ATTIC (Active Teens Testifying In Christ) BLOWOUT
ATTIC (Active Teens Testifying In Christ) BLOWOUT
Disaster Response Planning for Churches
The purpose of this Dover initiative is to encourage our churches to prepare to respond to the urgent needs of our members and community should we be engulfed in a disaster. Having a plan designed by, and tailored to, our individual church and community will enable us to minister more effectively to those among us who are hurting.
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Table of Contents
Is Disaster Response a Ministry for Our Church?
Disasters come in a variety of sizes and severity – from a hurricane, tornado, or flood to a house fire, chemical spill, or the shutdown of an interstate with stranded motorists needing food and shelter. A church of any size can make a response appropriate to its size and resources.
As your church decides whether to develop a disaster relief ministry, consider the following questions:
1. Is there a need for our church to have disaster response capability?
2. Will our church become aware of the needs that result from a disaster and want a way to respond?
The following resources can provide a broad overview of various ministry opportunities that a church may have as it considers responding to disasters (see the Disaster Response Resources list for contact information):
1. Virginia Baptist Disaster Relief
2. North American Mission Board/Southern Baptist Disaster Relief
3. “The Changing Role of the Church in Disasters: A Reference Guide for Virginia Churches,” a booklet which can be downloaded from the Virginia Council of Churches website.
Church Response
When needs and potential ministry opportunities resulting from a disaster are realized by the church, members will expect the church to explore ways to respond appropriately. Several individuals with an interest in disaster response should be identified and asked to develop a plan outline with possible response functions and make a recommendation to the church.
Develop a Plan Outline
Purpose Statement
The plan outline should contain a purpose statement for the church’s disaster response plan and answer these questions:
1. Why should we respond to a disaster in our community?
2. What does God’s word have to say about meeting physical and spiritual needs?
3. How will our church’s resources and facilities be used for disaster response ministry? (to help church members? to help the community? to aid other organizations who are responding to the disaster?)
Scope of Response
The plan outline should define in broad terms the extent of the response the church might reasonably expect to offer. The scope of the church’s response will be influenced by church size, capability, and resources.
Consider the types of disasters that have the greatest potential for impacting your local area and determine the kind of need that is most likely to emerge from each type of disaster. The Virginia Department of Emergency Management website lists various potential disasters and the accompanying risks (see the Disaster Response Resources list).
What potential needs could your church realistically expect to address? The areas of disaster response most suitable for your church’s response should become evident from this study. The church’s preferred response function may be one of those detailed in the next section.
What Is Our Church’s Preferred Response Function?
Each church should begin by identifying one or two preferred response functions. Proposed response functions should be within the church’s capability, since unrealistic response plans will lead to disappointment and frustration.
Source of Information and Referral
The church can provide church members with information about church and local services available in the event of a manmade or natural disaster. Literature and websites will give specific help for individuals and families to prepare for and survive a disaster. Local response to a disaster may not come during the first or second day or even during the first week. Disaster response officials caution that local fire-rescue-police personnel may not be available for 72 hours. Little or no help will be available on the periphery of the disaster, since major response resources concentrate in the prime disaster area. Citizens are expected to provide for their own care during the first few days.
Distribution Point for Food and Supplies
A church located near the disaster area may have a unique opportunity to use its facilities to distribute food, clothing, and other needed items. Making church facilities available for these types of uses in a time of disaster is a high-value ministry and provides an opportunity to involve many church members.
Adventist Community Services Disaster Response (ACSDR) of the Seventh-Day Adventists works with churches, civic groups, and other interested persons to collect and distribute donated goods when emergency needs exist. The Virginia Emergency Response Team (VERT), in partnership with Virginia VOAD, also develops and maintains a plan for receiving and distributing donated goods.
Shelter for Victims or Evacuees
The church can become an American Red Cross (ARC) approved shelter for local victims or out-of-town evacuees from a disaster area. American Red Cross staff will provide training for church members in operating the shelter.
