DIOCESE OF CORPUS CHRISTI€¦ · Lightning Risk Assessment Guide Power Interrup on Pre‐Planning Awareness Reduc on of Lightning Exposure Safety and Survival in an Earthquake Other

Risk Management Best Practices with

Supporting Documents

DIOCESE OF CORPUS CHRISTI

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CARES RISK MANAGEMENT INFORMATION

PROPERTY Emergency Preparedness Weather/Natural Disaster A er The Storm Are You Ready For and Earthquake Index of Government Earthquake Publica ons Lightning Risk Assessment Guide Power Interrup on Pre‐Planning Awareness Reduc on of Lightning Exposure Safety and Survival in an Earthquake Other Ac ve Shooter Emergency Response Automa c External Defibrillator (AED) Safety Presenta on Emergency Evacua on Safety Survey Emergency Preparedness Overview Emergency Procedures Manuals Lockdown Procedures OSHA Bloodborne Pathogen Standards Safety Presenta on School Violence Preven on and Preparedness Security Policy (Sample)

Fire Fires and Fires Preven on Candle Safety Electrical Fire Safety‐Keep an Eye on Those Extension Cords Electrical Preventa ve Maintenance (EPM) Fireworks Display Safety Fire Preven on Checklist Fire Preven on Safety Presenta on Fire Protec on Safety Survey Overheated Clothes Dryers Can Cause Fires Portable Fire Ex nguishers Smoke Alarms Space Heaters‐What You Should Know Wildland Urban Interface Safety Maintance Propane Gas Pit Checklist

Maintenance Cemeteries Accident Inves ga on Report Cemetery Inspec on Report Golf Cart and Low Speed Vehicle Safety Grinder Safety Guidelines Hazardous Materials, Chemicals and Flammable Liquids Ladder Safety Lawn Mowing Guidelines Machinery and Equipment Portable Power Tools Checklist Scaffolding Use of Aerial Pla orms (Li s) Using Backhoes/Front End Loaders Safety Wake Services Can Create Addi onal Liability Exposures for the Church

Equipment Compressed Gas Cylinders‐Safety Guidelines Golf Cart and Low Speed Vehicle Safety Grinder Safety Guidelines Hazardous Materials, Chemicals and Flammable Liquids Ladder Safety Lawn Mowing Guidelines Machinery and Equipment Portable Power Tools Checklist Scaffolding Sump Pump Guide: 101 Unmanned Aircra Use of Aerial Pla orms (Li s) Using Backhoes/Front End Loaders Safety Preventa ve Maintenance Bleacher Construc on Raise Life Safety Concerns Chair and Table Maintenance Do You Have a Mold Problem? Ice and Snow Removal Procedures Preventa ve Maintenance Checklist Prevent Frozen Sprinkler Systems Procedures to Follow When Water Damage or a Water Loss Has Occurred Protect Your Property from Freeze Damage Recommenda ons for Preven ng and Reducing Mold Growth Self Inspec on Report Steps to Reduce Roof Leaks Summer Maintenance Checklist Ten Things You Should Know About Mold Underground Storage Tank Inspec on Checklist Vacant and/ or Unoccupied Buildings Other Choir Lo Safety Survey Facility Program Evalua on Overview Facility Program Evalua on Office Safety Survey Parish Risk Management Manuel

Residen al Carbon Monoxide‐A Deadly Gas Dog Ownership Safety Escape From Fire No Ma er Where You Are Fire Preven on Checklist Fire Preven on Guidelines For the Home Home Electrical Safety Audit‐Room by Room Checklist Home Safety Survey Residen al Security Residen al Security Survey Tips for Winterizing your Home

Security Internet/Cyber Cyber Security Prac ces Cyber Security Tips Data Protec on Policy Network Security Policy Protec ng Your Network Facility Automobile Security Business Security

Conceal Carry Policy for School Facility Members Establishing a Key Control Policy Will Enhance Security Lockdown Procedures Neighborhood Watch Perpetual Adora on Protec ng Yourself from Carjacking Residen al Security Residen al Security Survey School Vandalism School Violence Preven on and Preparedness Security Policy (Sample) Security Profile‐Suspicious Ac vity Described Security Recommenda ons

Opera ons Automobiles 11 (including driver) ‐15 Passenger Van Policy Automobile Security Distracted Driving Fleet Safety Program Important Steps to Defensive Driving Protec ng from Carjacking Student Drop Off and Pick Up Vehicle Safety Policy (Sample) Volunteer Driver Form

Contracts Non‐Sponsored Building Use Adult Hold Harmless/Indemnity Agreement Addendum to Service Contract Addendum to Lease Facility Usage/ Indemnity Agreement Facility Usage/ Indemnity Agreement with Non‐Owned Auto Contract Review/ Facility Usage Policy (Sample) How can an Outside Organiza on Cause You Lability Safety Presenta on Unaffiliated Organiza on Agreement Sponsored Building Use Adult Hold Harmless/ Indemnity Agreement CMG`s Coverage & Indemnifica on Guideless How Can Outside Organiza on Cause You Liability Safety Presenta on Parish Fes val Vendor Hold Harmless/Indemnity Agreement Construc on Addendum to Construc on Contract Addendum to Construc on Contract (When Contractor Provides Builders Risk Coverage) Addendum to Lease AIA Documents (Needed Dele ons) Addendum to Service Contract Contract Review/ Facility Usage Policy (Sample) How Do I Know If My Parish Has Been Named as an Addi onal Insured?

Financial Administra on Safeguarding Monetary Assets Fidelity Control Overview Fidelity Control Safety Presenta on Financial Control Policy (Sample) Review of Parish Accounts and Financial Control Guidelines Scrip Handling Guidelines

Healthcare School Programs Automa c External Defibrillator (AED) Safety Presenta on

Flu Pandemic Preparedness Healthcare Related Workplace Violence OSHA Bloodborne Pathogen Standards Safety Presenta on New School Healthcare Educa on Manual Healthcare Liability Resources Asthma Booklet Bed Bug PowerPoint Presenta on Best Prac ce Guidelines for Medica on Administra on Biohazard Brochure Bloodborne Pathogens Breaking the Chain of Infec on PowerPoint Presenta on Childhood Obesity PowerPoint Presenta on Childhood Obesity Poster Concussion/Head Injury Concussion Poster Diabetes Management Plan Diabe c Brochure Drug Use Resource Chart and Booklet Ebola Virus First Aid Quick‐Guide Food Allergies Booklet Food Allergies Poster Flu Preven on Measures Flu Preven on Flyer Hand Hygiene PowerPoint Presenta on Healthcare Liability Resource Guide ICD Fact Sheet ICD Poster ICD Safety Guidelines Infec on Control Resource Guide Lice Booklet Medica on Administra on Training PowerPoint Presenta on Medica on Administra on Training Quick‐Guide Mosquito Safety OSHA Bloodborne Pathogen Standards Safety Presenta on Sample Policy for Medica on Administra on Seizure Booklet School Peanut Allergy Safety Guidelines Suicide Brochure Wheelchair Transporta on Safety Parish Nurse Program Automa c External Defibrillator (AED) Safety Presenta on Guidelines for Parish Nurse/ Health Ministry Programs Healthcare Related Workplace Violence OSHA Bloodborne Pathogen Standards Safety Presenta on Long Term Healthcare Beauty Salin Recommenda ons Bed Bugs Presenta on Breaking the Chain if Infec on Presenta on Hand Hygiene Presenta on Healthcare Security Threat Management Presenta on Infec on Control Infec on Control Resource Guide Nursing Guide in Long Term Care Resident Behavior Resource Guide Understanding Bloodborne Pathogens Presenta on Wheelchair Transporta on Safety

