WARD/NEIGHBORHOOD EMERGENCY PREPAREDNESS

AND RESPONSE PLAN

KAYSVILLE UTAH SOUTH STAKE

REFERENCE MANUALNovember 24, 2019

CONTENTS

CHURCH EMERGENCY PLANChurch General Handbook excerpts regarding EPGuidelines for use of meetinghouses as emergency sheltersStake and Ward Emergency Planning Guide

STAKE EMERGENCY PLANKaysville South Stake Emergency Preparedness Plan...................2-1Block Captain, Ward and Stake Communications...........................2-2Stake Radio Frequencies ...............................................................2-3

WARD EMERGENCY PLANWard/Neighborhood Block Map (Insert)Ward/Neighborhood Block Captains and Assistants Map (Insert)Ward/Neighborhood Plan (Insert)

Ward/Neighborhood Emergency Response & Preparedness Plan. 3-1Special Needs Assessment Form....................................................3-3Human Resources Form.................................................................3-4Equipment Resources Form............................................................3-5Preparing for Emergencies..............................................................3-6Responding to Emergencies...........................................................3-6Priority Actions in an Emergency.....................................................3-6Block Captains and Assistant Block Captains.................................3-7Ward Command Post .....................................................................3-7Bishop’s Responsibilities ................................................................3-9Deceased and Missing Report Form ............................................3-10Summary of Needs and Evacuation Worksheet ...........................3-11Evacuation Report Form................................................................3-12Damage Report Form....................................................................3-13Ward Emergency Preparedness Coordinator Responsibilities......3-14Report to Stake Operations Center Form......................................3-15

COMMUNICATIONSCommunications / Training Plan Overview......................................4-1Communications in Technical Detail (HAM radio)...........................4-2Communications 101 (Guidelines for Using 2-Way Radios)............4-3Radio Test Script.............................................................................4-6

Communications Log Form.............................................................4-7 Communications Notes ..................................................................4-8

MEDICALWard Emergency Medical Care ......................................................5-1Stake Level Emergency Medical Care ............................................5-2Injury Report Form ..........................................................................5-3Field Guide to Emotional Trauma Counseling.................................5-4Post-traumatic Stress Disorder........................................................5-5

EXCERPTS FROM THE CHURCHGENERAL HANDBOOK OF INSTRUCTIONS

Our Emergency Preparedness program is designed to follow instruction from the Church as contained in the General Handbook of Instructions.

Book 1, Section 5.1.3 EmergenciesThe stake president directs the stake council in preparing a simple written plan for the stake to respond to emergencies. This plan should be coordinated with similar plans of other stakes in the coordinating council and with plans in the community.

During an emergency, the stake presidency receives reports from bishops on the condition of Church members and Church property. The stake presidency then reports to a member of the Presidency of the Seventy or the Area Presidency.

During an emergency, Church leaders make the services of the Church available to civil authorities. Church leaders also take independent action in behalf of Church members as needed.

With approval from a member of the Presidency of the Seventy or Area Presidency, Church building (except temples) may be used as shelters, first-aid stations, feeding locations, and recreation centers during emergencies. Stake and ward council members ensure that those using the buildings observe Church standards of conduct, including the Word of Wisdom, while they are in the buildings.

5.2.11 EmergenciesThe bishop directs the ward council in preparing a simple written plan for the ward to respond to emergencies. This plan should be coordinated with similar plans in the stake and community.

The ward council makes assignments for carrying out the ward’s emergency response plan. The council periodically reviews and updates these assignments.

Care should be exercised so emergency planning does not promote fear. Mock emergency exercises should not be conducted.

When emergencies arise, the bishop should receive reports from quorum leaders concerning the conditions and needs of members. Quorum leaders receive these reports from home teachers. The bishop then reports to the stake presidency on the condition of members and Church property. This system may also be used to communicate messages from the stake presidency or bishopric.

During an emergency, Church leaders make the services of the Church available to civil authorities. Church leaders also take independent action in behalf of Church members as needed. For information on using Church buildings during emergencies, see 5.1.3.

Supplemental equipment, food, clothing, and services are available through bishops’ storehouses, Deseret Industries stores, and LDS Family Services agencies where they are established. During emergencies, the bishop should request these commodities or services as needed.

During emergencies, full-time missionaries can help with communication, ensuring that all members receive needed information and are accounted for.

GUIDELINES FOR USE OF MEETINGHOUSES ASEMERGENCY SHELTERS

Following a disaster, the use of a Church meetinghouse as a community emergency shelter is occasionally needed. Permission to use a meetinghouse is granted by the stake president, after consulting with a member of the Presidency of the Seventy or the Area Presidency. Following approval, the priesthood leader should contact his Church physical facilities representative (PFR). 

General Conditions and Guidelines

While the use of a meetinghouse as a temporary community shelter may occasionally be needed, a Church building generally should not be the first choice. Other community facilities are better suited to accommodate the lodging of large numbers of people.

If wards or stakes are approached by a local organization desiring to enter into a pre-disaster agreement, the stake president should seek area approval. Following approval, the insurance section of the Risk Management Division should be contacted for needed documents.   

When a meetinghouse is used by a community agency, Word of Wisdom standards should be observed in the building and on surrounding Church property. The chapel and offices are not to be used except for Church purposes. Cooking equipment and heaters that are not part of the meetinghouse furnishings may not be used in the building. Pets, other than service animals, are not allowed in the building.  

The stake president or bishop should assign a priesthood holder to be present any time the building is being used.  

References:

Handbook 1: Stake Presidents and Bishops, section 5.1.3.

Facilities Management Guidelines for Meetinghouses and Other Church Property (United States and Canada), page 2.

STAKE AND WARDEMERGENCY PLANNING GUIDE

Ward:

Stake:

Gathering Location:

Alternate Location:

Date of Last Update:

Main Contact:

“Be thou prepared, and prepare for thyself, thou, and all thy company that are assembled unto thee, and be thou a guard unto them” (Ezekiel 38:7).