Base of Operations for Disaster Relief Ministries
Disaster Relief organizations that are equipped to bring in volunteers and equipment need a base of operations in the disaster area. For example, Virginia Baptist Disaster Relief communications, recovery, and feeding units need a church near the disaster site from which to operate. A large parking lot, facilities to lodge volunteers, and a welcoming congregation are necessities.
Mobilizing Church Resources for Hands-On Ministry
Mobilizing church resources to meet emergency food, shelter, and survival needs in the community is a proactive approach that provides members the opportunity for hands-on ministry. For example, church kitchen facilities and experienced “church dinner” cooks can provide early help for folks nearby until response capability arrives. Food pantry and clothes closet volunteers can respond to meet needs with resources on hand. Volunteers can clear debris, make emergency home repairs, provide transportation or medical aid, or perform a host of other services.
Developing a Disaster Response Network with Other Local Churches
Developing a network with other churches in your community is another option. A product of the network should be a directory with a compilation of resources available from the network churches.
Response capability is significantly broadened when resources are pooled and shared.Other Possible Responses
Meeting community needs that fall “beneath the radar” may provide an opportunity for ministry. Church members know their communities and those living around them with special needs. The elderly or infirmed with no immediate family nearby might be overlooked by the larger response effort. The church can seek out those missed by the Red Cross, Salvation Army, county emergency services, and others charged with responding to large areas.
Accepting referrals from the American Red Cross, Salvation Army, Emergency Management, or local government agencies for “unmet needs” is an area of response ministry the church might develop. Meeting this type of need typically means assisting special needs people with longer term recovery beyond initial disaster response. Usually Emergency Management or Virginia Capital Area VOAD will set up a committee to initiate and coordinate assistance. Most often a church or civic organization will “adopt” an individual or family, providing longer term help.
Your church may want to assist church members or the community with long-term recovery and rebuilding after a disaster. Typically, Virginia Baptist Disaster Relief is not involved in long-term rebuilding efforts, although when available funds are donated, they do have the capacity. Contact Virginia Baptist Disaster Relief with interests and resources for long-term rebuild/recovery.
How Much Will a Disaster Response Ministry Cost?
Funding to support church disaster response is the responsibility of the church. The cost and source of funds will be questions posed early on by the congregation. Prior to the presentation to the church, the disaster response leadership group should anticipate associated costs and identify potential sources of funds.
Church Approval of the Plan Outline
Once a plan outline has been drafted, the disaster response leadership group should present it to the church for consideration and approval. It is prudent to begin with a somewhat limited and well defined response plan outline. The proposal should address the issues raised in the preceding paragraphs, including preferred responses and costs.
The presentation to the church should be well organized and include all pertinent facts, both positive and negative. Anticipate questions from the congregation and answer them before they are asked. Obvious omissions in the presentation will cast doubt on the credibility of the plan.
If the church approves the disaster response ministry concept, then a disaster response leader or coordinator should be elected by the church to lead the development of a detailed plan.
Developing a Detailed Disaster Response Plan
Based on the plan outline and church approval, the church-designated Disaster Response Coordinator should organize a Disaster Response Team to design a detailed plan based on the purpose and scope approved by the church. Assign areas of functional responsibility – such as volunteer enlistment, skills and equipment inventory, and facility readiness review – to team members.
One way to bring some reality to your planning is to develop a narrative of what the first hour, first day, first week, first month of a disaster response might look like, depending on the type of disaster and the church response for which you are planning.
As part of the planning process, develop at least a telephone acquaintance with your local area Emergency Manager. Ask this person for details on the emergency plan and the location of the Emergency Operations Center (EOC) for your area. Let the Emergency Manager know that your church is preparing a disaster response plan. Emergency officials need to be aware of what goods and services your church will provide during a disaster. When the church’s detailed plan is completed, share it with the Emergency Manager and ask for his or her suggestions for improvement. To identify your local Emergency Manager, consult the Virginia Department of Emergency Management website.
Should your church wish to take the disaster plan a step further, contacting Virginia Capital Area VOAD (Volunteer Organizations Active in Disaster) would be an appropriate move.
