Pre-Storm Preparation
United Methodist Conference
Risk Management Office
Designed to Assist, Advise and Advocate for the Local Church
Pre-Storm Preparation For Building and Structure
Ministry Protection Contact Information:
M/A: P.O. Box 3767
P/A: 1140 E. McDonald St.
Lakeland, Fl. 33802
Phone# 800-282-8011 X-144 or 863-688-5563
Fax# 863-688-4595
Florida Annual Conference
United Methodist Church
Pre-Storm Preparation for Building and Structure
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When
preparing for a disaster, a checklist should be developed indicating the
order in which processes are to be shut down and the facility secured. The
length of time needed- expressed in hours or days- to accomplish these tasks
should be determined in advance so that appropriate actions can be initiated
at the proper time. Then, as each task is completed during either a disaster
watch or disaster warning, check it off and move on to the next one.
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Facility Shutdown |
Time Needed |
Done |
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1. |
Have doors, windows and ventilators been closed and battened? |
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2. |
Have all processes been shut down? |
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3. |
Have sandbags been placed at vulnerable facility openings and around critical exterior equipment? |
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4. |
Have all flammable and combustible gas lines been shut off at their source? |
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5. |
Has exposed piping been properly secured and supported to minimize breakage? |
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6. |
Have all vent pipes been extended to a point above the anticipated high water line? |
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7. |
Have utility gas and electric power lines been shut off? |
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8. |
Have all stationary equipment and machinery been liberally oiled and greased for added protection? |
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Business Interruption |
Time Needed |
Done |
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1. |
Have
contractors been engaged to provide service regarding emergency equipment
(e.g.,sand bags, emergency generators, pumps, lighting, lumber, cleanup tools)? |
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2. |
Have offsite locations been selected for transport of movable machinery, equipment, records and files, stock, furniture, etc.? |
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3. |
Have
manufacturers and vendors of critical machinery and equipment been contacted
to establish a contract for priority support with backups? |
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4. |
Have
“critical” employees been identified to participate in the recovery process,
including salvage, security, data recovery, communication, transportation,
etc.? |
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Physical Protection |
Time Needed |
Done |
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1. |
Has access to existing and emergency water supplies been established for use by the fire department? |
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2. |
Have all operations involving spark and flame (e.g., cutting, welding, soldering, heating been terminated? |
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3. |
Is
there an adequate supply of portable fire extinguishers available, with plans
in place for procurement of additional units if needed? |
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4. |
Have all utility gas and electric shut down procedures been assigned only to qualified personnel? |
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5. |
Has communication been established between church and local emergency response authorities (e.g., police, fire, rescue)? |
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6. |
Has a continuous fire watch been established for the facility using qualified personnel? |
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7. |
Has combustible debris been removed from the premises as much as is feasible? |
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Life Safety |
Time Needed |
Done |
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1. |
Have
formal emergency procedures been developed and implemented for safe and orderly
evacuation of personnel via established safe routes? |
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2. |
Have
adequate provisions been made for the protection and safety of recovery,
security and fire watch crews, including first aid, sanitation, drinking
water, blankets, non-perishable foods, etc.? |
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3. |
Have plans been developed to secure the facility and its perimeter against lookers and trespassers? |
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4. |
Has a chain of command been established to order a full evacuation and facility shutdown in the event of an emergency? |
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Action |
Time Needed |
Done |
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1. |
Make
sure above and below ground tanks are properly anchored to prevent flotation.
Fill empty tanks with water or product, and extend vent lines on active tanks
above the anticipated maximum water level. |
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2. |
Latch down portable containers of flammable or combustible liquids. |
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3. |
Assemble the following supplies and equipment at a central, secure location:
Portable pumps and hose
Mops and squeegees
Emergency lighting
Tarpaulins
Lumber and Nails
Power and manual tools
Sandbags
Shovels and axes |
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4. |
Ensure that the emergency crew remaining on the premises has the following:
Nonperishable food
First Aid equipment
Lighting
Radio receivers
Stored drinking water |
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5. |
Fill emergency and fire pump fuel tanks |
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6. |
Inspect roof edging strips, gutters, flashing, covering, and drains |
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7. |
Inspect sign and stack supports, guy wires, and anchorages |
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8. |
Check for weak door and window latches or hardware or for insecure panel fastenings. Expedite repairs. |
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9. |
Protect vulnerable windows from flying debris. |
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10. |
Clean out drains and catch basins. |
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Maintaining Communications
Being able to contact key
individuals is essential to completing specific tasks before, and after a
disaster. During a disaster, communication links may be interrupted and conditions
may be generally chaotic. The following information can assist you in determining
if your communications links are adequate.
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Contingency Plan |
Time Needed |
Done |
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1. |
Determine
and secure the type of communications system(s) best for your location. UHF
radio, cellular telephone, etc. Be sure to have a supply of spare batteries
and battery chargers. Do not rely on battery chargers only, due to possible
power outage. |
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2. |
If
cellular telephones are used, contact your service provider to determine
if there is a Priority Access Program for catastrophe operations. If this
is the case, only the customers with a Priority Access number will be able
to use the cellular phone airwaves after a disaster. |
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3. |
Develop
and maintain a list of key individuals to be contacted before and after a
disaster. Each key person should have the selected type of communication
system. |
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4. |
Contact the communications carrier to determine estimated recovery time after a disaster. |
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5. |
Review the components of the disaster plan on a regular basis. |
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Securing Yard Storage
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Facility Shutdown |
Time Needed |
Done |
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1. |
Has non-movable equipment been secured? |
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2. |
Have yard storage, vehicles, sheds, etc., been anchored or relocated to higher ground? |
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3. |
Have all storage tanks been anchored to prevent flotation? |
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4. |
Have all empty and semi-filled tanks been filled with water or product to increase stability? |
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Physical Protection |
Time Needed |
Done |
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1. |
Have
portable containers of flammable and combustible liquids been relocated to
higher elevations or anchored to prevent floating? |
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2. |
Have tank cars holding chemicals and/or flammable or combustible liquids been relocated to a higher elevation? |
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3. |
Have containers of water-reactive chemicals been relocated to a higher elevation and/or tanks adequately anchored and secured? |
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Action |
Time Needed |
Done |
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1. |
Fill aboveground tanks to capacity with product or water to minimize wind damage. |
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2. |
Anchor
structures in the yard that can be moved by high winds, such as trailers,
lumber or any loose yard storage. Move stored materials inside where practical. |
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3. |
Take
extraordinary measures to secure outdoor traveling cranes and bridges. Besides
setting rail clamps, secure with wedges and cable anchors. |
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Electronic Data Processing
If
you operate data processing equipment, you must consider what you will do
if your facility experiences a disaster which leaves your system inoperable.