Stake and Ward Emergency Planning Guide

Stake and ward councils can use this planning guide and the accom- panying worksheets to create or update emergency response plans (see Handbook 1: Stake Presidents and Bishops [2010], 5.1.3, 5.2.11). Stake and ward plans should be coordinated with plans in the com- munity. Leaders may consider calling welfare specialists to assist with emergency response efforts. The most effective plans are brief and not overly complex. Councils should review and update plans regularly. With the following steps and accompanying worksheets, the stake or ward should be able to create:

•A stake and ward preparedness plan•An analysis of needs and action steps

Step 1: Identify Likely Disasters

List the disasters (natural or man-made) that are most likely to occur in your area. For each type of disaster, identify specific response actions that would be needed. (For example, in a disaster that can damage homes—such as an earthquake, fire, flood, or hurricane—a key action would be to find temporary shelter for displaced families.)

*Use the Disaster Review and Planning for Disruptions worksheets to complete this step.

Step 2: Step 2: Gather Critical Information

Compile and maintain the following information:

•Contact data for all members and missionaries living within stakeor ward boundaries

•A map of the area, including the locations of member and missionary residences

•A list of members with special needs, such as the disabled andthe elderly

•A list of members with equipment or skills (such as medical or emergency response training) that would be critical in a disaster

•Contact information for public safety agencies (such as police, fire, or medical)

•Contact information for community organizations (such as the Red Cross or Red Crescent) that provide emergency services suchas food, shelter, and medical care

•Contact information for area welfare leaders and, where available, local Church welfare operations

•Use the Critical Information worksheets and the Actions and Assignments worksheet to complete this step.

Step 3: Outline Assignments and Procedures

Plan how the council will organize and carry out each of the tasks listed below, identifying who will be responsible for each task and what procedures they will follow. Designate a primary and an alter- nate central location where council members will gather after an emergency to direct relief efforts.

Prior to a disaster:

•Develop working relationships with civil authorities and other community relief organizations.

Immediately after a disaster:

•Determine and report the condition of members and missionaries. Reports on member needs generally come from home teachers to quorum leaders, who then report them to the bishop. Bishops, in turn, report them to the stake president.

•Help to locate and reunite family members who havebecome separated.

•Obtain medical care for those who have been injured or who have other health challenges.

•Coordinate response efforts with civil authorities and community relief organizations.

•Assess needs and arrange for the supply of basic provisions and services—such as food, temporary shelter, sanitation, and cloth- ing—for members and others. Area welfare leaders and, where available, Church welfare operations can be called upon to assist with provisions and services.

•Determine and report the condition of Church buildings and property.

In the period following a disaster:

•Provide assistance to members who have suffered damage to homes or belongings, emotional trauma, or loss of livelihood.

•Work with civil authorities and relief organizations to identify and respond to opportunities for the Church to assist with community needs.

*Use the Critical Information worksheets and Actions and Assignments worksheetto complete this step.

Step 4: Identify Emergency Communication Methods

Identify and plan for alternative communication methods thatcan be used in case phone lines, cellular phone service, or vehicletransportation routes are disrupted during a disaster.

Such methods may include:

•Internet communications (including email, social media, and Internet telephony).

•Text messaging via cellular phone (which may be available even if voice service is not).

•Amateur radio.

•Personal contact via foot, bicycle, and so forth (Full-time missionaries can also help.) As needed, priesthood leaders may call members of their units to be communication specialists. Qualified specialists often own communications equipment and possess valuable experience.

*Refer to the Disaster Review and Planning for Disruptions worksheets to plan for communication disruptions. Use the Critical Information—Equipment, Skills, and Communication Resources worksheet to complete this step.

Step 5: Encourage Member Preparation

Regularly encourage members to engage in preparedness efforts and to follow the counsel outlined in the pamphlets All Is Safely Gathered In: Family Home Storage (04008) and All Is Safely Gathered In: Family Finances (04007).

Channels for doing this might include:

•Quorum and Relief Society meetings.

•Sacrament meeting or stake conference talks.

•Home and visiting teaching messages.

* Refer to the stake or ward plan and accompanying worksheets when presenting to ward members.

Worksheets

Stake and ward councils may use the stake and ward emergency planning worksheets to create or update their emergency response plans.

Use the following worksheets to help you with your plan:

•Disaster Review

•Planning for Disruptions

•Critical Information—Members with Special Needs

•Critical Information—Equipment, Skills, and Communication Resources

•Critical Information—Services

•Actions and Assignments

DISASTER REVIEW

Identify and list which disasters are likely to occur in your area. Then place a check mark in the box for each disruption that would likely be caused by each disaster. The worksheet will total the number of disruptions for all likely disasters. Choose the disruption with the highest number to prioritize planning efforts.

DISRUPTION

EMERGENCY OR DISASTER(Examples include earthquake, hurricane, typhoon, cyclone, fire, flooding, tornado, widespread disease, civil unrest, and other disasters.) Fo

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Wat

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Phys

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Shel

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Mee

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Facil

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Com

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Emot

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Sp

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Heat

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Cool

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Med

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Pow

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Disruption Totals 0 0 0 0 0 0 0 0 0 0 0 0 0

PLANNING FOR DISRUPTIONS

This worksheet is used to begin immediate and long-term planning efforts. Choose a disruption from the Disaster Review worksheet and identify resources you will need to respond for each time frame. For ex- ample, if the disruption is damage to homes, a short-term need could be using a meetinghouse for shelter, a mid-term need could be performing minor repairs to homes or purchasing tents, and a long-term need could be constructing more permanent shelters. Use the Actions and Assignments worksheet to plan how to gain access to needed resources. Complete a new worksheet for each disruption.

Disruption

SHORT-TERM NEEDS (0–72 HOURS) MID-TERM NEEDS (1–2 WEEKS) LONG-TERM NEEDS (2+ MONTHS)

CRITICAL INFORMATION—MEMBERS WITH SPECIAL NEEDS

Identify members in your ward or stake with special needs, such as wheelchair assistance, oxygen, special medications, and so on. Use this worksheet to identify the need, the member, and his or her contact informa- tion. Then list the name of who will contact the member in an emergency.

SPECIAL NEED MEMBER CONTACT INFORMATIONWHO WILL CONTACT THIS

PERSON IN AN EMERGENCY

.

