ndin coop for congregations (arlington version) …...2016/04/19 · 7 esc trainings: emotional...

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Congregations & FBO Leaders CourseIntroductions

Continuity of Ministry & Operations Planning (COOP):

Minimizing Operational Disruptions

© 2016 National Disaster Interfaiths Network

Welcome

Arlington County OEM

Charlotte Franklin, Deputy Coordinator

Roman Catholic Diocese of Arlington

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Administrative Remarks

• Schedule

• Restrooms Locations

• Scheduled Breaks

• Please turn off or mute all pagers and cell phones

• Locate emergency exits

• If evacuated, meet at the back of the parking lot and await further instructions

• Questions vs. Parking Lot

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Instructor

Peter B. Gudaitis, M.Div.,

President National Disaster Interfaiths Network

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Peter B. Gudaitis, M.Div.,

President, National Disaster Interfaiths Network

Chief Response Officer, New York Disaster Interfaith Services

Adjunct Professor, Hartford Seminary

Research Associate, USC Center for Religion & Civic Culture

4 West 43rd Street, Suite 407

New York, NY 10036

[email protected] │www.n-din.org

Slide 5

Who Is In The Room?

In 1 Minutes or Less!

• Your name, title and parish/agency?

• Your role within your parish/agency and how it relates to disaster & emergency management?

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Slide 6

Murphy’s Law


Slide 7

Self Assessment

In 1 Minutes or Less!

• What are the hazards you most likely to impact your parish, diocese or county.

• How would any of those hazards impact your parish or agency’s day-to-day operations.

• What is the Hazard you fear most & why?


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Resources Review

Module 1Continuity of Ministry & Operations Planning (COOP):


Be A READY CONGREGATION

26 Tip Sheets for U.S. Religious Leaders

www.n-din.org

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Be A READY CONGREGATION

Tip Sheet: Children & Disasters

Tip Sheet:Active Shooter

Be A READY CONGREGATIONPARTNER

Competency Guidelines for Sheltering & Mass Care

•Buddhist•Hindu•Jewish•Muslim •Sikh

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ESC Trainings:

Emotional & Spiritual Care• Chaplain• Spiritual Care Worker• Train-the-Trainer

Psychological First Aid

Mental Health First Aid

STAR: Strategies for Trauma Awareness and Resilience

Slide 13

Using Faith Community Engagement Tip Sheets

More detail can be found in the Tip Sheets accompanying this course.

Engagement Best Practices &

Resources:

•LEADER Process: Creating

an Engagement Plan

•Cultural Competency Tips

•Resources and Tools


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Slide 14

Using Faith Community Engagement Tip Sheets

More detail can be found in the Tip Sheets accompanying this course.

Engagement Guidelines: Religious Leaders• Buddhist Leaders

• Christian Leaders (7 tip sheets):• Black Church Protestant• Church of Jesus Christ of Latter-Day Saints

(Mormon)• Evangelical Megachurch• Latino Protestant• Orthodox Christian• Protestant• Roman Catholic

• Hindu Leaders

• Jewish Leaders

• Muslim Leaders

• Sikh Leaders


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COOP:• Continuity of Operations Plan• Continuity of Ministry Plan• Table Top & Exercises

Preparedness & Planning• Congregant Preparedness• Developing a Congregation Plan• Asset Mapping• Risk Communication• Recovery Operations• Partnerships• Training

Asset Mapping │ Risk Assessment │COOP

Unit 1Continuity of Ministry & Operations Planning (COOP):


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Slide 18

FEMA Whole Community Doctrine

“We need to move away from the mindset that federal and state governments are always in the lead, and build upon the strengths of our local communities…”

“When disaster strikes, the initial services provided may not come from government, but rather from churches, synagogues, mosques and other faith-based and community organizations…FEMA is working to improve our preparedness through the Whole Community framework.”

“When the community is engaged in an authentic dialogue, it becomes empowered to identify its needs and the existing resources that may be used to address them.”

--W. Craig Fugate, FEMA Administrator


Slide 19

Assets of Faith Communities in Disasters

“Local non-profits and faith-based organizations… far

exceeded their primary role as ‘safety net’ social service

providers, offering meals, emergency supplies, vital

information, medical care, referrals to alternate housing, and

providing public safety…[they] addressed the immediate

needs of ‘at-risk’ residents and communities at large in the

critical 72 hour period following the storm and have extended

support services through the city’s ongoing recovery.”

Supporting Community-based Disaster Response: Lessons Learned from

Hurricane Sandy, Office of the Public Advocate for the City of New York, June 2013


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Slide 20

Assets of Faith Communities

• Mission to Serve: Help people cope and recover

• Trust: Moral authority and legitimacy

• Resources: Space, people, money, logistics, communications, national affiliates, other capacities

• Knowledge: Language, cultural competency and an intimate knowledge of people and communities


Slide 21

Assets of Faith Communities in Disaster

• Networks: Reach beyond their own congregations into larger geographical areas (houses of worship may serve congregants from other neighborhoods)

• Programs: Human services, disaster volunteers

• Staying Power: Longevity in community recovery


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Slide 22

Assets of Faith Communities

• People

• Leadership Bodies (judicatories, federations, networks)

• Congregations

• Schools, colleges, theological institutions

• Hospitals, clinics

• Social service organizations

• Disaster human services organizations

• Clubs, youth groups

• Worship or study groups

• Cultural institutions

• Communication networks & Religious media

• Burial societies, cemeteries


Slide 23

Live, Work, and Worship Lens

• People of faith may live, work, and worship in different geographic areas.