Preparing for Various Response Functions
The information below may help your church to prepare a detailed plan for various response functions. The Disaster Response Resource list provides contact information for the organizations referenced in this section.
Source of Information and Referral
1. Browse the websites that are included in the Disaster Response Resources list at the end of this document. These organizations can provide a wealth of detailed information for family and church preparedness.
2. Most of this information can be downloaded and/or printed from the websites for distribution.
3. Consider becoming involved in Virginia Capitol Area VOAD as a way of discovering what other organizations offer, forming personal relationships with leaders of other organizations, and developing a functioning network.
Distribution Point for Food and Supplies
1. Contact Adventist Community Services Disaster Response (ACSDR), Virginia Emergency Response Team (VERT): ESF 17 (ESF = Emergency Response Function), or Virginia VOAD to learn needs and to express your interest in serving as a distribution site.
2. Secure church approval to use the facilities as a disaster response distribution site.
3. Review your church facility, including the parking lot and vehicle entrances and exterior lighting.
4. Enlist volunteers who will be prepared for shift work distributing supplies.
5. Communicate with your local Emergency Manager so that he/she will know that your church is a distribution site.
Shelter for Victims or Evacuees
1. Call the Greater Richmond Chapter of the American Red Cross to express your interest in serving as a shelter and make an appointment for ARC staff to tour your facility.
2. Secure church approval of the ARC agreement for shelter use in advance of a disaster response.
3. Make changes in your facility as agreed to support shelter operation.
4. Enlist church members for training as shelter staff.
5. Communicate with your local Emergency Manager so that he/she will know that your church is a shelter site.
Base of Operations for Disaster Relief Ministries
1. Download a Response Site Facilities Information form from the Virginia Baptist Disaster Relief website. This form provides a general overview of the types of facilities that are necessary for a church to serve as a base of operations for Virginia Baptist Disaster Relief.
2. Secure church approval to use the facilities as a disaster response site.
3. Review your church facilities and fill out the Virginia Baptist Disaster Relief Response Site Facilities Information form. Mail the completed form to: Virginia Baptist Disaster Relief, 2828 Emerywood Parkway, Richmond, VA 23294.
4. Contact Terry Raines or Nichole Bulls at the Virginia Baptist Mission Board at (804) 915-5000, terry.raines@vbmb.org, or nichole.bulls@vbmb.org to arrange a site visit or for assistance in completing the Response Site Facilities Information form.
Mobilizing Church Resources for Hands-On Ministry
1. As appropriate to the church’s response plan, prepare an inventory of human and physical resources that might be needed and are available within your church membership. These resources could include skilled individuals such as carpenters, electricians, plumbers, doctors, nurses, first-aid providers, chain-saw operators, cooks, ham-radio operators, and trained counselors, as well as equipment such as chain saws, portable generators, four-wheel-drive vehicles, vans, trucks, wreckers, forklifts, log skidders, and farm tractors.
2. In anticipation of a disaster response, review the inventory and alert providers of skills and\or equipment of the imminent need of those resources. Make sure that the food pantry or clothes closet is well stocked.
3. Develop a detailed plan for using the church kitchen to feed local victims, emergency personnel, or disaster relief volunteers.
a. Identify and enlist several “chief cooks” and volunteer kitchen workers who can be prepared to work shifts.
b. Plan menus using foods that can be obtained, prepared, and served quickly and easily during a disaster response.
c. In anticipation of a disaster, check stocks of food and plastic and paper products, especially hinged Styrofoam containers.
d. Identify potential sources of food and supplies, including food distributors, warehouse clubs, and the Central Virginia Foodbank. Local schools and restaurants that are without power may be
willing to donate food that otherwise would spoil.
e. Review church food preparation resources and equipment. Replace or repair faulty equipment. Be sure you have sufficient utensils (like large stock pots) for preparing large quantities of food.
f. Make arrangements for a generator to operate the kitchen if the church loses power.
4. Communicate with your local Emergency Manager so that he/she will know what services your church is prepared to provide.
Developing a Disaster Response Network with Other Local Churches
1. Survey churches of all denominations in your community to see if they are interested in participating in a network to facilitate response to a disaster. Be prepared to lead the effort.