CRITICAL INFORMATION—EQUIPMENT,

SKILLS, AND COMMUNICATION SOURCES

Identify members in your ward or stake with equipment or skills (such as medical or emergency response training) that would be useful in emergency response or cleanup efforts. List the equipment or skill and the member’s name and contact information.

EQUIPMENT OR SKILL MEMBER CONTACT INFORMATION

CRITICAL INFORMATION—SERVICES

Create a list of community and public resources, such as Church meetinghouses, facilities, and property; public safety agencies; and community or other organizations that provide emergency services such as food, shelter, and medical care. List the name of the organization, services provided, and organization contact information. List the name of the ward or stake council member who will contact the organization prior to an emergency. Consider coordinating efforts and sharing this worksheet with other wards or stakes if they are in close proximity or have shared services.

NAME OF ORGANIZATION SERVICES PROVIDED CONTACT INFORMATIONWHO WILL CONTACT THIS ORGANIZATION

ACTIONS AND ASSIGNMENTS

As you complete your emergency plan, you may notice that there are areas of concern or gaps where you do not have the resources, contacts, or information you need. Use the Actions and Assignments work- sheet to identify where you can improve your plan. Then make assignments in the stake or ward council and define a completion date.

ACTIONASSIGNMENT

(Person or Group Responsible) DUE DATE COMPLETED

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2015 by Intellectual Reserve, Inc. All rights reserved. English approval: 9/14. PD10052395

KAYSVILLE SOUTH STAKEEMERGENCY RESPONSE AND PREPAREDNESS PLAN

As the work of the Lord is hastening in the spiritual preparation, we must also ensure we are temporarily prepared as well. Therefore, the stake will lead out in establishing a comprehensive emergency plan. This plan is under the direction of the stake president and thereby provides continuity and standardization throughout the stake before and during an emergency. This plan also supports the region (city, county, state) plans and is supported by plans of similar natures at the ward, neighborhood (block) and family level. This plan follows suggestions and guidelines established in the Church Leadership Handbook 2, the Church’s website www.providentliving.org, and in accordance with FEMA, Kaysville City CERT, Fire, and Police Department recommendations.

Emergency Plan Overview

Similar to all other Church programs, the Stake’s emergency plan will be implemented and directed in a top-down approach. However, during an emergency the success of the plan depends on a bottom-up response. Therefore it is suggested that we implement the plan in the following four steps.

1. Family Preparedness: Believing that preparedness starts in the home, therefore, we will provide each family with an emergency preparedness binder and quick reference guide that outlines basic principles and suggestions of preparedness.

2. Block Captains Plan: Families will be organized into blocks of approximately 8-12 homes. Each block is assigned a Block and Assistant Block Captains. In an emergency these are the first responders who then report to the Ward Command Post. These Block/Assistant Captains are given manuals that contain all the documentation and forms they will need to clearly assess, organize and report the condition of their block families to the Ward Command Post in an emergency.

3. Ward Plan: Under the direction of the bishop, the Ward Council with the help of the Ward Emergency Preparedness Coordinator (WEPC) develops an emergency response plan for the neighborhood. During an emergency, the WEPC reports the condition of their neighborhood families to the Stake Operations Center.

4. Stake Plan: This plan is under the direction of the stake president and the Stake Emergency Preparedness Coordinator (SEPC) and thereby provides continuity and standardization throughout the stake during an emergency. The Stake Operations Center (SOC) will assess the needs and conditions of wards as reported to them through their respective Ward Command Posts. The Stake Operation Center will then communicate this information to the Kaysville City and Church Authorities. The stake will also coordinate efforts and resources between wards as necessary.

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Block Captain, Ward and Stake Communications

Each Block Captain/Assistant is equipped with a Family Radio System (FRS) radio. FRS radios transmit at1/2 watt limiting their range. Each Block Captain is responsible for maintaining fresh batteries and keeping spare batteries (minimum of three sets) on hand. Each Block Captain/Assistant is responsible for periodic testing with the Ward Emergency Preparedness Coordinator to ensure proficiency. The WEPC will control traffic between the block captains and the Ward Command Post. In an emergency, the Block Captain will walk the neighborhood and make a rapid visual assessment of the condition of each family. Only critical emergencies should be relayed to the Ward Command Post at this time. Once the visual assessment is complete, a report should be radioed to the Ward Command Post. Should the Block Captain be unable to contact the Ward Command Post, an attempt should be made to contact other block captains to relay the information. If this fails, a runner should be dispatched.

Each Ward Command Post is equipped with an FRS radio and a General Mobile Radio Service (GMRS) radio. The FRS radio is tuned to the assigned ward frequency and privacy code that they share with their Block Captains. The GMRS radio and frequency comprise the SOC net. The GMRS radio is capable of 5-watt transmissions which increases the range and gives the SOC some latitude in mobility. The Ward EPC is responsible for maintaining fresh batteries and keeping spare batteries (minimum of three sets) on hand. They are responsible for periodic testing of the ward radio net with the Block Captains and members of the Ward Emergency Committee to ensure proficiency and comfortable of use in times of an emergency. The Stake EPC will control traffic between the wards and the SOC on the GMRS radio. The reliability of these radio nets to provide communication during an emergency is tested monthly to maintain current operational equipment and operator proficiency. Runners will be used where radio communications cannot be completed.

The Stake Emergency Communications Specialists are equipped with a GMRS radio and a dual band amateur radio. The dual band amateur radio is set to the Emergency Response Radio System (ERRS) frequency. The Stake Emergency Communications Specialists are responsible for periodic testing with the Kaysville Storehouse Emergency Communications Net to ensure operational equipment and operator proficiency so he will be comfortable with its use in times of an emergency.

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STAKE RADIO FREQUENCIES

These frequencies have been selected to avoid localized frequency congestion.