Employee Safety Automa c External Defibrillator (AED) Safety Presenta on Back Injury Loss Control for Healthcare Facili es Bloodborne Pathogens Concussion/Head Injury Fire Preven on Safety Presenta on Healthcare Related Workplace Violence Mosquito Safety OSHA Bloodborne Pathogen Standards Safety Presenta on Reducing Employee Injuries Reducing Employee Injuries Safety Presenta on Parish Events Ac vi es Bonfire Safety Guidelines CM Safety Guidelines for Parish Hall Rental/Usage Fes val/High Risk Events Best Prac ce Checklist Fireworks Display Safety Fish Fry Best Prac ces Fundraiser 5K Walk/Run Events Guidelines for Parish Fes vals Haunted House Should Not Hold Real Dangers Hayrack Rides How to Safeguard your Bingo Events Liquor Liability Propane Gas Pit Checklist Resale if Items through Thri Store and Rummage Sales Thri Store Guidelines Use of Inflatables/Bounce Houses Agreements Addendum to Lease Addendum to Construc on Contract Addendum to Service Contract Adult Hold Harmless/ Indemnity Agreement CMG`s Coverage & Indemnifica on Guidelines Parish Fes val Vendor Hold Harmless/ Indemnity Agreement Unaffiliated Organiza on Agreement

Personnel Online Training Online Training Course Bloodborne Pathogens Defea ng a Violent Intruder Fire Safety Preven ng Slips, Trips and Falls Preventa ve Maintenance Church Transporta on‐Is It Necessary and Ministry‐Based? Youth Ministry‐Everything Ma ers and Everyone has a Role Safe and Successful Parish Fes vals Be Smart Drive Safe Best Prac ces in Human Resource Management Best Prac ces for Facili es Usage Management and Opera ons Best Prac ces for Financial Management and Cash Handling Safety Presenta on Automa c External Defibrillator (AED) Presenta on Fidelity Control Fire Preven on How Can an Outside Organiza on Cause You Liability

Liability Issues in Your Youth Ministry Program OSHA`s Bloodborne Pathogen Standards Reducing Employee Injuries School Risk Management Slips, Trips and Falls: Just What Are We Looking For?

Volunteer Ac vi es Volunteer Program Brochure Volunteers and the Catholic Church Poster Volunteer Coordinator Manual Volunteer Coordinator Quick Guide Volunteer and the Catholic Church Vehicle Usage 11 (including driver)‐15 Passenger Van Policy (sample) Automobile Security Distracted Security Fleet Safety Program Online Driving Course Link Protec ng Yourself from Carjacking Vehicle Safety Policy (sample) Volunteer Driver Form Other Adult Hold Harmless/ Indemnity Agreement Vulnerable Adults and My Ministry

Workplace Safety Employees Accident Inves ga on Report Distracted Driving Employee Injury Analysis Grinder Safety Guidelines Hazardous Materials, Chemicals and Flammable Liquids Hazing Preven on Ice Dams Ladder Safety Lawn Mowing Guidelines Leading Cause of On‐the‐Job Injuries Machinery and Equipment Maintaining a Healthy Back Mosquito Safety OSHA Bloodborne Pathogen Standards Safety Presenta on Portable Power Tools Checklist Preventa ve Maintenance Checklist Property Prospec ve Reducing Employee Injuries Checklist Reducing Employee Injuries Safety Presenta on Safety and Health Commi ees Overview Safety and Health Policy Statement Safety Program Organiza on Scaffolding Unsafe Ac ons and Unsafe Condi ons Use of Aerial Pla orms (Li s) Using Backhoes/ Front End Safety Loaders Workplace Safety Survey

Injuries Accident Inves ga on Report Automa c External Defibrillator (AED) Safety Presenta on Bloodborne Pathogen Employee Injury Analysis Fire Preven on Safety Presenta on Incident Inves ga on OSHA Bloodborne Pathogen Standards Safety Presenta on Reducing Employee Injuries Reducing Employee Injuries Safety Presenta on Slips, Trips and Falls‐Ice and Snow Removal Procedures Slips, Trips and Falls: Just What Are We Looking For? Safety Presenta on Slips, Trips and Falls Safety Survey Slips, Trips and Falls‐Some Basic Informa on

Youth Schools Administra on, Building Safety, Maintenance & Risk Management Ac ve Shooter Emergency Response A er the Storm Automa c External Defibrillator (AED) Safety Presenta on Cheerleading Guidelines Combus ble Materials in Classrooms and Auditoriums Conceal Carry Policy for School Faculty Members Emergency Procedures Manual Field Trip Risk Management Informa on Fire Exit Drill Report Fire Preven on Safety Presenta on Food Service Safety Survey Guidelines and Procedures for Industrial Educa on Hazardous Materials, Chemicals and Flammable Liquids Lockdown Procedures OSHA Bloodborne Pathogen Standards Safety Presenta on Procedures to Be er Organize School Chemical Storage Areas Reducing Employee Injuries Safety Dress Regula ons Safety Rules for Kitchens Safety Survey‐Auditoriums, Stadiums and Gymnasiums Safety Survey‐Buildings and Grounds Safety Survey‐Classrooms, Office and Special Rooms Safety Survey‐Food Service and Cafeteria Opera ons Safety Survey‐General Guidelines for Schools Safety Survey‐Science Laboratory School Risk Management Manual School Risk Management Safety Presenta on School Safety Overview School Safety Survey School Safety‐TV Carts School Vandalism School Violence Preven on and Preparedness Several Reasons Why Chemicals Should Not Be Stored in Alphabe cal Order Storage and Handling of Lab Chemicals Student Drop Off & Pick Up Unmanned Aircra Vacant/ or Unoccupied Buildings

Safety Surveys Office Safety Survey Safety Survey– Auditoriums, Stadiums and Gymnasiums Safety Survey‐Building and Grounds Safety Survey– Classrooms, Office and Special Rooms Safety Survey– Food Service and Cafeteria Opera ons Safety Survey‐Science Laboratory School Safety Overview School Safety Survey School Safety‐TV Carts Security Ac ve Shooter Emergency Response Conceal Carry Policy for School Faculty Members Hazing Preven on Lockdown Procedures School Vandalism School Violence Preven on and Preparedness Security Policy (sample) Athle cs Athle c and Spor ng Events– Parental/Guardian Consent Form and Liability Waiver Athle c and Spor ng Events‐Risk Reduc on Measures Bike Helmets Help Reduce Injuries Cheerleading Guidelines Climbing Walls Concussion Head Injury Football Helmet Safety Guidelines for Movable Soccer Goal Safety Hazing Preven on In‐Line Ska ng/ Roller Blading Safeguarding the Health of the Athlete Swimming Pools Rules and Procedures Swimming Pool Safety Survey Other Ac vi es Bus Safety Cheerleading Guidelines Fundraiser 5k Walk/Run Events Haunted Houses Should Not Hold Real Dangers Resale of Items through Thri Stores and Rummage Sales Use of Inflatables/ Bounce House Equipment Compressed Gas Cylinders –Safety Guidelines Golf Cart and Low Speed Vehicle Safety Grinder Safety Guidelines Ladder Safety Machinery and Equipment Portable Power Tools Checklist Scaffolding Sump Pump Guide: 101 Unmanned Aircra Use of Aerial Pla orms ( Li s) Playground Safety General Guidelines for the Playground Playground Age Appropriate Equipment, Signage and Fencing Playground Inspec on Checklist