Ask yourself what will happen to your operations if critical pieces of computer
equipment were damaged, destroyed, stolen or if power were lost. Can you
relocate your processing operations? Where? Are there other areas or buildings
that would meet your needs for such things as space, electrical power, communications
and air-conditioning? If you cannot interrupt your data processing for any
length of time, you might want to set up one of the following contingency
Plan alternatives.
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Contingency Plans |
Time Needed |
Done |
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1. |
Contract
alternative data processing and computer facilities that can run your data
programs without persons from your operation being on site. |
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2. |
Lease computer rooms at a facility that does nothing but rent this type of space. |
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3. |
Obtain
a written contract to use the computers of a neighboring firm/or church whose
equipment is compatible with your own programs and needs. |
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4. |
Development of a records backup plan that insures proper storage and duplication of records. |
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5. |
Obtain a means to protect against power outages and/or power surges. |
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6. |
Is an on-site backup power unit and associated equipment feasible? |
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Business Interruption |
Time Needed |
Done |
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1. |
Have
data processing software, files, records, etc. been properly backed up and
transported offsite? (Note:This should be done daily.) |
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2. |
Has
a listing of vendors, suppliers, church members, contractors, etc., been
developed for communication on the facility’s damage and operational status? |
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Physical Protection |
Time Needed |
Done |
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1. |
Has data processing equipment been covered with waterproof covers to help prevent contamination by water or debris? |
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2. |
Has electrical power been disconnected to help prevent damage due to electrical spikes? |
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3. |
Has
the data processing equipment been de-energized to help prevent damage due
to power abnormalities that can be expected during storms? |
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Contingency Plans |
Time Needed |
Done |
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1. |
Have all fire protection system control valves been secured in the open position? |
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2. |
If water for the fire protection system is drawn from a tank or other impounded water supply, is the supply full? |
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3. |
If
there is a fire pump, has the maintenance staff made sure the pump is on
and functional? If a diesel fire pump, is the fuel tank full? |
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4. |
Have the special extinguishers such as a CO2 been inspected? |
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5. |
Have all fire extinguishers been inspected and recharged if need be? |
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6. |
Are extra fire sprinkler heads or wood wedges and wrenches in supply in the event of sprinkler leakage or fused heads? |
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7. |
If an anti-freeze sprinkler system is in use, is the anti-freeze solution adequate? |
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Action |
Time Needed |
Done |
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1. |
In
the event of a fire, only authorized persons should close the control valve(s)
to the fire sprinkler system. The fire sprinkler system should not be shut
off until ordered to do so by the fire department. |
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2. |
If
located in an area subject to freezing and there is a loss of heat, a wet-pipe
sprinkler system should be drained and tagged to indicate the value is closed.
A 24-hour fire watch should be imposed. |
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3. |
After
the cold weather has ended or heat restored to the building, a visual inspection
of the entire sprinkler system should be make looking for cracked or leaking
pipes. The fire sprinkler system should be returned to service if damage
was not sustained. |
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4. |
If
damage to the fire sprinkler system is sustained and water leakage occurs,
the fire protection system should be removed from service. A 24-hour fire
watch should be implemented until repairs are completed. |
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5. |
If the fire protection system is a dry pipe system, drain all lower point drains and check for excessive priming water level. |
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Inventory of Property
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In the event of a disaster,
a current inventory of your property will help determine the proper value
of your loss. The inventory list should include raw product, finished product,
machinery, furniture and any other items that can be damaged. When disaster
strikes, it is very difficult to develop an accurate record of the inventory
items and values.
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Checklist |
Time Needed |
Done |
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1. |
A listing of all inventory and values is current? |
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2. |
Photographs of video pictures have been made of the premises? |
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3. |
Copies of all photographs, video pictures and inventory records are maintained off-site? |
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Valuable Papers
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Valuable papers include
items such as deeds, titles, certificates of deposit, corporate inventory
records, administrative and procedural manuals, manuscripts, drawings, abstracts
or any other papers that have intrinsic value to you or your corporation.
Are your valuable papers secured in a safe place so they will not be damaged
in a disaster?
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Checklist |
Time Needed |
Done |
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1. |
Valuable papers should be segregated from other materials in storage for easy retrieval. |
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2. |
A plan should be developed for post-disaster security of the premises and valuable papers. |
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3. |
Valuable
papers are stored in approximately rated fire resistive storage chests, vaults,
or safes that will protect them from water, smoke and heat. File room doors
should have insulated File Room Door Class 350. Filing devices are listed
as: Class 350 for paper, Class 150 for magnetic computer tapes and photographic
film, and Class 125 for flexible disks. |
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4. |
Store backup copies of administrative and procedural manuals in a safe location. Off-site storage is preferable. |
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