Safety Committee has been established as of Fall of 2015. This page will be updated. Contact Safety Committee Chair Susanne Giordano – 541.517.7234, firstname.lastname@example.org & email@example.com
Mission statement. Ensure the safety of UUCE community.
EMERGENCY PLANNING MANUAL
(Updated: February 4, 2014)
This is the current manual. The original 2010 plan is included below this one as additional resource.
The current manual is downloadable here (PDF).
EVACUATION PLAN (PDF) – exit by nearest yellow highlighted exit.
(updated November 14, 2012)
IF IT’S NOT WORKING, BUT ALSO NOT EMERGENCY:
Email the Building and Grounds listserv with details: firstname.lastname@example.org
(Heart attacks, serious accidents, other life-threatening emergencies)
- CALL 911 IMMEDIATELY.
- If person is not breathing use compression-only CPR;
- Call 541.686.2775 office staff, Hannah Williamson (weekdays) or anyone on the Contacts list end of this document, or during Sunday services contact one of the ushers, greeters, or worship associate anchor;
- Stay with the victim. If they are conscious, ask what the problem is;
- Do not move them;
- If vomiting, turn them on their side;
- Keep victim still, comfortable, and warm;
- If they are unconscious, search for any emergency ID (bracelet, necklace);
- Wait for emergency help to arrive, stay with the victim.
COMMON SENSE RULES FOR FIRST RESPONDERS’ INDIVIDUAL SAFETY:
- Familiarize yourself with the proper procedures for reporting emergencies;
- Familiarize yourself with exit routes, locations of pull alarm boxes and fire extinguishers;
- Stay low, near the floor, if exposed to heat or smoke;
- Close all doors behind you;
- Do NOT open doors that feel hot;
- Children’s first aid kits are located in all RE rooms 1-7 in a cabinet clearly labeled with a Red Cross symbol or FIRST AID.
- Fire extinguishers are located in hall of social hall/office, hallway by kitchen/north entry, and hallway outside of Music Director’s office (east entry).
- Turn off electricity at main electrical box behind kitchen and sound booth at electrical service entrance. Bottom lever: flip lever to the left. Note: this will mess up the computer/HVAC programming, so be very sure you want to do this;
- Call 911;
- Do not move victim. Cover loosely (may be burned) and stay with them until professionals arrive;
- Do compression-only CPR if they are not breathing.
GENERAL EVACUATION PROCEDURES FOR STAFF:
- Stay calm, do not panic, safely stop activity, gather personal belongings if safe to do so;
- Make sure to take any medical prescriptions with you;
- Shut down computers as quickly as possible so as not to lose data, if time permits;
- Lock specific drawers that contain sensitive materials;
- Close office doors and windows but do NOT lock them;
- If you are the only person/s in building that you know of, you are the first responder to make sure no one else is in the building, before leaving yourself, if it is safe to do so;
- Exit quickly and stay outside in designated assembly areas (sidewalks or back parking lot of Looking Glass);
- Stay out of the driveways – emergency vehicles need this area.
EVACUATION RESPONSIBILITIES OF FIRST RESPONDERS AND QUICK RESPONSE TEAM
(see Contacts listed below.)
In an evacuation, first responders will:
- Make sure people are calmly but quickly escorted to the nearest exits;
- Have designated persons to assist other-abled people. Assisters should have training on correct lifting techniques;
- Assist other-abled people after asking whether they need help exiting, and how they need help;
- Make a last check of all rooms for evacuation;
- Stay inside until certain the building is empty, if it is safe to do so;
- If there is a fire contained to one room, use fire extinguisher or close door, as appropriate, and exit building quickly;
- Afterward, assess damages, document and report to the Board of Trustees;
- Regularly, ensure that all quick response team vacancies are filled and that team members understand procedures.
FIRE OR EXPLOSION – R-A-C-E
- R = Rescue: Evacuate from building well away from fire and smoke;
- A = Alert: Alert fire department and/or 911;
- C = Contain: Contain fire by closing doors to the room/s with fire;
- E = Extinguishand Evacuate. Fire extinguishers are located at Chapel/Kitchen hallway, south Social Hall/Office hallway, and by the Music Director’s office east side;
- If a person is on fire, make them STOP, DROP AND ROLL;
- First responders or anyone, start evacuation immediately and also call 911;
- Someone keep people out of the driveways, for emergency vehicles arriving within 5-10 minutes;
- Find the public address microphone in the right red fire panel (behind audio room) and announce over the system for everyone to leave the building;
- Stay low, near the floor, if exposed to heat or smoke;
- Bring injured people out of building by nearest exit and then, only if you are sure that moving them will not be harmful, move them to east or north parking lot for quick access by ambulance;
- All First Responders on the scene make individual detailed reports of what happened and give all reports to the Board of Trustees as soon as possible.