Playground Guidelines for the Elementary School Playground Leader’s Checklist Playground Maintenance Checklist Playground Surfacing Childcare/Preschool Childcare Centers‐Risk Reduc on Measures Preschool Child Care Agreement School and Preschool Prescrip on Drug and Medica on Authoriza on School/Peanut Allergy Safety Guidelines Agreements Parent/Guardian Consent Form/Liability Waiver Checklist Bus Inspec on Checklist Fes val/High Risk Events Best Prac ces Checklist Maintenance A er The Storm Bleacher Construc on Raises Life Safety Concerns Chair and Table Mainenance Do You Have a Mold Problem? Gold Cart and Low Speed Vehicle Safety Hazardous Materials, Chemicals and Flammable Liquids Lawn Mowing Guidelines Preventa ve Maintenance Checklist Procedures to Follow When Water Damage or a Water Loss Has Occurred Recommenda ons for Preven ng and Reducing Mold Growth School Safety Survey Steps to Reduce Roof Leaks Summer Maintenance Checklist Ten Things You Should Know About Mold Underground Storage Tank Inspec on Checklist Vacant and/ or Unoccupied Buildings School Safety by the Kids School Safety Contest Healthcare Automated External Defibrillators Bloodborne Pathogens Bloodborne Pathogen Training Concussion CARES Flu Pandemic Preparedness New School Healthcare Educa on Manual Safeguarding the Health of the Athlete School and Pre‐School Prescrip on Drug and Medica on Authoriza on School Peanut Allergy Safety Guidelines Other Food Service Safety Survey Safety Rules for Kitchens Safety Survey‐Food Service and Cafeteria Opera ons

Youth Ministry/ Religious Educa on Youth Ministry Program Youth Ministry Manual Youth Ministry Online Training Brochure Youth Ministry Poster Youth Ministry Quick Guide Ac vi es Bonfire Safety Guidelines Camping Guidelines Chaperone Guidelines/Behavior Standards Climbing Walls

Field Trip Risk Management Informa on Fireworks Display Safety Haunted Houses Should Not Hold Real Dangers Hayrack Rides In‐Line Ska ng/ Roller Blading Mission Work Trips‐Service Projects Use of Inflatables‐Bound Houses Youth Trips Involving Overnight Stay Automobile/Transporta on 11 (including driver)‐15 Passenger Van Policy (Sample) Automobile Security Distracted Driving Fleet Safety Program Protec ng Yourself from Carjacking Volunteer Driver From Vehicle Safety Policy (Sample) Other Safety Automa c External Defibrillator (AED) Safety Presenta on Fire Drills‐A Must for Religious Educa on Classes Hazing Preven on Liability Issues in Your Youth Ministry Program Safety Presenta on OSHA Bloodborne Pathogen Standards Safety Presenta on Vulnerable Adults and My Ministry

(Revised October 2016)

Risk Management Best Practices

Risk Management Best Practices

• Risk Management Best Practices

• Transportation Best Practices/Defensive Driving and 11 (including driver) - 15 Passenger Vans

• Festival/High Risk Events Best Practices

• Facility Security Best Practices

• Youth Ministry Best Practices

• Parish Nurse/Health Ministry Best Practices

• Volunteer Administration Best Practices

• Online Training

Diocese of Corpus Christi Risk Management Best Practices

The Diocese of Corpus Christi introduces its Risk Management Best Practices. The Best Practices address facility and operational issues that bring unique risk to the Church. The Best Practices address the following areas:

• Transportation and 11 (including driver) - 15 Passenger Vans

• Parish Festivals

• Security

• Youth Ministry

• Volunteer Administration

• Parish Health Ministry

• Online Training

The Best Practices that follow are an abbreviated version of the full Best Practices documents. For additional information and to view the full documents, please visit Catholic Mutual’s website.

Below is information to visit and enter the Catholic Mutual website.

Sign into Catholic Mutual’s website www.catholicmutual.org Click on “Member Login” The user name is: 0062cor and the password is service (all lower case letters). Click on “Login”

To view the Risk Management Best Practices documents:

Select “My Diocese”

Select document you would like to view

http://www.catholicmutual.org/

Transportation Best Practices/Defensive Driving and 11 (including driver) - 15

Passenger Vans

Diocese of Corpus Christi Transportation Best Practices Defensive Driving and 11 (including

driver) - 15 Passenger Vans

Q – Can employee or volunteer drivers be used in our school or church programs?

A – When appropriate, employees and volunteers can be asked to drive on Church

business. Often, employee and volunteer drivers are important in allowing the Church to

fulfill its ministries.

Q – What resources are available to help in determining when employee or volunteer

drivers should be used?

A – Catholic Mutual has developed an online training, Church Transportation: Is It

Necessary And Ministry-Based? that should be viewed by all Church and school

personnel involved in the arrangement of transportation. This training can be accessed

under the Driving Administrator Curriculum on www.CMGconnect.org.

Q – What can we do to make sure our employee and volunteer drivers are properly

trained?

A – Employee and volunteer drivers should take Catholic Mutual’s defensive driving

course, Be Smart – Drive Safe. This 18 minute training program educates drivers to avoid

the seven most common causes of accidents. In addition, each driver completes a short

questionnaire to verify they have a valid driver’s license and an acceptable driving record.

Attached is information to get you started in implementing the Be Smart – Drive Safe

program at your location.

http://www.cmgconnect.org/

Q - Is it acceptable to use an 11 (including driver) - 15 passenger van to transport

passengers? A – No. As early as 2001, the National Highway Traffic Safety Administration issued

warnings on the serious rollover potential of these types of vans. This led to the federal

prohibition of the sale or leasing of these vans to schools by authorized dealerships.

So what should be used?

• A school bus or a Multifunction School Activity Bus (MFSAB).

• A mini-van or a SUV that has a total capacity of no more than 8 people.

• Vehicles that have a rated capacity of 16 or more passengers, such as shuttle

buses, must comply with the same safety standards as a multifunction school

activity bus.

• Simply removing the seats to reduce the occupant capacity of the vans is not

allowed.

• Any current vans owned by the locations can be converted for use as a

maintenance or cargo van by permanent removal of the seats.

To verify that locations are not utilizing 11 (including driver) - 15 passenger vans,

Catholic Mutual Group has a short “read only” training regarding the vans which can be

taken annually at CMGConnect under the Driving Administrator Curriculum.

11/16

CMGCONNECT

Driving Curriculums

One growing area of liability exposure within the Catholic Church is related

to driving and transportation activities. With this in mind, Catholic Mutual

Group has developed curriculums for our driving programs:

Be Smart—Drive Safe

and

Church Transportation—Is it Necessary and Ministry-Based?

WHAT IS BE SMART—DRIVE SAFE?

Be Smart—Drive Safe is a condensed 18 minute

online defensive driving course. This

informative course will provide the trainee useful

information to become a better defensive driver.

Be Smart—Drive Safe is available at no cost and

can be easily accessed and viewed when it is

most convenient for the trainee!

HOW DOES BE SMART—DRIVE SAFE

BENEFIT MY PARISH OR SCHOOL?

By asking any employee or volunteer who drives

on behalf of the church or school to take the

course, safer transportation will be provided and

the church or school will reduce its liability

exposure to an auto loss!

HOW DOES BE SMART—DRIVE SAFE

BENEFIT THE TRAINEE?

The trainee becomes a better defensive driver AND

can possibly be eligible for a reduction in their

personal insurance rates!

WHO SHOULD TAKE BE SMART—DRIVE

SAFE?

Anyone that drives on behalf of your church or

school should take the course.

HOW CAN A DRIVER ACCESS BE

SMART—DRIVE SAFE?

Enclosed is a handout that provides instructions

for the end user to access CMGConnect. This

handout can be distributed to anyone that drives

on behalf of your church or school.

