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AMATEUR METHODIST EMERGENCY NETWORK RADIO |
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Communications for the Florida Conference of the United Methodist Church
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Disaster Plan Main Menu Note: This page contains the whole GUIDEBOOK.
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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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