HOW TO USE A FIRE EXTINGUISHER
- Memorize the acronym for using an extinguisher: “PASS” = “pull, aim, squeeze, sweep.”
- Make sure the fire extinguisher is upright.
- Remove the plastic tie from the handle.
- Pull the pin from the handle.
- Aimthe nozzle low, while keeping the extinguisher upright.
- Squeezethe handle. The substance will be released.
- Move in toward the fire, keeping the extinguisher focused on the base of the fire, where you can see that it’s being put out.
- Sweepthe extinguisher from side to side until the fire is out.
If fire alarm goes off, alarm strobes will sound and flash throughout the building, the securitysystem makes an automated public address announcement and notifies Eugene Fire Department;
Determine if there really is a fire or it’s a false alarm; if strobes are going off, it’s probably real, start evacuation procedures and check building, possibly using fire extinguisher to put out fire if possible. If it’s a false alarm, you can use the public address microphone in the right red fire panel to let persons know there’s no need to evacuate. Then call SecureCom to let them know it’s a false alarm.
Call anyone on the Quick Response Team (see Contacts list);
ABOUT THE SPRINKLER SYSTEM:
• The system is automatically triggered by temperatures of 165F and above. (A wastepaper basket fire, for example, can cause temperatures in excess of 300F at ceiling level.)
IRRIGATION SYSTEM PROBLEMS:
• Quick Response Team only: Turn off water at irrigation control box located in the Fire Suppression Room behind the west women’s restroom;
• Main water meter located south side outside wall east of entry sidewalk;
• Main control valve located right next to the water meter listed above. This has a green cover;
• Flag location of problem;
• Write down details of problem as you know them, for the crew you have called.
BATHROOM PLUMBING OVERFLOW:
- Turn off water: immediate shutoff valves are located beneath the bathroom sinks and behind the toilets, and under the sink in the kitchen;
- ALL WATER shutoff: located South main entry sidewalk near street sidewalk.
- Main water turnoffs for each restroom are different, and most are located in the attic.
- SE men’s/women’s restroom: in restroom foyer, in ceiling, turn-off valve is above all the wires;
- SW ADA bathroom and SW women’s bathroom: take attic stairs to attic–in hallway directly outside. Turn-off valves are approx. above or to the west of ADA bathroom;
- Northwest men’s restroom: Take stairs to attic located in restroom. Turn-off valve is above Room 2;
- Call Building and Grounds Committee—Eric Swegles or Emmet Band, see contacts list at end of this document.
- All activity move indoors immediately;
- Close windows and doors.
ALL ELECTRICITY OFF:
- If electricity is off when church is closed, web team should make general announcements to listservs and online home page that church is closed until power comes back on; however, there is an emergency generator that brings basic electricity needs back online.
- If electricity goes off during functions or hours of operation, use contact list at end of document to let Eric Swegles or Emmet Band know.
- Do not open refrigerators.
- Unplug computers, appliances and non-essential electrical equipment.
- Open windows for additional light and ventilation.
- In winter, keep windows closed.
- IF YOU WANT ALL ELECTRICITY OFF: go to room accessed behind kichen dishwasher area or north electrical service entrance. Right inside the door is a big panel with lots of switches.The very bottom one has orange tape by it labeled “Main Service Disconnect.” Flip lever to the left.
CIVIL UNREST, NATURAL DISASTER:
- With Board of Trustees’ approval, Office Staff may close the office to ensure employees’ safety in the event of civil unrest or natural disasters.
- Likewise the church may be a place of shelter for employees, all people within the building and the local community–as the church is able to provide for–in the event of emergencies or disturbances outside the building.
DISRUPTIVE BEHAVIOR or WEAPONS OR CONCEALED WEAPONS:
- During an event in the Sanctuary, whichever volunteer, staff or minister observes an obvious or extreme situation of danger, either call out “call 9-1-1” or raise one arm, hand and all fingers straight up as in “stop” as the signal to call 9-1-1. Do not hesitate, just CALL;
- RE people lock children into their classrooms—all classroom doors have a push and twist button in the inside handle which locks the outside handle, leaving the inside handle still operational; turn off lights, keep out of sight of door window if possible, and be very quiet;
- Quietly let first responders know to keep other people away from the area;
- Or try to lead the person away from church activity, to streetside if possible;
- For detailed procedures on disruptive behavior, go to: http://www.uueugene.org/index.php/church/board/104-church/board/212-policydisruptive
- For training purposes of groups and refreshers, also read the Disruptive Behaviors Greeters Manual dated May 2011 and Board document (PDF).
- First person to learn of a bomb threat call 911 immediately.
- Evacuate the building immediately.