HOW DO WE ADMINISTER THE BE

SMART—DRIVE SAFE PROGRAM AT OUR

CHURCH OR SCHOOL?

Ideally, the church or school should designate a

transportation coordinator(s). The transportation

coordinator identifies drivers and provides those

drivers the Defensive Driving handout. The

transportation coordinator, parish administrator, or

CRM can verify through the platform that the course

has been taken successfully.

HOW CAN WE PROPERLY SCREEN

THOSE WHO DRIVE FOR OUR CHURCH

OR SCHOOL AND DETERMINE IF THEY

ARE ELIGIBLE TO DRIVE?

Upon completion of Be Smart—Drive Safe, trainees

will be asked a series of driving related questions,

such as, “have you been convicted of driving under

the influence (DUI) in the past 3 years?” The

transportation coordinator, parish administrator, or

CRM can check the trainee’s status on the platform

and results of the screening questions. In cases

where answers indicate a potential problem driver,

the trainee should not be allowed to drive on church

or school business. As an added bonus, the

screening tool can replace the need for the

driver to complete the Driver Information

Sheet/Volunteer Driver Form—as this

information will always be available on the

online platform.

CHURCH TRANSPORTATION –

IS IT NECESSARY AND MINISTRY-

BASED?

WE HAVE EMPLOYEES AND VOLUNTEERS DRIVE ALL THE TIME TO

ASSIST THE CHURCH AND SCHOOL IN OUR EVERYDAY ACTIVITIES.

WHAT’S THE BIG DEAL?

In today’s litigious society, the Catholic Church has seen an increase of large

loss automobile claims and in particular, non-owned auto liability claims. It is

vital that churches and schools develop a “best practices” approach when

utilizing employees or volunteers to drive on behalf of the church or school. Not

only will this approach provide a better assurance that our drivers and

passengers will be safer, but also reduce the liability exposure associated with

church and school transportation.

WHY DO WE HAVE TO GO TO SUCH EXTREMES TO SCREEN

DRIVERS THAT MAY ONLY OCCASSIONALLY DRIVE ON BEHALF OF

OUR CHURCH OR SCHOOL?

The Church is legally liable and ethically responsible for accidents that happen

as a result of individuals driving on behalf of the Church. With this in mind,

Catholic Mutual has developed an online training titled Church Transportation—

Is it Necessary and Ministry-Based? This training addresses the needs and

ramifications of the Church being involved in transportation. This training is

required to be viewed by at least one person in an administrative position at your

location once every two years. It would also be beneficial to be viewed by any

pastors, business managers, principals, or any other designated individual(s) at

your location responsible for coordinating driving such as the transportation

coordinator.

HOW CAN WE ACCESS CHURCH TRANSPORTATION—IS IT NECESSARY AND MINISTRY-BASED?

This training module can also be found on the CMGConnect platform under the

Driving Administrator Curriculum. Employees and volunteers can self-register

for this course, which is available at no cost. Training takes less than 20

minutes to complete and can be easily accessed and viewed when it is most

convenient for the trainee!

11/16

Catholic Mutual Group Presents

Defensive Driving

Be Smart—Drive Safe is our online defensive driving course.

This18-minute video should be taken by all volunteers and

employees that drive on behalf of the parish or school.

Easily accessible at www.CMGconnect.org ‘Defensive Driving

Curriculum’.

For additional information please contact your Claims Risk Manager

http://www/

One Stop for All Your Training Needs

Getting Started:

1. Access the training site from your Diocese

webpage or at: www.CMGconnect.org.

2. Create a user account by completing the required

fields. This allows your Diocese to confirm your

training history.

3. If you have done training in the past and had an

account, you can use that same username and

password to Sign-In.

4. Your main learning dashboard will show you all of the

requirements and optional training curriculums that

have been customized for your

Diocese.

www.CMGconnect.org


Diocese of Corpus Christi

Use of 11 (including driver) - 15 Passenger Vans

is Prohibited!

11 (including driver) - 15 passenger vans should either be replaced with a school bus

or a Multifunction School Activity Bus (MFSAB). A MFSAB is a vehicle which

complies with the Federal Motor Vehicle Safety Standards (FMVSS) applicable to

school buses for crash survivability and mirrors.

If a MFSAB is used, the vehicle must meet the following four FMVSS:

FMVSS 111 – Fulfills the safety requirement for the rear-view and cross-view visibility.

FMVSS 220 – Establishes requirements for the school bus body structure in rollover

accidents.

FMVSS 221 – Regulates the strength of body panel joints in school buses.

FMVSS 222 – Establishes occupant protection requirements for school bus passenger

seating and barriers.

Removal of seats from a vehicle designed to transport 11 (including driver) - 15

passenger vans to make the vehicle a 10 or less passenger vehicle is not allowed.

Additionally, shuttle buses that do not meet the above listed Federal Motor Vehicle

Safety Standards (FMVSS) for a MFSAB are not allowed.

Mini-vans may be used to transport children or adults. A mini-van is defined as a

passenger vehicle designed to transport no more than 8 total occupants.

While the use of 11 (including driver) - 15 passenger vans is prohibited to transport

people, the vehicles can be used for cargo hauling only if all but the two front seats are

removed.

If you have questions whether or not your vehicle would be in compliance,

please contact the Risk Management Department at 1-800-228-6108.

Festival/ High Risk Events Best Practices

Diocese of Corpus Christi

Festival/High Risk Events Best Practices

Q – Why is it important to have risk management procedures and practices in place for our parish

festivals and other large events?

A – Festivals and other large-scale events that go above and beyond the daily ministries of the Catholic

Church create unique liability exposures. The Church is legally liable and ethically responsible for

accidents that happen as a result of any involvement and sponsorship in these types of events. It is vital

that churches and schools develop a “best practices” approach for any parish-sponsored event. Not only

will this approach provide better assurance for the safety of everyone involved, it will also reduce the

liability exposure associated with these types of large events.

Q – What resources are available to successfully manage our parish festival or other large events?

A – Catholic Mutual offers Safe & Successful Parish Festivals online training which you can access

by logging into the CMGConnect and accessing the Parish Festival Curriculum.

By being aware of the “best practices” safety checklist and understanding the detailed information

available in the Guidelines for Parish Festivals, you will be better prepared to ensure a safer event and

reduce or eliminate common claims associated with these types of events. The Guidelines for Parish

Festivals can be found on Catholic Mutual’s website at www.catholicmutual.org, and selecting Risk

Management Info.


Festival/High Risk Events - Risk Management Best Practices

Checklist

♦ Supervision

There is a designated Festival Chairperson (overseen by staff person at parish/school) There is a designated Supervisor for each operational area of festival (overseen by festival chairperson) There is designated Safety Coordinator to ensure all safety recommendations are met (overseen by Chairperson)

♦ Vendors

Vendor contracts/agreements have been reviewed by Arch/Diocese or CMG prior to signing Vendor Hold Harmless/Indemnity Agreement has been obtained by each vendor (i.e. ride, game, food, security vendors) Certificates of Insurance have been obtained from vendor with parish/diocese named as additional insured

♦ Transportation

Driving duties have been limited to a select number of properly screened individuals Drivers have taken “Be Smart - Drive Safe” online defensive driving course Chairperson and Supervisors have taken Church Transportation - Is It Necessary and Ministry-Based?