Kaysville South Stake SOC (ERRS) --------------------------------------- 147.48 megahertz

Kaysville Utah Bishops Storehouse (ERRS) ----------------------------- 147.44 megahertz

Ogden Utah Bishops Storehouse (ERRS) -------------------------------- 145.59 megahertz

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Location Main Channel

Privacy Code Back Up

Kaysville South Stake SOC (GMRS) 5 01 2 05

Ponds Park 6 01 10 05

Spencer 7 01 9 05

Shadowbrook 8 01 11 05

Country Lane 9 01 7 05

Hidden Valley (Command Post Only) 10 01 4 05

11th Ward 11 01 8 05

Columbia Heights 12 01 13 05

Creekview (Command Post Only) 13 01 12 05

14th Ward Command 14 01 3 05

WARD / NEIGHBORHOODEMERGENCY RESPONSE AND PREPAREDNESS PLAN

(Insert the following items here for quick reference)

Ward/Neighborhood Block Map Ward/Neighborhood Block Captains and Assistants Map Ward/Neighborhood Emergency Response Written Plan

(See forms from this chapter or from the Stake and Ward Planning Guide found earlier in this manual)

Ward plans should be developed using guidelines from Church policy and integrate local Community Emergency Response Team (C.E.R.T.) program principles to ensure every individual in the community is supported in times of duress. All preparation and response are carried out through existing Church organizations in coordination with the local neighborhood.As stated in the Stake and Ward Emergency Planning Guide contained at the beginning of this manual, “The most effective plans are brief and not overly complex”.

The plan for the ward to prepare and respond to emergencies should implement the five steps outlined in the Stake and Ward Emergency Planning Guide (prior to chapter 2) as follows:

1. Identify Likely Disasters2. Gather Critical Information3. Outline Assignments and Procedures4. Identify Emergency Communication Methods5. Encourage Member (Neighborhood) Preparation

The purpose of this plan is to help instruct, inspire, and train families to successfully prepare for emergencies and to assist and support emergency preparations within the neighborhood.As part of the Ward/Neighborhood plan, the Ward Council with the help of the Ward Emergency Preparedness Coordinator (WEPC) will annually review the developed plan to ensure changes within the Ward/Neighborhood are put into effect by:

Updating the Special Needs Assessment, Human Resource Lists and Equipment Lists (forms that can be used are included after the next page).

Updating the Ward/Neighborhood maps. Updating Block Captain and Assistant Block Captain Assignments. Updating the neighborhood Command Post to include location and communication

procedures and needs.

The Ward/Neighborhood plan should include responsibilities, assignments and training for an emergency situation. You can use the forms provided or the forms in the Planning Guide prior to chapter 2. Additional details starting on page 3-6 follow the forms section. The following table lists items that should be considered when developing a Ward/Neighborhood plan:

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Ward/Neighborhood Emergency Response and Preparedness Plan

Task or Assignment

Responsible Person(s)

Complete or

Assigned

Comments / Actions / Date

Annual Update of Ward/Neighborhood MapAnnual Update of Special Needs Assessment (3.3)Annual Update of Human Resource & Equipment Lists (3.4,3.5)Block Captains and Assistant Block Captains called, on map and trained. (Training – WEPC)Neighborhood Command Post Established (3.7, 3.8, 4-8)Coordinate volunteer work forces for emergency activities.

(WEPC)

Protection plan for evacuated homes in the neighborhood.Plan for Emergency housing.Plan for food and supplies distribution at command post.Plan for Ward / Neighborhood Emergency Medical care (Chapter 5)Training for water purification and guidance.Training to protect against contamination.Training for basic First Aid.

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3-7

Use this form to update the Special Needs map. This map need not be limited to one page. Make the map large enough to be easily read by Ward Command Post Staff members as well as the SOC staff so they can help get the right resources to the current needs.)

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Use this form, or the equivalent spreadsheet, to consolidate input from Block Captain Form 2, completed by each household. Originals of Forms 2 can be maintained in a separate binder by the Emergency Preparedness Coordinator.

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Use this form, or an equivalent spreadsheet, to consolidate input from Block Captain Form 2, completed by each household. Originals of Forms 2 can be maintained in a separate binder by the Emergency Preparedness Coordinator.

PREPARING FOR NEIGHBORHOOD EMERGENCIES

The following are emergencies most likely to occur in our area:

Earthquake Wild Fire Flooding Severe Storm High Winds Power Outages Accidents/ Incidents on I-15 or Hwy 89 Railroad and truck spills Military air strike at HAFB Civil Disorder Terrorist Acts Pandemic

RESPONDING TO NEIGHBORHOOD EMERGENCIES

Civil authorities have priority in directing emergency response efforts. “During an emergency, Church leaders should make the services of the Church available to civil authorities. Church leaders also take independent action in behalf of Church Members as needed” (Church Handbook of Instructions, Book One).

PRIORITY ACTIONS DURING A NEIGHBORHOOD EMERGENCY1. People first. Assist those who are hurt or in danger. (See “During an Emergency” in

Section 1 of the Block Captain’s Handbook)2. Assess the needs and conditions of individuals as reported through Block Captains.

(See Form 3—Block Captain’s First Response Form)3. Account for all families, assisting them to reunite as soon as possible. If some families

cannot return to their homes or choose to leave the area, use Evacuation Report (page 3-12) to keep track of where they have relocated.

4. Report to the Stake Operations Center. Ward Command Post consolidates all information received and reports it to the Stake Operations Center (SOC) (page 3-15).

5. Arrange for shelter and other necessary services – keeping people as close to their property as possible in the homes of relatives, friends, and neighbors before sending them to public shelters or a stake-established shelter in a Church meetinghouse.

6. Assess damage to Church property and take steps to protect it as necessary.7. Review damage to homes and determine ways neighbors can assist one another

(pages 3-11, 3-13).8. If necessary, establish a shelter in a safe location. (Lacking SOC guidance and as a last

resort)

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Block Captains and Assistant Block Captains

The Block Captain assignments are for the “first response” effort in an emergency. Upon completion of this “first response” effort and reporting to the WEPC, neighborhood ministering service activities take over. Results of ministering service activities serve to nurture and spiritually strengthen households. However, Block Captains may still play a role, especially in communications and coordination.

Block Captains/Assistant Block Captains are called and/or assigned by the bishopric or asked to serve as community volunteers. The assignment as a Block Captain/Assistant Block Captain is the very basis of the emergency preparedness and response plan for our community. It requires individuals to be well trained, dependable and compassionate in the event of an emergency. It is recommended that they be C.E.R.T trained or scheduled for training as soon as possible. They are not restricted by priesthood, gender or church membership. The Block Captain and Assistant Block Captain should be chosen from those people who are available during various hours of the day. (Ensure that their schedules complement each other so there is a high likelihood one of them will be in the neighborhood throughout the day.)