- Another person keep the caller on the phone as long as possible, ask questions, and write down details such as:
- Information to get from person on phone: When will it explode? Where is it right now? What does it look like? What kind of bomb is it? Who is the target? What is your name? What is your address? Did you place the bomb?
- Notice things about the caller: speech patterns, emotional state, background noise, age and gender
- Write down other data: date and time of call, how threat was received (letter, note, telephone).
- Secure the office, and take the notes outside.
- Give details of the call to emergency personnel when they arrive.
- Then call the Board of Trustees (see contact list below).
SUSPICIOUS PACKAGE OR LETTER, OR CONTACT WITH A SUSPECTED BIOLOGICAL OR CHEMICAL AGENT:
- Identifying a strange package or letter mayinclude excessive postage, strange odor, oil stains, discolorations, crystallization on wrapper, lopsided or uneven, apparent air pockets, unusual bulk or unknown contents, regular stamps rather than commercial canceling, no return address, unknown origin, misspelled words, badly typed or written, protruding wires or excessive tape or string;
- Call 9-1-1 first;
- Without touching items, place suspicious envelopes or package in a plastic bag or other type of container to prevent the contents from leaking, or at least cover the item with anything (trash can, paper, clothing, etc.) and do not remove it.
- Unless it is clearly necessary to prevent spread of airborne particles, do not turn off the heating/ventilation/air-conditioning system. If you must turn off the systems, they are located in the electrical service room next to the kitchen. The breakers on the main electrical box should be labeled for this emergency and in case of fire;
- Report anything suspicious immediately to a first responder (see contacts list at end of document);
- Do not touch, attempt to collect, or spread the chemical;
- Leave the area and close the door.
- Wash your hands with soap and warm water as soon as possible.
Take the threat seriously. Call 911 and immediately notify either office staff, Board of Trustees, or anyone on the contacts list at end of this document.
• If person is armed, immediately evacuate everyone and yourself.
• If person is not armed, do not leave them alone.
• Express concern to the person and if possible, isolate him/her from others.
- If heavy shaking occurs, minister or worship anchor or staff on hand instruct the congregation or occupants to Duck & Cover:
- Duck between the chair rows & cover the back of your head (large rooms), or in classrooms move to the walls and door frame;
- Stay there until the All Clear command is given;
- See if anyone is hurt or needs assistance;
- Evacuate the entire building, directing people to nearest exits;
- Exit the building carefully and calmly as possible;
- Keep the driveways clear for emergency vehicles; people can congregate near Looking Glass or on the 13th street sidewalk;
- Instruct people not to drive off the parking lot until directed (keep clear in case emergency vehicles are required);
- If emergency vehicles are not coming, let people drive out of the parking lot;
- After-Shocks: Remember, once the disaster is over, we will have to live with the risk of fire, potential lack of utilities and basic services, plus the certainty of after-shocks;
- Remind people if they go home, not to go back inside the house until it is deemed safe (gas is turned off);
- No one should go back inside the church building until deemed safe by the Fire or Police department.
TRAINING AND UPDATING FOR EMERGENCY PROCEDURES:
The Board of Trustees oversees emergency planning and procedures. In 2010 an Emergency Planning Taskforce was acknowledged by the Board to put together the church’s initial plan while the church still resided at 40th and Donald. In September 2012, the Emergency Planning Taskforce, as a team of the Building Environment Systems Taskforce (BEST), was tasked to establish the new building emergency procedures. NOTES: Training may consist of passing out documents to read, and training for use of machinery and every day use of the building. At any future time that UU groups want professional training from the community, we can try to organize this, depending on cost.
INCIDENT REPORTS TO THE BOARD OF TRUSTEES
• Assign an emergency action level:
o Level 1 = localized, contained incident that is quickly resolved with internal resources or limited help.
o Level 2 = major emergency that impacts portions of the property, and that may affect mission-critical functions or life safety, or has the potential to pose a threat to life safety.
o Level 3 = emergency that involves the entire property and/or surrounding community or poses a significant threat to life safety.
Bibliography of Resources Borrowed From
University of Oregon Emergency Management
University of Wisconsin-Oshkosh
State of Illinois Public Water Supply
Georgia State University Campus Police
Northwest Florida State College
Health and Safety Policies and Guidelines for The Unitarian Universalist Church in
Eugene, Children & Youth Programs
EMERGENCY CONTACT: 9-1-1
SecureCom: 541.343.5565 or 888.343.5565
1940 Don Street, Springfield OR 97477
If problem is urgent, after hours, call one of the volunteers listed below.