• Any of these three areas may impact the recovery and resilience of survivors and communities.

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Slide 24

Rapid Assessment Quiz

Name a Scenario

• Physical assets

• What are two or three physical assets of your congregation?

• Reassess – what assets did you not think of at first?

• Think creatively! Be specific.

• Individual assets

• What are the human labor and skills available?

• Associations

• What groups of people do you connect with in your community?

• They can be inside or outside of the congregation.

• Institutions

• What institutional partnerships can assist and how?

• Economic assets

• What does funds does your congregation have? What can you access?


Slide 25

Landscape of Religious Institutions


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Slide 26

Landscape of Religion & Disasters


Slide 27

Voluntary Organizations Active in Disaster

• National Voluntary Organizations Active in Disaster (National VOAD) is the forum where organizations share knowledge and resources throughout the disaster cycle –preparation, response, and recovery – to help disaster survivors and their communities.

• National VOAD is a consortium of approximately 56 national organizations and 55 State and territory equivalents (there are also county-level VOADs).


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Slide 28

Risk Assessment


A Risk is the amount of harm that can be expected to occur during a given time period due to the impact of a specific event (e.g., hazard, emergency or disaster). In practice, the amount of risk is usually categorized into a small number of levels because neither the probability nor harm severity can typically be estimated with accuracy and precision.

A Risk Matrix is a matrix that is used during Risk Assessment to define the various levels of risk as the product of the harm probability categories and harm severity categories. This is a simple mechanism to increase visibility of risks and assist management decision making.

Slide 29

Risk Assessment Matrix

Negligible Marginal Critical Catastrophic

Certain High High Extreme Extreme

Likely Moderate High High Extreme

Possible Low Moderate High Extreme

Unlikely Low Low Moderate Extreme

Rare Low Low Moderate High


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Slide 30

Risk Assessment Matrix

Negligible Marginal Critical Catastrophic

Certain

Likely

Possible

Unlikely

Rare


Slide 31

COOP: Continuity of Ministry Operations Plan


COOP for Congregations and FBOs is an initiative to

ensure that organizations are able to continue to

perform their essential functions before, during and

after incidents or disasters that threaten to or disrupt

essential or normal ministry or program operations.

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Slide 32

COOP Objectives


• Ensure continued performance of essential functions

• Ensure succession to office of key leadership

• Provide assistance to staff and clients

• Reduce/mitigate disruptions to operations

• Protect essential assets – Equipment/Records

• Achieve timely recovery/reconstitution

• Maintain TT&E* program for validation

(*Test, Training & Evaluation)

Slide 33

10 Primary Elements of a Viable COOP Plan


• Essential functions

• Orders of succession

• Delegations of authority (Incident Command System)

• Continuity facilities

• Continuity communications

• Essential records management

• Human resources

• Tests, training, and exercises

• Devolution of control and direction

• Repair or Reconstitution operations

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Slide 34

COOP Considerations


• Be capable of implementation anytime, with

and without warning.

• Implementation must be either by leadership

activation or standing protocols.

• Provide full operational capability for essential

functions with 1-12 hours after activation.

• Be capable of sustaining operations without

significant external support for up to 30 days.

Slide 35

COOP Planning Resources


Flash Drive:

• Congregation COOP

• Congregation Preparedness

• Congregation Recovery

• Diocesan Preparedness

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Slide 36

15 Minute Break


Slide 37

15 Minute Break & Grab a Box Lunch


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Tabletop Exercise (TTX)



Slide 39

Tabletop Excercise


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Slide 40

Kobayashi Maru?

4:00PM Saturday, April 23, 2016

Holy Spirit Catholic Church, Annandale, VA

• 40º Clear Sky

• 100 Adults are at Mass

• 200 Teens are at a Youth Event onsite

• 100 Homeless arrive at 9AM Sunday for Food distribution

• 500 People will arrive at 9AM for Mass

• $10,000 in Cash is in the Safe & Payroll is Due Monday

• The Pastor is on a silent retreat at Clear Creek Abbey, OK


Slide 41

Kobayashi Maru?



• A loud rubble and bang can be heard, the building shakes

• Later, the power flickers for 30 Seconds and goes out

• Some adults and teens notice cell phones aren’t working

• A parent calls an old POTS line in the parish kitchen and tells the person who answers that there have been explosions at three regional power plants, terrorism is suspected. EBS activated, everyone told to shelter in place.


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Slide 42

Kobayashi Maru?



• Some parishioners are watching TV – Marshal law has been declared for 48 hours, everyone other than essential staff and emergency personnel, must shelter in place.