Ward Command Post

The ward command post (WPC) is implemented to:

Establish an Emergency Communications Center/location and attempt radio contact with the Stake Operations Center (SOC). (See chapter 4 for communication details).

Determine an initial course of action (based on any direction from the Stake Operations Center, or civil authorities if they are available).

Make an initial assessment of the condition of all individuals within the ward boundary based on reports from each Block Captain.

Define responsibilities, ensuring key priesthood leaders are available to minister to the people and that others, as assigned, focus on the physical arrangements needed at the time.

Set the time and method for follow-up communications with the Stake Operations Center, and establish shifts to staff the WCP 24 hours per day.

Each Bishop, WEPC, WEPC assistants and Block Captains should be equipped with a Family Radio System (FRS) radio. FRS radios transmit at 1/2 watt thereby limiting their range and interference with others using the same frequency. Each radio holder is responsible for having fresh batteries and keeping spare batteries (minimum of 3 sets) on hand.

Emergency Radios: The reliability and use of these radios (the Ward Radio Net) to provide communication during an emergency will be tested monthly to maintain current operational equipment and operator proficiency. Occasionally, this test will be conducted from the Alternate Command Post. Chapter 4 contains additional radio information (page 4-8).

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The Ward Command Post will control traffic on the ward’s Radio Net. In an emergency, each Block Captain will walk their block and make a rapid visual assessment of the condition of each assigned family (See Form 3—Block Captain’s First Response Form). Only life-threatening situations will be transmitted during this time. Once the visual assessment has been completed a report will be sent to the Ward Command Post.

Should the Block Captain not be able to contact the Ward Command Post, an attempt should be made to contact other neighborhood block captains to relay the information. If this fails, a runner is to be dispatched.

Possible runners in the neighborhood:

Name Address Phone #

Suggested Ward Command Post Locations

1st Choice – Bishop’s House2nd Choice – WEPC’s House3rd Choice – Elder’s Quorum President’s House4th Choice – Relief Societies President’s House

Ward Command Post Telephone (801) __________________

Ward Command Post radio frequency:

Channel ___, Privacy code ___ (Alternate ___, ___)

Stake Operations Center frequency: Channel 5, Privacy Code 1

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BISHOP

Emotional Advisor

Deceased and MissingKnow which

families are safe and well

Counseling

Assist those w/special needs & other families

with resources from Priesthood and Relief

Society

Compile records:

Deceased and Missing Report

Notify the Stake Operations Center and hold bodies for civil authorities

Know where all families are during a disaster

(Family Accountability Record Sheet)

Leader of the Command PostReceives all reports from Block Captains

and WEPC and gives Direction

Ward Emergency

Preparedness Coordinator

Learn how to use radios and assist WEPC with

Radio Net

In Conjunction with Bishopric develop and maintain a Radio Communications System in

the Neighborhood

Disaster Reporting

WARD/NEIGHBORHOOD EMERGENCY RESPONSIBILITIES

This Bishop/Ward Council is responsible for the development and implementation of the Ward Emergency Preparedness and Response Plan, as well as the training of Ward and neighborhood members as directed by the Ward Emergency Response Coordinator.

The Bishop is considered the Director of the Ward Command Post.o During a disaster, know where all families are and their physical condition.o Assist the families with available resources in the location of missing family

members and provide for search and rescue efforts.o Maintain a centralized list (forms start on next page) of deceased and missing

persons (based on input from the Block Captains) and contact civil authorities through the SOC (This includes training of personnel required to assist in such cases).

o Arrange with the family of deceased persons for proper disposition (burial, funeral, grave side services, etc.).

o Maintain evacuation, needs and damage reports. (forms start on next page)o Maintain lists of children, adults, and those who are single member families to

answer the questions of inquiring members of the family (names and locations).

o Provide emotional and spiritual strength to ward and neighborhood members.

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3-14

3-15

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Ward Emergency Preparedness Coordinator Responsibilities

Works directly under the supervision of a member of the Bishopric.o Attends Ward Council Meeting periodically as invited.o Attends Stake meetings as invited.o Prepares Reports of Ward preparedness activity for the Stake on a

regular basis as requested.o Prepares and maintains up-to-date Ward documents to be used in

preparing and responding to emergencies. These documents are outlined in the standard Ward Plan, but may need to be tailored to each individual ward. These documents include:

Emergency Response and Preparedness Plan for the Ward to be used by the Ward Council under direction of the Bishop. When this compilation is completed it is called the “Bishop’s Binder” and is located at:

The Bishop’s home (1st Choice location). The WEPC’s home (2nd Choice location).

Family Emergency Preparedness Handbook (Preparing Your Ark) Distributed to Ward area families by Block Captains.

Block Captain’s/Assistant Block Captain’s Handbook Quick Reference Guides

Trains Block Captains as follows:o Use and maintenance of the Block Captains/Assistant Block Captains

Handbook. Both the Handbook and responsibilities are identical for each Block Captain and Assistant Block Captain.

o Use and operation of 2-way radios.o Conducts monthly radio net tests.o Is responsible to educate and invite family members to prepare for

emergencies.o Encourages Block Captains and (through the Block Captains) block

families to become C.E.R.T. trained.

Trains Ward Emergency Committee members as follows:o Use of the Ward Plan and their specific responsibilities within.o Teaches “Directed Net” communication techniques.o Use and operation of 2-way radios.o Conducts regular radio net tests from either the Ward Command

post or the Alternate Ward Command post.

Encourages the Bishopric and Ward Council to keep the Ward Program staffed by recommending individuals to be Block Captains and Assistant Block Captains.

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Prepares for opportunities to present the program in Church or other meeting venues.

Become familiar with the SOC report form on next page.

REPORT TO STAKE OPERATIONS CENTER

Name: __________________________________________________

Title: __________________ Bishop: _________________________Unit (Ward): ________________________Address: ________________________________________________Phone (Home) ____________________ (Cell) __________________

(Work) ____________________________________________

Description, Location and Magnitude of the Emergency:

Numbers of Members Injured, Missing, or Deceased:

Location and Extent of Damage Done to Church or Neighborhood Property

Actions Being Taken to Help Those in Distress:

Needed Assistance that is Unavailable Locally:

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COMMUNICATIONS / TRAINING OVERVIEWMultiple channels of communication will be established to avoid complete communication breakdown.