2. When each participating church has selected a liaison, hold a meeting to outline the network idea and its value to the community.
3. Develop a directory of resources available within each participating church, with specific descriptions and contact numbers.
4. Add to the directory those resources beyond the churches that are available to the community, such as local fire & rescue, the local Emergency Manager, Greater Richmond Chapter of the American Red Cross, the Salvation Army, the Central Virginia Foodbank, 211 telephone directory assistance, etc.
Adopting a Special Needs Family for Long-Term Recovery
1. Develop a list of those in the community with special needs that may require assistance when a disaster occurs. The information on each individual or family should include details about their special needs so preparation can be made well in advance of a disaster.
2. The 211 telephone service may be a source of assistance for meeting the needs of an adopted family.
3. Contact the Greater Richmond Chapter of the American Red Cross, the local Emergency Manager, or the Salvation Army and offer in writing the services your church can supply.
Organization and Training
The organization of the church Disaster Response Team should be designed for quick response. There may not be time to hold a meeting to assign responsibilities when a disaster occurs. Having an individual to cover each functional area defined in the detailed plan is essential. Individuals accepting responsibility for these functional areas should be self-starters, team players, and good communicators.
Participation on the Disaster Response Team should be offered to all church members. While response to this ministry may not be overwhelming, there are those who will see it as their calling.
Training is a critical component of the plan. Training can consist of creating simulated scenarios and planning the church response or of initiating surprise alerts to mobilize the Disaster Response Team at a designated command center and having them run through the scenarios.
Church Approval of the Detailed Disaster Response Plan
During the planning process, the Disaster Response Team should share the draft plan with the church and seek input. Modify the plan based on church feedback. Identify areas of potential risk and assess response capabilities.
Once the detailed disaster response plan has been developed, present it to the church for consideration and final approval. As before, the presentation should be complete and well organized and should anticipate possible questions and objections. Include realistic cost estimates so that the church can allocate funding for specific disaster response ministries.
This may also be the time for the church to officially approve any specific agreements for use of the facilities during a disaster response, for example with American Red Cross for use as a shelter or with Virginia Baptist Disaster Relief for use as a base of operations.
Other Factors to Consider
After the church has approved the disaster response plan, remember that there are other factors to consider in the months and years ahead as the church prepares for a disaster response:
1. Sometimes there are long intervals between disasters and people may lose interest.
2. Periodic retraining will need to be scheduled.
3. Maintaining the readiness of the plan, personnel, and equipment over time can be an issue. Situations change and personnel may move away or no longer be able to respond.
4. Maintaining current information and network contacts will require regular attention.
5. Many members of Dover Association churches volunteer with Virginia Baptist Mission Board Disaster Relief, American Red Cross, and Salvation Army and therefore may not be available to assist with local church disaster response.
6. Avoid “mission creep.” Stay with the plan developed to fit your church. Don’t be pressured by needs of the moment to take on tasks beyond the church’s capability. Changes in the plan should be made deliberately, not under pressure during a disaster.
The Dover Baptist Association’s Role
The Dover Association can provide information resources. The Dover website carries this plan and other disaster response resources for churches. The Dover Diary will periodically carry articles about disaster response.
A Volunteer Coordinator will insure that Dover churches are kept aware of the assistance available. However, no overall management or supervision will be supplied by the Dover Baptist Association. To be effective, church disaster response must be initiated, organized, and operated by the local church.
Insurance and Liability
The church’s insurance carrier should be given a copy of the church’s detailed disaster response plan. The Dover Baptist Association accepts no liability for a church’s actions related to disaster response. Engaging in disaster response activities implies adequate training by the responders.
Current state law (VA Code Section 44-146.23) provides civil immunity for private and charitable organizations providing resources and assistance, without compensation, pursuant to a governor-declared emergency or during a formal emergency management training exercise and at the request of the State Department of Emergency Management or a local emergency management employee. The immunity would not apply in instances of gross negligence, recklessness, or willful misconduct.