♦ Volunteers

Are 18 years of age or older OR supervised by adult with parent permission Have been selected and matched to tasks according to training and/or skills Have a clear understanding of duties and risks associated with the assigned task Have been provided with personal protective equipment, if needed

♦ Premises Safety

Electrical cords and hoses have been rerouted, taped down or covered Adequate lighting has been provided Tent stakes and ropes have been secured Alternate plans are in place for inclement weather Emergency response procedures/evacuation plans have been developed Adequate number of trained security guards have been hired

♦ Parking

Valet parking will not be allowed There is adequate lighting in parking lots Adequate space for pedestrian traffic has been provided through parking lots Adequate space will be made available for emergency vehicles

♦ Medical Services

There is a First Aid station and supplies available An Automated External Defibrillator (AED) will be readily accessible Local police and hospitals have been notified about upcoming event Hand washing stations are provided

♦ Food

Appropriate food temperatures will be maintained Employees and volunteers have been informed of food-borne illness best practices

♦ Alcohol

Meet all State and local liquor licensing requirements Identification checkpoints are in place Colored bracelets will be provided for legal age individuals wishing to consume alcohol Trained bartenders will be used Alternate transportation will be provided for intoxicated patrons

♦ Money/Cash Handling

Background and credit checks will be completed on individuals working with money Tamper-proof of bags will be utilized Cash will be regularly collected from stands, alternating times and routes Three or more individuals will be involved in collecting cash Money will be counted by two or more people Cash will be kept in a locked safe and guarded by security Consideration has been given to using a ticket system

♦ Activities/Equipment

Festival activities will not include any of the following: hot air/tethered balloons; helicopter rides; ATV rides/speed contest; climbing contests;

gambling or liquor (when not approved by state statutes); bungee jumping; dunking booths involving individuals 21 years of age

and under; or archery/firearms

—-- Homemade equipment (i.e. gas grills, dunking booths, miniature motorized vehicles) and other similar devices will not be utilized

—-- All activities for the festival have been approved by the arch/diocese and/or Catholic Mutual Group

♦ Claim Procedure

Accident Report forms on hand Staff is aware of claim reporting procedures

11/16

Facility Security Best Practices

Diocese of Corpus Christi Facility Security Best Practices

Q – Why is it important to have a security policy in place?

A – Having unsecured schools, churches, parish halls, and offices provides free and unrestricted

access to your buildings and their contents and could expose your facilities to theft, vandalism

and expose those visiting or working there to possible injury.

Q – Is it expensive to provide for a safe and secure environment in our schools, churches and

offices?

A – No. By developing a simple written policy for each of your buildings, you can make them

safe and secure.

Catholic Mutual Group offers a variety of maintenance and security information under the Risk

Management/Property Section of the website, www.catholicmutual.org,

Login: 0062cor Password: service, and selecting Risk Management

Info.

By following the items in the below checklist, you can easily, and with little expense, provide

sound security measures for the protection of property and people.

CHECKLIST

• Schools

The written security policy is in place and the staff and parents have been

educated on the policy.

Visitor reporting procedures are in place. All secondary doors are secured against entry and all visitors are directed to a

single, monitored, entrance. (Monitoring of the school entrance must be by visual

means, electronic or video monitor, or with remote buzzer to unlock the door.)

All offices, storage rooms, janitor closets, and unoccupied rooms are kept locked.

• Church

Operational hours for when the church is unlocked are set. At the end of the day,

all church doors are locked against entry until the next day.

All doors inside the church are locked to restrict access to authorized staff only.

• Office All parish records are kept in a secure location.

Parish Office hours of operation are posted and followed.

• General Measures

All landscaping is trimmed to eliminate hiding places for potential intruders.

The key control policy is in place and strictly followed. All interior and exterior doors are checked daily for security.

Emergency procedures are in place and all staff and volunteers are provided an

orientation on the policy.


Youth Ministry Best Practices

Diocese of Corpus Christi Youth Ministry Best Practices

Q - Why is risk management an important component of youth ministry?

A - Often, the danger and liability exposures from youth ministry activities are not

fully understood until an accident occurs. Best Practices will help ensure the

safety of all participants.

Q - Is it difficult to implement necessary risk management procedures?

A - No. Catholic Mutual has completed an online training module and extensive

supportive information to assist youth ministers, leaders and chaperones. This

can be accessed by logging onto CMGConnect.

Diocese of Corpus Christi Youth Ministry Best Practices

Activity Event ______

Dates and/or Training of Event

Locations

Please ensure all questions have been reviewed and a response indicated.

Is the activity safe and approved?

Comments:

What type of transportation is being utilized?

Comments:

*Note: 11 (including driver) – 15 passenger vehicles cannot be used unless

they meet school bus standards.

If drivers are employees or volunteers, have required driver

forms been completed?

Comments:

*Note: Motor vehicle record checks are always recommended.

Have all staff and volunteer drivers completed the online Be Smart

Drive Safe defensive driving module?

Comments:

Have all leaders and chaperones completed appropriate safe

environment training and undergone successful background checks?

Comments:

Are the adult leaders and chaperones-to-youth ratio adequate for

the activity?

Comments: ______________________________________________________________

____________________________________________________________________

The key to a successful Youth Ministry program is finding an effective – yet safe – way to connect with kids today. Youth

Ministers are charged with the profound responsibility of engaging young people within the Catholic Church, while keeping those who

participate safe from harm. Not only are Youth Ministers responsible for safety, but the young person themselves and their parents must also play a role. The following guidelines have been developed to assist you in your role as a Youth Minister. Please

feel free to contact Catholic Mutual if you have any further questions.

Thank you for all your efforts in keeping youth safety at the forefront of your ministry.

◘ Balancing ministry and fun - The key to a successful Youth Ministry program is finding an effective, yet safe way to reach kids today while still making it fun.

Activity Selection

◘ Think about safety….think about risk….. ◘ Good idea vs. bad idea ◘ Assess the risk - Is it necessary for a successful ministry?

Examples of what might be too risky:

◘ High Ropes Course ◘ White Water Rafting ◘ Rock Climbing/Rappelling ◘ Paintball ◘ Water Skiing ◘ Off-Road (Jet Skis, Snowmobiles, Dirt Bikes, ATV’s)

When planning any activity, be sure to contact the Diocese or your local Catholic Mutual Office prior to scheduling.

A chaperone/volunteer must:

◘ Complete Safe Environment requirements

◘ Review “CARES” Chaperone Guidelines

◘ Be 21 years of age or older

◘ View Youth Ministry: Everything Matters and Everyone Has a Role online training

◘ Attend required meetings

◘ Know the activity

◘ Understand his/her responsibilities

TRANSPORTATION SELECTION

◘ Review Diocesan Transportation Policy

◘ View Church Transportation - Is it Necessary & Ministry Based? online training.

◘ Preferred Methods

Meet at location

Wheels for hire

Approved volunteer drivers

Drivers should take Be Smart-Drive Safe online course

NEVER ◘ Allow anyone under the age of 21 to

drive

◘ Permit unapproved drivers

◘ Use 11 (including driver) - 15

passenger vans

◘ Obtain contact information for parents

◘ Obtain Youth Ministry Registration Packet from each youth member

◘ Ensure Diocese reviews any contract/agreement associated with activity

◘ Make an advance visit to off-site activity location to help foresee any potential risks

◘ Create a plan of action for potential emergencies

◘ Obtain Parent Permission Slips and Adult Chaperone Liability Waivers

◘ Obtain Volunteer Driver Form

Parents must:

◘ Know activity ◘ Know transportation

mode ◘ Know destination

◘ Know timeframe

◘ Have read/signed all

forms

Parents should:

◘ Attend planning meetings ◘ View Youth Ministry:

Everything Matters and Everyone Has a Role online training

◘ Be involved

◘ Communication (text, blogs, email, social networking, etc.) must be

Appropriate

Monitored

◘ Communication from Youth Ministers should:

Be open & transparent

Be sent to all youth (i.e. text, blog, email, etc.)