1. Non-Commercial: a reliable and efficient system of communication is imperative to the success of any emergency plan. This system must be independent of commonly used commercial systems that normally fail during such emergencies. This system will allow Block Captain all the way up the chain of command to communicate with their respective leaders.

2. Runners: each ward will determine runners in case all communication fails.

Each tier of communication will be tested and trained on a consistent basis.

Training OverviewContinual training and consistency is vital to the successful implementation and execution of these plans. To be effective this training must be conducted from the stake level down. The following are a few suggestions.

Stake Directed Under the direction of the Stake President and the high councilor assigned to emergency

preparedness, the Stake Emergency Preparedness Coordinator will conduct quarterly training with Ward Emergency Preparedness Coordinator.

The stake will annually request vital information updates from each ward in accordance with Church documentations and suggestions.

Kaysville City CERT will be promoted The stake presidency may determine certain topics to be discussed in ward meetings. The communication system will be trained on and tested on a pre-established consistent basis.

Ward Directed Under the bishop’s direction, the Ward Emergency Preparedness Coordinator will assist in

developing the Ward/Neighborhood response plan and organizing and training the neighborhood response team (Assistant WEPCs, Block Captains, Assistant Block Captions, and others as assigned).

The Ward Emergency Preparedness Coordinator should meet with the Ward Council at least quarterly.

Auxiliary leaders may periodically discuss emergency preparedness topics in their respective organizations.

The communication system will be trained on and tested on the same consistent basis as the stake.

Block Captain Block Captains will be trained annually through the efforts of ward leaders. Block Captains will update all vital information suggested by Church documentation and

suggestions (i.e. special needs, disabilities, human resources, equipment and skills).

Family Families will be taught and challenged consistently in their preparedness efforts.

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COMMUNICATIONS IN TECHNICAL DETAIL(For HAM Operators)

1. The Kaysville Bishops’ Storehouse provides the means for the stake authorities to request needed supplies and personnel. The Bishops’ Storehouse will provide amateur radio operators for communications to the Stake. The ERC radio frequencies are listed as follows: Primary Frequency (Kaysville Bishop’s Storehouse)—147.44 MHz Simplex Secondary Frequencies (Ogden Bishops’ Storehouse)—145.59 MHz Simplex 2 Backup ERC repeaters:

(Francis Peak)—146.96 MHz, (-) offset, PL tone = 100(Promontory Point)—145.95 MHz, (-) offset, PL tone =123

2. The Stake will provide a communications center (Stake Center) within the SOC or the alternate SOC (Main Street Chapel). The Stake Emergency Communications Specialists are to provide the means for the Stake authorities to communicate with the Bishops’ Storehouse (amateur radio) and to the various ward command posts (GMRS radio) within the stake.

The requirements are as follows:

Stake Emergency Communications Specialists: 5 to 6 amateur radio operators. Radios: Each stake communications specialist should use their privately owned

Amateur radios. A radio is also maintained at the SOC. The Stake Communications Specialist will provide a General Mobile Radio Service (GMRS) radio with additional battery backup or charging system. The GMRS radios will be set to channel 5 (462.6625 MHz) and CTCSS tone set to 01 (67.0 Hz)

3. The ward authorities will provide a communications center within the Ward Command Post. The Ward Emergency Preparedness Specialist is to provide the means for the ward authorities to communicate with the SOC (GMRS radio) and the ward block captains (FRS radios).

The requirements are as follows:

Ward Emergency Preparedness Specialists: 2 to 3 radio operators. During an emergency, the radio operators may be required to provide round the clock support to the ward/stake until the emergency is downgraded. Radios: Each ward in the stake will provide a set to channel 5 (462.6625 MHz) and

CTCSS tone set to 01 (67.0 Hz) and additional batteries or recharging capability. The Ward Emergency Preparedness Specialist and each block captain will have a FRS radio. Each ward will be assigned a FRS channel and CTCSS tone. Each block captain is to provide at least 3 additional sets of batteries for their radios (see page 9).

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COMMUNICATIONS 101(GUIDELINES FOR USING 2-WAY RADIOS)

Equipment

Most radios available now are FRS/GMRS combination radios.

Channels 1-7 and 15-22 are General Mobile Radio Service (GMRS) channels. Channels 8-14 are Family Service Radio (FRS) channels. Channels 1-14 can be used for FRS service if transmissions are limited to 1/2 Watt.

Transmission and reception is enhanced (doubled in many cases) by keeping the antenna vertical with the ground, and not touching the antenna.

FRS channels generate low power transmissions (1/2 Watt) thus limiting their range. FRS channels are used within the areas (wards).

GMRS channels generate up to 5 Watts providing the greater range sometimes required for the District Stake Operations Center.

Fresh batteries are the key to strong transmissions at full power.

The following uses draw unnecessary (for our purposes) power from the batteries thereby limiting their useful live: 1. Vibrate Alert 2. External speakers. 3. Monitor/Scan. 4. VOX (voice activated transmission). DO NOT use this mode. It will block the use of the frequency when it picks up ambient sound.

Most radios drop their settings shortly after the batteries are removed, so keep the instruction manual with the radios. If a pair of radios is separated, copy an additional set of instructions so each radio can be reset when the batteries are reinstalled.

Recharge radios per instruction manual. Most manuals recommend not over charging the battery pack. Leaving the radios on the charger longer than recommended. Generally 8-12 hours is adequate. The battery power indicator on radios costing less then $100 is notoriously inaccurate. Don’t count on them.

Besides the set you are using, always have at least 3 fresh spare sets of batteries. A pack of 24-48 can be purchased at a very reasonable price. They can then be rotated similar to home food storage.

Location for use: These are “line of sight” radios. Try to find the clearest path to the intended receiver. The radios are not powerful enough for indoor use. Go outside and find a good line

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of sight path for your transmission. Yes, you might get cold in the winter and might need a light during hours of darkness, so plan to address both issues.