• Teens and some adults begin to panic. Everyone is beginning to get hungry and wonder what plans should be made to secure buildings and care for everyone on site.


Slide 43

Kobayashi Maru?

Program Decisions to be made

• What plans are in place & who is the Incident Commander?

• What additional threats should be considered?

• What assets are available to activate?

• Are there nearby partners who can help?

• What are the needs of those onsite? Which can be met?

• What is the plan to link individuals back to their families when Marshal Law is lifted?


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Slide 44

Kobayashi Maru?

11:00PM Sunday, April 24, 2016


• The ICS team meets for final briefing before turning in for the night. A police officer walks in and informs the team that asbestos and other chemicals from a damaged nearby power plant are contaminating the air and water.

• Arlington OEM has order Annandale evacuated for 30-60 days. Buses are arriving in 6 hours to evacuate all people without cars. The police have indicated the town will not be 100% secure during this period of time.


Slide 45

Kobayashi Maru?

Administrative Decisions to be made

• What COOP plans are in place to relocate operations?

• What essential functions must remain operational?

• What information and essential materials must be moved?

• What is the risk communication plan?

– How to reach Parishioners? Teen’s Parents? Clients?

• What plans need to be made if the parish and its operations must be evacuated and relocated for 30-60 days – and what are the steps needed if building security is uncertain?


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Slide 46

Debrief


Slide 47

Kobayashi Maru?


A no-win scenario training exercise tests ethical decision-

making and leadership. Part of that ethical leadership is

recognizing the limits of your powers, and deciding what

to do in the face of those limits.

The real test of the Kobayashi Maru is not how you

respond to the exercise, but how you go on from there

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Slide 48

10 Minute Break


Creating & Sustaining Plans, Capability & Capacity



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Slide 50

Developing a COOP Plan


A plan for what to do if your facility, staff and communications systems are is not accessible. • Define crisis management procedures and

individual responsibilities in advance. • Talk with your staff or leadership and frequently

review and practice what you intend to do during and after an emergency.

• Plan for how to communicate with your congregation in an emergency—including if your community is evacuated.

Slide 51

Developing a COOP Plan


Plans should address 4 types of activities:

• Emergency Action Plan: Include actions that should be taken just before (if there is warning) or immediately after a disaster to prevent loss of life and property and to promote fast recovery. Make a checklist.

• Risk Communications Plan: Detail who will be contacted, under what circumstances, how, and for what purpose.

• Continuity of Social Services: Provide for continuation, growth (surge), or suspension of existing programs.

• Continuity of Ritual Life and Spiritual Care: Provide for continuation, growth, or suspension of religious activities.

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Slide 52

Lists

Forms

Plans

Templates


Leadership

Who will take responsibility for preparedness activities?

· Congregational Disaster Coordinator / Disaster Leadership Team

· Disaster Leadership Team – Contact Information

Goals

What does your congregation want to do in case of disaster?

· Preparedness Goals / Forming Goals

· Congregational Goals

Risk Assessment

What emergencies have happened before and what should you prepare for?

· Local Crisis History

· Brainstorm Possible Disasters and Emergencies

· Identify Groups that Include or Serve Vulnerable People

Property Assets

What do you have that you need to protect?

· Inventories of Property-Related Assets

· Inventory Form

· Items to Protect

· Items to Bring in an Evacuation

· Church "Go Kit"

· Insurance Information

· Secure Storage of Archives and Records

Response & Recovery Capacity

What and whom do you have that will help you respond after an emergency?

· Congregational Resources

· Congregational Activities Resources

· Members with Disaster-Related Skills/Certification/Resources

· Member Questionnaire

· Goals and Response

Communication & Outreach

Whom do you need to contact after an emergency, how and for what purpose?

· Important Contacts

· Diocesan Contact Information

· Church Staff Contact Information

· People with Financial Authorization Approval

· Congregation’s Emergency Contacts

· Local Preparedness and Response Organizations

· Vendor Contact List

· Outside Users of the Building

· Local Media Information

Developing Templates for Initial Response

· Example: Major Disasters with Warning

· Example: Local Emergencies with No Warning

· Template: Major Disasters with Warning

· Template: Major Disasters with No Warning

· Template: Local Emergencies with Warning

· Template: Local Emergencies with No Warning

Slide 53

Train, Test & Evaluate


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Slide 54

Evaluation & Closing Remarks


Slide 55

Contact Information:

Peter B. Gudaitis, M.Div., PresidentNational Disaster Interfaiths Network

4 West 43rd Street, Suite 407New York, NY 10036

[email protected] │www.n-din.org


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Slide 56

Program Decisions to Be Made


Plans In Place?

ICS?

Additional

Threats?

Assets?

Nearby Partners?

Needs On Site?

Triage?Reconnect Plan?

Slide 57

Administrative Decisions to Be Made

COOP Plan for

Relocation?

Essential

Functions?

Information &

Essentials?

Communication

Plan?Security Plan?


ndin coop for congregations (arlington version) …...2016/04/19 · 7 esc trainings: emotional...

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