Include copy to parents

NOT be done privately with an individual youth

◘ If a social network site is established for Youth Ministry, it must be monitored on a regular basis. Any inappropriate material should be deleted immediately.

WWJD?

◘ Code of Conduct - covenant between all participants and the Church to agree to behave appropriately and safely

◘ View Youth Ministry: Everything Matters and Everyone Has a Role online training

Also Available:

Youth Ministry Resource Manual

Youth Ministry Quick Guide

Youth Ministry Poster

Catholic Mutual Group 10843 Old Mill Road Omaha, NE 68154

Phone: (800)-228-6108 Fax: (402)-551-2943

Email: [email protected] 11/16

mailto:[email protected]

Parish Nurse/Health Ministry Best Practices

Diocese of Corpus Christi Parish Nurse/Health Ministry Best Practices

Q – Who can be a Parish Nurse and what do they do?

A - A Parish nurse’s role focuses on personal health counseling, health education,

referrals, wellness promotions, advocacy and the integration of faith and healing. A parish nurse

can be a paid employee or volunteer of the parish. A parish nurse can also be contracted through

a local healthcare institution.

Q – Does starting a parish nurse/health ministry program bring additional risk to our parish’s

liability insurance program?

A – Your exposure to loss increases anytime a new program is started within the parish.

However, if parish nurse programs adhere to the best practice guidelines and do not perform any

“hands on” type nursing activities, your increased exposure is minimal.

Q – What procedures must be in place before starting a parish nurse/health ministry program at

my parish?

. A - By being aware of and following the “best practices” for parish nurse/health ministry

programs shown below and understanding the detailed information available in the Catholic

Mutual Guidelines for Parish Nurse/Health Ministry Programs, you will be better prepared to

provide a well-run, effective program at your parish. To access the information, log onto the

Catholic Mutual website at www.catholicmutual.org, Login: 0062cor Password: service and

select Risk Management Info.

• Qualifications

Graduate of an accredited school or college of nursing

Currently licensed as a professional registered nurse (RN) 3 years or more of nursing experience in a clinical setting

Possession of a valid driver’s license

Credential and background check conducted

• Parish Nurse Program Partnered with Healthcare Institution (if applicable)

Healthcare Institution Hold Harmless Indemnity Agreement completed

Certificate of Insurance obtained from Healthcare Institution naming the parish and Arch/diocese as additional insured

• Transportation

Verified minimum auto liability limits of $100,000 per person/$300,000 per accident

Completed a motor vehicle record check (MVR) Has taken Be Smart – Drive Safe online defensive driving course

Has taken Church Transportation – Is It Necessary and Ministry-Based?


• Professional Boundaries

Parish nurse is aware he/she cannot provide medical diagnosis, only referrals to physician or other healthcare provider as needed.

Parish nurse is aware he/she cannot dispense medications Parish nurse is aware to report abuse involving a minor or vulnerable adult to

the appropriate governmental agency

Parish nurse is aware to keep confidential records in locked cabinet in accordance

with HIPAA

11/16

Volunteer Administration Best Practices

Diocese of Corpus Christi Volunteer Administration Best Practices

Q – Can volunteers be used as part of Church ministries?

A – Volunteers are an important aspect of Catholic Church ministries. When appropriate,

volunteers should be used in assisting with the Church’s mission.

Q – What can be done to ensure that volunteers are safe and volunteer activities do not create

unnecessary risk for the Church?

A – Catholic Mutual Group offers a variety of volunteer information which can be accessed by

logging into the Catholic Mutual website, www.catholicmutual.org, Login: 0062cor

Password: service, and selecting Risk Management Info.

Volunteer administration best practices are available to assist in the management of volunteers.

Available resources include a brochure designed for volunteers, the Volunteer Quick Guide and a

complete Volunteer Risk Management Manual. To get you started in successfully managing

your volunteer program, consult the checklist below.

CHECKLIST

• Selection

Background check (as needed for Safe Environment compliance) has been completed Safe Environment training has been done

• Volunteer Assignment

Appropriate age for volunteer position has been verified

Volunteers meet qualifications of the position Volunteers have thorough understanding of what tasks are to be completed

Parental permission has been obtained for volunteers under 18

• Volunteer Orientation

Volunteers clearly understand duties

Supervision is in place

Volunteers have been trained on the proper use of equipment needed for the position

Volunteers have been given personal protective equipment (PPE) required to perform the task

Volunteers know what to do in case of injury

Volunteers have been given the Volunteers and the Catholic Church brochure

• Volunteer Drivers

Have completed Be Smart – Drive Safe training

Are a minimum 21 years of age or older Possess a valid driver’s license and current license and vehicle registration

Have appropriate insurance requirements for vehicle in place ($100,000/$300,000)

Have undergone a Motor Vehicle Record Check (MVR)

Have been made aware that NO cell phones or other hand-held electronic devices can

be used while driving 11/16


Online Training

Diocese of Corpus Christi Online Training Q - What is online training?

A - Online training consists of several training videos. Each training video is under 20 minutes

and are all free.

Q - Why is it important to take the training?

A - Our extensive experience in working with the Church has allowed us to provide specific

training for your employees and volunteers. This training will further educate and reinforce loss

prevention and risk management procedures. This in turn, helps our locations become safer and

reduce the potential for injuries and claims.

Q - How do we access the training?

A - All training can be viewed on CMGConnect.

To assist with having appropriate staff and volunteers complete training related to their duties

and responsibilities, an easy-to-use checklist is provided.

CHECKLIST

• Transportation Training

Have all staff and volunteers who drive on your behalf successfully completed the Defensive Driving Curriculum?

Have youth ministers, transportation coordinators or anyone else who has transportation supervisory duties viewed the Driving Administrator

Curriculum?

• Maintenance and Facility Training

Have all employee and volunteer maintenance staff and facility directors completed the Building Safety Curriculum: Preventative Maintenance; Preventing Slips, Trips and Falls; and Fire Safety?

• Youth Ministry Training

Have all youth ministers, youth leaders and chaperones viewed the

Youth Ministry Curriculum?

• Festival Training

Have employees and volunteers involved in the administration and planning of parish festivals or high risk events viewed the Parish Festival Curriculum?

• The Business of the Church

Has at least one individual at your location in charge of administrative responsibilities viewed the following modules?

Best Practices in Human Resource Management Best Practices for Facilities Usage Management and Operations

Best Practices for Financial Management and Cash Handling

These can be found under the Parish Administrator Curriculum.

• School Training

Has appropriate staff viewed the following modules?

Defeating a Violent Intruder

Bloodbourne Pathogens

These can be found under the School Safety Curriculum

11/16

Online Training Instructions

End-User Instructions

Self-Register

1. Please access all training at www.CMGconnect.org, or from a customized link on your Diocesan

webpage. These screen prints are samples only—these will help during your account set-up and

accessing the training.

2. Create an account by completing all of the information in the next several screens. If you have

done training in the past, you already have an account. Please login with your previous

username and password. If you cannot remember your username and password, please

click the FAQ or the Support tab for additional information.

All end-users from the

previous system HAVE an

account—please use your

previous username and

password.


3. You will be asked to provide your address.

4. You will be asked to provide your primary parish.

5. Next you will select how you participate within your parish or school. Please select the job

descriptions that are applicable to how you work or volunteer at your location. This allows the

platform to automatically assign training that your diocese requires you take. If you are

unsure please contact your Diocese.

6. Once you have completed the registration process, you will see the training curriculums.

Click to start.

Note: The screen prints below are samples and may not reflect the custom training your

Diocese has selected. 7. You must complete all sections within your training curriculum for full credit.