There are several kinds of Privacy Codes, DCS, CTCSS and others. We use CTCSS. If your radio doesn’t have both, it has CTCSS only.

Volume: Soft is next to “OFF”.

The Push To Talk (PTT) switch is usually on the side. It must be held down for about a second before you transmit or you first word will by “clipped” (not transmitted). [Push the switch, count to “one”, then transmit.]

“Keypad Lock” will disable the keys and prevent you from accidentally changing the radio settings. (this is a good feature to use)

Protocol (Break, Relay, Stepping on, Clear)

We operate a “Directed Net”. That means you don’t transmit unless called by “Net Control” (who will be the Area [Ward] Command Post, or the District [Stake] Operations Center), or you request permission to speak by calling Net Control. Transmitting the word “Break”, indicates you would like to speak to Net Control. When Net Control has time, he will ask you to go ahead with your transmission. This is how you call into a Directed Net.

This is a giant party line that will become totally useless if channel discipline is not maintained.

Relay messages when needed. This means if a party is speaking and Net Control is unable to hear them, but you can hear them both, say: “Relay” and net control will ask you to pass the message to/from the person Net Control cannot hear and then pass a response back.

“Stepping on” (both transmitting at the same time) each other will block the channel and neither transmitter will be heard. This is a major problem while sharing channels with a large group. Be patient and don’t give up. It may take several tries to pass your information.

Respond to each call so Net Control knows you have received their message.On a Directed Net you will only speak with Net Control, not another member of the net. If you need to talk directly to another person, net control will send both parties to another frequency for your conference.

“Clear” means you will no longer be monitoring the frequency.

Using first names is standard radio protocol. No disrespect is intended. It shortens the transmissions and permits greater utility of the party line. Net Control will always use the agency name as their first name. (Ward Command Post, Stake Operations Center)

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Keep messages short and don’t worry about proper English.

The “called party’s” name is said first followed by the “calling party’s” name. i.e. Debbie, Ward Command Post. No names are needed after contact is established.

Suggested Radios:

You will need a two-way radio that has privacy codes. If you don’t have one, Costco and Amazon.com are commonly less expensive than other stores. Most good radios today will be both FRS and GMRS capable. Generally radios that have only FRS are much cheaper in quality and should be avoided. If you find a radio that is much cheaper than others it probably doesn’t have the necessary features. Remember cheaper isn’t always better.

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RADIO TEST SCRIPT

Ten minutes prior to scheduled time, begin an countdown every two minutes by saying,

This is the Ward Radio Net. A test of this net will be conducted in ___ minutes.

At the scheduled time repeat the following:

This is the Ward Radio Net

The net meets once a month on the ________________ of the month at _____ p.m.

This net is being conducted from _____________________________.Please find a good line of sight position to this location.

The purpose of the Radio Net is to provide training in emergency communications procedures, emergency preparedness, and traffic handling.

The net is conducted on FRS channel twelve, privacy code 1 with Block and Assistant Block Captains and other Ward Emergency committee members.

My name is ___________ (include GMRS license number when possible) and I will be conducting the net this evening.

A roll call of Block and Assistant Block Captains and Ward Emergency committee members will begin:

(Go through roster of Net Members)

This is the Ward Command Post. I will now take any late or missed check-ins. You may check in now by stating your name.

(Late check-ins)

If you have any questions or comments the Command Post will remain on frequency for 10 minutes after the test is concluded.

This is the Ward Neighborhood Area Command Post closing the Radio Net.

Thank you for your participation and good night.

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COMMUNICATIONS LOG

Name of Operator: ________________________________

Date/Time To/From Message/Needs

1. _________________________________________________________________

2. _________________________________________________________________

3. _________________________________________________________________

4. _________________________________________________________________

5. _________________________________________________________________

6. _________________________________________________________________

7. _________________________________________________________________

8. _________________________________________________________________

9. _________________________________________________________________

10. ________________________________________________________________

11. ________________________________________________________________

12. ________________________________________________________________

13. ________________________________________________________________

14. ________________________________________________________________

15. ________________________________________________________________

16. ________________________________________________________________

17. ________________________________________________________________

18. ________________________________________________________________

19. ________________________________________________________________

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COMMUNICATION NOTESDuring an emergency, the Ward Command Post maintains communications with the Stake Operations Center by phone or cellular service, if available. The WEPC will direct communications to the SEPC and assist in coordinating all communications. If phone service is not available, communications will be via FRS radios or runners in case of radio failure. If possible, they will be encouraged to travel by automobile, bicycle, and if necessary on foot. Any use of runners will require all communications to be: 1) written, 2) include date and time, and 3) be signed by the presiding authority.

The Ward Emergency Committee (WEPC, WEPC/Assistants, and Block Captains/Assistant Block Captains) will need to acquire and maintain FRS radios in their homes for emergency communications. The reliability of these radios (the ward radio net) to provide communication during an emergency is tested frequently to maintain current operational equipment and operator proficiency. Occasionally, these tests should be conducted from the Alternate Command Post location. Runners will be used where radio communications cannot be established

The stake communications specialist will assist the stake presidency by conducting frequent tests of the Stake Radio Net as described in chapter 2.

In the event of a large-scale disaster, the Utah Civil Response Frequency will be activated with KSL 1160 as the chartered media to convey emergency information.

Suggested Ward Command Post Locations

1st Choice – Bishop’s House2nd Choice – WEPC’s House3rd Choice – Elder’s Quorum President’s House4th Choice – Relief Societies President’s House

1st Choice: __________________________________________________________

Ward Command Post Alternate LocationsAlternate Ward Command Post will be established if the primary location is unusable. A complete set of publications must be in the 1st and 2nd choice locations. It is suggested that alternate locations not be in the same neighborhood as the primary location. They are located at:

2nd Choice: __________________________________________________________

3rd Choice: __________________________________________________________

4th Choice: __________________________________________________________

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MEDICAL PLANWard Emergency Medical Care

Each ward will determine where best to establish its own Emergency Medical Station (EMS). It may be decided to set it up in the ward building, a home or perhaps make it mobile through trained personnel with supplies in a backpack or “tackle box” being able to rapidly deploy to individual homes to address the needs of the injured. A typical EMS might be organized around one or more physicians, paramedics, PA’s, nurse practitioners, nurses or someone else who is skilled in advanced care of the injured.

