disaster is a period of extreme danger due to
downed power lines, potential traps from water, half downed trees, walls,
and hazardous material spills. Even if a few more pieces of furniture or
equipment get ruined in the disaster’s after effects, it is not worth risking
human life.
Faith based organizations should make no effort to return to
their facility until approved by the appropriate authorities. Initially,
authorities will begin allowing only limited reentry into evacuated areas.
It is possible that reentry will only be allowed during the daylight hours.
During this time, property owners may begin to assess the damage of their
facilities and homes and begin the cleanup process.
To facilitate reentry,
key members of faith based organizations should carry two forms of identification,
including at least one photo identification to provide identification to
authorities, or to alert family members in the event of an injury.
The recovery portion of the continuity plan includes a checklist, Form 7,
that outlines the type of activities a faith based organization may wish
to undertake immediately following a disaster event. While significant effort
will need to go into fully recovering from a disaster, this checklist provides
a basis for getting started on this task.
Section three of this document,
which follows this portion of the planning guidance, includes a fact sheet
on the Small Business Administration disaster loan program, as well as a
contact sheet of helpful phone numbers and website addresses.
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Form 7: Recovery checklist
Stage One, One to Three Days —
Task - One to Three Days After a Disaster Event
Initials of Employee
Date/Time
Determine if building is safe for occupancy
Contact insurance company
Establish a check in point for associates and hold an employee briefing
Assess the situation of employee personal circumstances
and assign assistance as needed - account for all employees (see employee contact listing)
Assign areas for the recovery team to work. Coordinate job responsibility
changes. Keep a separate time sheet for employees assigned to damage clean
up, property protection, etc... (this may be covered by business interruption
insurance)
Contact the Better Business Bureau to get a list of reputable licensed contractors
to assist in building restoration and repairs
Contact debris removal company
If safe and possible, begin removing water and clearing debris
Conduct salvage operations. Separate damaged from undamaged property.
Take an inventory of all damaged property and keep until an insurance adjuster assesses the damage.
Protect undamaged property by making temporary repairs
Approve the ordering and delivery of replacement equipment and supplies
Keep detailed records. Establish record codes for purchase and repair work. Keep all receipts for insurance
Contact appropriate agencies to apply for disaster recovery loans and grants
Other:
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Small Business Administration Information Sheet
Disaster Loan Assistance —
Privately owned businesses that are damaged or destroyed by a disaster can
qualify for individual assistance from programs such as Small Business Administration
(SBA) loan. The SBA program can offer low interest loans to non profit organizations
for refinancing, repair, rehabilitation or replacement of damaged property
(real or personal). Loans may also be available to businesses that have suffered
an economic impact as the result of a disaster. Approvals usually occur within
30 days of filing an application. The Atlanta Regional Office for the SBA
may be reached at 1-800-359-2227.
Documentation requirements —
Corporations / Partnerships:
• 3 years corporate tax returns
year personal tax returns on principle
(Affiliates with greater than 20% interest)
• One year tax returns on affiliated business entity.
• Current P&L statement (within 90 days)
• Listing of aged account receivables/payables
• Listing of inventory (advisable).
• Schedule of liabilities
• Balance sheet (as recent as possible)
Sole proprietorships:
• 3 years tax returns with Schedule C
(Plus the information requested above, if applicable)
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Contact Information
Telephone contacts —
Fire or Medical Emergency 911
American Red Cross (850) 432-7601
Florida Department of Insurance 1-800-528-7094
National Flood Insurance Program 1-800-427-4661
Small Business Administration (SBA) 1-800-359-2227
FEMA Tele-Registration Hot Line 1-800-462-9029
Local County Emergency Management (___) ___-_____
Florida Department of Community Affairs,
Division of Emergency Management (850) 413-9969
Federal Emergency Management Agency (202) 566-1600
Local Power Company
(Corporate Office) (___) ___-_____
(Customer Service) (___) ___-_____
Local County Solid Waste (___) ___-_____
(___) ___-_____ (fax)
Local County Public Works (___) ___-_____
(___) ___-_____(fax)
Local County Economic Development (___) ___-_____
(___) ___-_____ (fax)
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Contact Information Continued
Website contacts —
Federal Emergency Management Agency (FEMA) www.fema.gov
Florida Division of Emergency Management www.floridadisaster.org
US Small Business Administration (SBA) www.sba.gov/disaster_recov
American Red Cross Home Page www.crossnet.org
Florida Interfaith Networking in Disasters (FIND) www.findflorida.org
Internet Disaster Information Center www.disaster.net
National Oceanic Atmospheric Administration www.noaa.gov
Florida Emergency Preparedness Association (FEPA) www.fepa.org
Contingency Planning and Management www.contingencyplanning.com
Association of Contingency Planners (ACP) www.acp-international.com
Business Continuity Planners Association www.bcpa.org
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