For technical assistance, please click the Support tab.

PLANNING FOR HURRICANE AND TROPICAL

STORMS FOR THE DIOCESE OFCORPUS CHRISTI

2015 Diocese of Corpus Christi

SECTION ONEHurricanes and Tropical Storms

Hurricanes and Tropical Storms are common occurrences in Southeast Texas. Each year the region braces itself as storms develop in the Gulf. A recent event was Hurricane Rita on September 24, 2005. This storm caused widespread damage in Southeast Texas and Southwestern Louisiana. Many parishes and families were significantly affected.

Hurricane Definitions

A Tropical Depression is a storm consisting of an organized cluster of thunderclouds over tropical seas with a center of low pressure detectable at the storm’s surface. The highest wind speed of a tropical depression is 38 miles per hour.

A Tropical Storm is a tropical depression that has developed wind speeds of 39 to 73 miles per hour. When a storm reaches Tropical Storm strength, it is assigned a name. Severe flooding may occur with a tropical storm.

A Hurricane is a tropical storm that has developed wind speeds of 74 miles per hour or more. Hurricanes are rated on a scale called the Saffir-Simpson scale. Ratings are based on wind speeds and the expected height of the storm surge.

SECTION KEY

Disaster Definitions

Planning for a Hurricane

Levels of Activation Checklists


A Storm Surge is a rise in tide caused by a hurricane as it moves over or near the coastline. The rise in tides along with the devastating waves can cause catastrophic damage to entire buildings. Millions of fish are killed by the crash of the storm surge against the coastline and many people drown in the strong current produced by the surge.

A Hurricane Watch is issued when hurricane conditions pose a potential threat to an area within 36 hours. Landfall is possible.

A Hurricane Warning is issued when a hurricane is expected to strike within 24 hours. Landfall is imminent.

The Hurricane Belt is described as the area along the Atlantic Coast from Virginia to Key West Florida and along the Gulf of Mexico from Key West to Texas.

Hurricane Season is the time of year from June 1 – November 30 when ocean temperatures are favorable to the formation of hurricanes. It is possible for hurricanes can form earlier or later than these dates.

Rating Hurricanes

Hurricanes vary in power and speed. The Saffir-Simpson scale breaks them into the following categories according to wind speeds:

Category 1: 74-95 mph Category 2: 96-110 mph Category 3: 111-130 mph Category 4: 131-155 mph Category 5: 156+ mph

Categories 1 & 2 – Minor damage to stable structures, major damage to mobile homes, vegetation and piers. Some coastal flooding.

Category 3 – Structural damage to small residences and utility buildings. Mobile homes are destroyed. Terrain continuously lower than 5 feet above sea level may be flooded inland 8 miles or more.

Categories 4 & 5 – Most deadly and destructive. Can create result in roof failure and building collapse. Massive beach erosion is caused by the storm surge. Flooding occurs in areas 15 feet above sea level and along the coastline, requiring evacuation of residential areas for up to 10 miles inland.

Tornadoes often accompany hurricanes.

Hurricanes spiral counterclockwise around a relatively calm center known as the eye of the storm. Hurricane-force winds and torrential rains border this calm. Additional winds, rains, etc. will follow the calming down of the storm (eye of the storm). Remain indoors until experts advise that the storm has passed.


Hurricane winds do much damage, but huge waves can raise tides 15 feet or more. These waves often come rapidly and produce flooding and flash floods. Drowning is the greatest cause of hurricane deaths.

Vertical evacuation (moving to second or third floor) is not safe. Storm surges can wipe out the foundation and/or the first floor, destroying the upper floors in the process.

Board windows up instead of taping them. Broken windows can allow hurricane winds to enter a building and blow off the roof. Boarding up windows where strong winds are expected is a safer method to protect the roof, the interior, and the overall structure of the property and prevent flying glass.

Officials may advise that all utilities be shut off to homes and other property. Locate shut off valve(s) in advance and know how to use them safely. Write down step-by-step instructions and make sure more than one person knows how to use them.

When storm conditions arrive, secure all outside items such as lawn furniture, children’s toys, etc. so they do not become airborne.

Important records such as tax documents, insurance policies, social security cards, birth certificates, passports, bonds, stocks, wills, and medical information should be placed in a waterproof container and stored in a safe place.

If sheltering at home, stay in the room or area most central to the home, preferably without windows.

Take pictures of your home and property before a storm hits. If your property is damaged, take more photos after the storm. Develop 2 sets and give one set to your insurance company. Keep one set and the negatives in a safe location. Do not begin clean up until an insurance agent has inspected the damage.

When flooding accompanies a hurricane, snakes and rodents can become a hazard. Stray dogs and cats can cause problems also. Pets can become hostile once they have endured the effects of a serious storm.

Disruption of garbage and trash pickup can pose a problem. Food that cannot be used or saved after a storm should be buried rather than left outside to attract animals.

To avoid accidents in the home after a storm, clean up a room where small children can stay safely.

Looting can also be a problem after a storm. Work with your neighbors and friends and consider taking turns standing watch if looting becomes a problem.

Check with local civil defense or emergency management authorities before using any water after a flood. Water sources may have been contaminated.


Planning For A Hurricane

This section provides guidelines for the disaster planning committee and parish staff to enable them to carry out pre-determined roles and responsibilities for preparing for a hurricane landfall. This section outlines the step-by-step approach staff can take to simplify disaster preparedness. This plan takes into consideration that people may be using the parish as a shelter during a disaster or that staff have to be present during the disaster at a center such as a women’s shelter or a nursing home.

For the purposes of this exercise, the step-by-step approach is referred to as “Levels of Activation”. The Levels of Activation refer to or correspond with the various stages of weather alerts issued as a Tropical Storm or Hurricane approaches. In conjunction with the Levels of Activation, this section also provides timelines for disaster decision-making.

Levels of Activation Level I Consists of non-threat period in which normal disaster planning takes place. Make sure to keep informed of developing tropical systems.

Level II A Tropical Storm/Hurricane Watch has been issued for the area. Normally a strike is predicted within 36-48 hours. Use volunteers to call vulnerable parishioners to see if they need assistance in evacuating.

Level III A Tropical Storm/Hurricane Warning has been issued for the area. A strike is predicted within 24-36 hours.

Level IV Landfall is imminent with impact to the surrounding area within 12-24 hours.

Level V Recovery period after the storm’s passage and winds have diminished.

Make sure that the committee has determined if the parish is located in a pre-designated Hurricane Evacuation Zone for storm surge. Will the parish normally be required to evacuate in the event of a hurricane projected to impact?

IS THE PARISH IN A PRE-DESIGNATED HURRICANE EVACUATION ZONE?


WOULD THE PARISH BE REQUIRED TO EVACUATE IN THE EVENT OF A PROJECTED IMPACT?

Obtaining Official Storm Notification

When a hurricane threat is imminent, notification of tropical storms and/or hurricanes can be received through the news media and the National Oceanic and Atmospheric Administration (NOAA) Radio.

Media usually gets their reports through NOAA. However, it would be best to confirm the threat by going to the National Weather Service Forecast Office for Southeast Texas (http://www.srh.noaa.gov/cctx).

A Levels of Activation Checklist is provided below.


http://www.shr.noaa.gov/hgx)

Levels of Activation Checklists

HURRICANE Level 1 Consists of non-threat period in which normal disaster planning takes place. Be sure to keep informed of developing tropical systems.

Review the Routine Maintenance Checklist.

Conduct meeting to review Hurricane Plan with key staff members. Schedule drill of plan prior to Hurricane Season.