Suggested ward EMS Supplies: (Each skilled professional will have to determine what items they are qualified to use. In addition, they can add items they feel appropriate)

A full first aid kit including multiple sizes of bandages, Steri-strips, 2X2 and 4X4 gauze pads, medical tape, Kling, flexible elastic wrap to hold bandages in place, antibiotic ointment, cleaners and disinfectants such as alcohol wipes, betadine, povidone iodine solution. Benzoin.

Fever/pain meds: acetaminophen, ibuprofen, aspirin, naproxen Antihistamines: Benadryl, Chlortrimeton, Claritin Albuterol, Advair or Asmanex for asthmatics EpiPen for allergic reactions 1% hydrocortisone cream Dermabond Duct tape Imodium, Pepto-Bismol

List of Ward Medical Personnel (Refer to the Human resource form in chapter 3)

Physicians

Nurses

Others

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Stake Level Emergency Medical Care (Managed by the SOC)

As additional medical needs are determined, a meetinghouse in the stake will be utilized as an emergency medical station (EMS) capable of providing care for injuries and stabilization of more serious problems until evacuation to a hospital can be accomplished. The Stake EMS will be supervised by at least one physician or most qualified other medical personnel for providing care at these centers. Medical personnel should provide suggested portable medical supplies above. Additional medical supplies will be gathered to support the Stake EMS. An Injury Report form is located on the next page to document patient treatment.

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FIELD GUIDE TO EMOTIONAL TRAUMA COUNSELING

Recovering Emotionally

Your own and your family's emotional care and recovery are just as important as rebuilding a home and healing physical injuries. You may be surprised at how you and others may feel after a disaster. Disasters can stir up many different feelings and thoughts. People may experience fear concerning their safety or that of a loved one, shock, disbelief, grief, anger and guilt. Memory problems, anxiety and/or depression are also possible after experiencing a disaster.

Disasters are upsetting experiences for everyone involved. Children, senior citizens, people with disabilities and people for whom English is not their first language are especially at risk. Children may become afraid and some elderly people may seem disoriented at first. People with disabilities may require additional assistance. It is important to let children and elderly people know that they are safe and that you will help them find a safe place to stay. It is important that you try to talk with them in a calm way.

When disaster strikes, a child's view of the world as a safe and predictable place is temporarily lost. Children become afraid that the event will happen again and that they or their family may be injured or killed. The damage, injuries and deaths that can result from an unexpected or uncontrollable event are difficult for most children to understand. How a parent or other adult reacts to a child following any traumatic event can help children recover more quickly and more completely. Children of different ages react in different ways to trauma. Your local Red Cross can give you information about helping children cope with disaster and trauma.

Some basic steps you can take to meet physical and emotional needs –

Try to return to as many of your personal and family routines as possible. Get rest and drink plenty of water. Limit your exposure to the sights and sounds of disaster, especially on television, the

radio and in the newspapers. Focus on the positive. Recognize your own feelings. Reach out and accept help from others. Do something you enjoy. Do something as a family that you have all enjoyed in the past. Stay connected with your family and/or other support systems. Realize that, sometimes, recovery can take time.

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Post-traumatic Stress Disorder

What is post-traumatic stress disorder?Post-traumatic stress disorder (PTSD) is a type of anxiety problem. It can develop after a life is threatened, or after a person has experienced or seen a traumatic event. Usually, the event makes someone feel very afraid or helpless. Some experiences of traumatic events are a natural disaster, rape, sever car crash or fighting in a war.

Who develops PTSD?The development of PTSD may depend partly on how severe and intense the trauma was and how long it lasted. People who have anxiety, depression or other mental disorders are more likely to develop PTSD. People who have been victims of previous trauma are also at greater risk.

What are the symptoms of PTSD?A person can have symptoms right after the trauma or they can develop months, or even years, later. Symptoms of PTSD fall into three groups: reliving the trauma, trying to stop thinking about the trauma and anything related to it, and feeling “on edge.”

Physical Cognitive Emotional BehavioralChest pain Confusion Anxiety Intense angerDifficulty breathing Nightmares Guilt WithdrawalShock symptoms Disorientation Grief Emotional outburstsFatigue Heightened or Denial Temporary loss orNausea/vomiting lowered alertness Severe panic (rare) increase of appetiteDizziness Poor concentration Fear Excessive alcoholProfuse sweating Memory problems Irritability consumptionRapid heart rate Poor problem solving Loss of emotional Inability to rest, sleepExcessive thirst Difficulty identifying control PacingHeadaches familiar objects or Depression Change in sexualVisual difficulties people Sense of failure functioningClenching of jaw Flashbacks Feeling overwhelmedNon-specific aches and pains

Bad memories Blaming others or self

What immediate things can be done to help until mental health workers are available?Over time, the impressions and understanding of the experience will change, but this process and time period is different for everyone. No matter what the event or a person’s reaction to it, these basic steps can be given until mental health support is available.

Reconnect with family and spiritual leaders. Consider keeping a journal. Do not make any big life decisions. Make as many daily decisions as possible to give a feeling of control over life. Spend time with others or alone doing things that are enjoyable to help refresh and

recharge your life. Be aware that feeling fearful for your family is normal and will pass in time.

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Remember that “getting back to normal” takes time. Gradually work back into your routine. Let others carry more weight for a while at home and at work.

Be aware that recovery is not a straight path but a matter of two steps forward and one back. Progress is slow.

Appreciate a sense of humor in yourself and others. It is okay to laugh again. Your family will experience the disaster with you. Support each other. This is a time for

patience, understanding, and communication. Avoid the overuse of drugs. It is easy to complicate the situation with a substance

abuse problem. Get plenty of rest and normal exercise and eat well balanced, regular meals with plenty

of water and juices. Regular eating and sleeping are crucial. Recurring thoughts, dreams, or flashbacks are normal—do not try to fight them. They

will decrease over time. Give yourself permission to feel rotten: you are in a difficult situation. Talk to people when you feel like it. You decide when you want to discuss your

experience. Talking about an event may be reliving it. Choose your comfort level.

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