Make sure that videotape or photographs of interior/exterior of facility are up to date in order to verify insurance claims. (Store Safely)

Verify all emergency services and contact phone numbers and they are up to date.

Review all vendor/supplier agreements (for water delivery) and make sure they are still current.

Review all agreements for sheltering and transportation.

Review emergency supply lists to make sure all necessary supplies are on hand.

Review staff rosters and telephone trees to ensure accuracy.

Ensure that the office is equipped with a Weather Band AM radio for weather reports.


Level II

A Tropical Storm/Hurricane Watch has been issued for the area. Normally a strike is predicted within 36-48 hours.

Initiate staff phone tree to inform staff and volunteers that an evacuation is possible.

If the parish functions as a Red Cross Emergency Shelter, please review agreements in preparation of opening the shelter.

Track and Monitor Location of the Storm.

Conduct briefing of staff and volunteers to review hurricane procedures and provide update on the storm.

Designate a contact to communicate with the Diocesan Office if a closure is imminent.

Test the cellular communications system. Landline available?

Make sure that emergency supplies are up to date. Procure additional supplies if necessary.

Collect and set up all battery chargers for cell phones.

Insure all staff members top off fuel tanks and check fluid levels in their vehicles.

Obtain boxes/cartons to pack the Blessed Sacrament, Census Data, Sacramental Records, food, and supplies should evacuation be necessary1. If the Blessed Sacrament is unable to be moved it must be consumed.

1 In situations in which a very intense hurricane (Category 4 or 5) is projected to impact the parish, it may be necessary to evacuate the Blessed Sacrament to a safe area.


Level II (continued)

Review Staff List/ Assign 24 hour staffing if necessary.

Establish a storage area for food and water brought in by staff and volunteers.

Ensure that all office/service locations have prepared a pre-recorded message on answering machines and voicemail that can be activated if offices close in the future.

If parish has a Day Care/Pre-K program, inform parents/caregivers that they will be contacted by telephone if a decision is made to close the facility.

If parish has a food pantry or provides assistance, case managers should work with individuals to make sure that they are prepared for the disaster. Encourage them to evacuate to a designated shelter or to stay with family or friends if they live in a vulnerable area.

Notify Diocesan contact of parish/school/entity status.

Have a volunteer call “at risk parishioners”. Make a list of parishioners who need transportation to a shelter.

Review Hurricane Level III Checklist.


Level III A Tropical Storm/Hurricane Warning has been issued for the area. A strike is predicted within 24-36 hours.

Set up and move to a central location for disaster planning. This will be the “Emergency Operations Center” for the parish.

Obtain sufficient travelers checks/cash for 7 days of operations.

Call the County Emergency Operations Center and seek advice on whether or not evacuation plan should be activated.

Track and Monitor Location of the Storm (storm tracking form provided).

Call key staff together to discuss whether or not Evacuation Plan should be implemented.

Decide if Parish offices are closing.

If office is closing during non-working hours, initiate phone tree. Inform staff who will be needed to help secure the building.

If decision is made to close parish during working hours, send all non-essential staff home.

Notify Diocese about closings.

Notify callers of plans to close office.

Review Evacuation Procedures.

Contact County Emergency Operations Center every 4 hours to receive updates. Brief staff on updates.


Level III (continued)

_________________ Review emergency and disaster supplies, making sure they are all accessible.

_________________ Make sure bleach is readily accessible.

_________________ Make sure ice chests are accessible.

_________________ Install plywood over doors and windows.

_________________ Disconnect all electrical appliances and equipment.

_________________ Establish damage assessment teams from staff volunteers.

_________________ Secure, brace, or remove antennas and loose objects.

_________________ Bring in all signs, lawn furniture, or other loose objects that are normally left outside.

_________________ Secure all items that cannot be brought inside. Fill all available storage containers with water.

_________________ Secure at least six, 3-5 gallon buckets, which can be filled with water and used to flush toilets.

_________________ Borrow or rent a gasoline-powered chain saw.

_________________ Start recruiting drivers who can transport special needs parishioners to shelters.

_________________ Change message on answering machine.

_________________ Review level IV Checklist


Level IV Landfall is imminent with impact to the surrounding area within 12-24 hours.

Clean and store all cooking and eating utensils.

Start eating perishable food.

Fill ice chests with ice.

Fill gallon buckets with water that can later be used for flushing toilets.

If staff, volunteers, and family are using parish as shelter, make sure all stay indoors until winds have diminished below Tropical Storm Force Level.

Monitor TV stations for the latest storm updates.

Drive special needs parishioners to emergency shelters.

Start using disposable serving and eating containers and utensils.

Box all dry and canned goods.

Box all needed cooking utensils, disposable plates, silverware, and cups in case of evacuation.

Follow the National Weather Service Office or the County Emergency Operations Center to determine when you are to anticipate the first hurricane force winds, top winds expected, the duration of the hurricane force winds, and the expected amount of rainfall.

Move everyone possible into the interior of the facillity at least 30 minutes prior to the expected arrival of tropical storm force winds.

Turn off circuit breaker for all electricity except lights in the rooms where people are housed and refrigeration.

If power goes off, turn off main breaker.

Review Level V Checklist.


Level V Recovery Period after the storm’s passage and winds have diminished.

___________________ Call key staff and discuss preliminary needs and damage assessment. Damage needs assessment to be complete within the first 24 hours.

___________________ If the facility has sustained substantial damage, implement evacution procedures, and move to an alternate location (partner parish?).

Contact the County Operations Center and obtain information on road closures and flooding. This will enable the committee to inform staff wishing to survey their homes what roads are dangerous.

Remove plywood from all windows and doors.

_____________________ Inspect all rooms for damage and/or water leaks. Call 911 if lines are downed or if there is the smell of fire, gas, or smoke.

Inspect exterior of building for damage.

Check cable TV and antennae TV to determine if operational.

Disconnect all electrical equipment if there is any power fluctuation.

Assign family member and/or volunteers to monitor portable radio(s) to determine which stations are operational.

Take detailed documentation (photos, video) for claim support.

Prepare list of initial needs as well as damage assessment and give to the Pastor or his designee.

Pastor/Principal/Administrator submit Incident Report to Diocesan Dept. of Financial Services.


CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS

Level V (continued)

Work with staff to determine if there are any injuries or personnel requiring medical attention.

Conduct a head count to ensure that all residents, staff, and family members are accounted for.

Ensure that all archival records are safe.

Inspect supplies for damage.

Call parish staff if office is to remain closed.

If parish is to remain closed, activate alternative site for liturgy services and parish operations.

If facility is designated as a disaster relief site, activate plans for operation.

Begin organizing volunteers to help the community after the disaster.

_____________________


CHAPTER III: PLANNING FOR SPECIFIC NATURAL DISASTERS

After the Storm… Important Hurricane Related Warnings and Cautions

1) Vertical Evacuation (moving to a second or third floor) during strong hurricanes is not safe.Storm surges can wipe out foundations and/or first floors destroying the upper floors in theprocess

2) Tornados can be spawned by hurricanes, causing additional high winds and damage.

3) Do not touch dangling or loose wires.

4) If area is flooded, do not turn on lights or appliances until an electrician checks them out.

5) When flooding accompanies a hurricane, snakes, and rodents can become a hazard.

6) Disruption of garbage and trash pickup can pose a problem. Food that cannot be used orsaved after a storm should be buried rather than left out to attract animals.

7) Looting can also be a problem after a storm. Work with authorities and remember that at alltimes personal safety is of the utmost importance.

8) Check with local civil defense or emergency management agencies before using any waterafter a flood. Water sources may be contaminated. If your facility is serviced by a well,water must be tested before use.