Not urgent, send a message to the church office, 541.686.2775, email@example.com
AFTER HOURS ALARM RESPONDERS:
If the security system goes off after working hours, one of the following volunteers will be contacted by SecureCom to check on the incident:
Eric Swegles: 541.636.3878 / 414.339.8156
Emmet Band, 541.684.3867, cell: 707.327.9386
Susanne Giordano, 541.517.7234
INSTRUCTIONS OR QUESTIONS about SecureCom or security keypad or doors:
Eric Swegles, 541.636.3878, 414.339.8156, firstname.lastname@example.org or
Eric Swegles (Building and Grounds), 541.636.3878, 414.339.8156, email@example.com .
FIRE ALARMS AND SECURITY ALARMS:
LIGHT / ELECTRICAL SYSTEMS:
Eric Swegles, 541.636.3878 or cell: 414.339.8156, firstname.lastname@example.org
Emmet Band, 707.327.9386, email@example.com
FIRE SPRINKLERS: Eric Swegles
FIRE WATER MAIN: after hours problems: Harvey & Price 541.746.1621
IF IT’S NOT WORKING, BUT ALSO NOT EMERGENCY
Email Eric Swegles with details: firstname.lastname@example.org or write a detailed note and leave in the office mailbox.
Heating and Air Conditioning Systems:
Internet, Sound System, Phone, HVAC computer system:
Chris LeBlanc, 541-514-4413
Bob Kaeser, 541-935-4588
EMERGENCY PROCEDURES TRAINING:
Susanne Giordano: email@example.com
PUBLIC SAFETY AGENCY NON-EMERGENCY NUMBERS:
Eugene Police Department: 541.682.5111
Eugene Fire Department: 541.682.7100
CAHOOTS (disruptive or mental behaviors): dispatched through police,
fire, or ambulance. 541.682.5111 or 541.342.8255.
FIRST RESPONDERS – WHO ARE THEY
These are the people that are staff or volunteering during any church or private event. Worship Associates, Ushers, Greeters, Minister, Music Director, Custodians, Kitchen crew, Audio-visual team, RE teachers, construction folks.
OFFICE STAFF firstname.lastname@example.org 541.686.2775
CUSTODIANS 541.686.2775 email@example.com
OTHER UUCE EMERGENCY COMMUNICATION RESOURCES:
- Web-based emergency messages
- Phone trees and the UUCE-News Listserv – virtually everyone on any listserv at UUCE is also on UUCE-News.
- Public Address system at the church
Potential Emergency Preparedness
10 Things to Do Before a Tragedy Occurs
1. Collect names and cell phone numbers of key leaders.
2. Agree on a way for members to get in touch after a disaster (without electricity?)
3. Backup financial and other data and keep it in a safe place.
4. Get names of next of kin from members.
5. Plan how you would “shelter in place” if necessary. (If can’t evacuate, can we shelter in place for 72 hours).
6. Organize a safety committee and develop an evacuation plan.
7. Train people in CPR and first aid.
8. Keep an emergency phone number list where you can find it.
9. Gather people who will be responsible for the congregation in an emergency and have them get familiar with one another.
10. Take the trauma team’s 10-question survey about evacuations, first aid and emergency preparedness, etc.
UUCE DISASTER PLAN
Emergency Planning Task Force — May 2010
approved by Board of Trustees, May 13, 2010
[Douglas Turvey commented on the following aspects of the UUCE Disaster Plan: fire extinguishers at the 13th & Chambers church are being updated (all were expired) and first aid kits are available in the kitchen there. The following actions are needed: locks and chemical information sheets for hazardous materials, a communication plan, e.g. a wallet reference card that lists phone numbers for key Board and staff to carry, staff training to shut off utilities, if needed, and annual Disaster Plan update noted on the UUCE master calendar. It was not decided who will see to these details.]
DISASTER PLANNING COMMITTEE MEMBERS
NAME: KEN ROSS NAME: CHUCK WAGAR
PHONE: 541-686-1549 PHONE: 541-543-1489
I. BUILDING DESCRIPTION
II. FACILITY SAFETY MEASURES AND EMERGENCY SUPPLIES
III. NEIGHBORHOOD RESOURCES
IV. EVACUATION PLANNING
V. COMMUNICATIONS PLANNING
VI. ENCOURAGE PERSONAL DISASTER PREPAREDNESS
VII. RECOVERY AND SERVICE CONTINUITY PLANNING
VIII. NEIGHBORHOOD/COMMUNITY PLANNING
APPENDIX TO THE PLAN 1- UPDATES TO PLAN
APPENDIX TO THE PLAN 2- TELEPHONE NUMBER LIST
I. BUILDING DESCRIPTION
1. Occupancy type: Church Building located at 13th Ave and Chambers
2. Total square footage: 17,630 square feet
3. Year building was built 1950 and renovated 2010
4. Number of stories: one (no basement)
5. Type of construction: Concrete with wood frame and masonry
6. Unique feature pertinent to emergency service personnel: Protected entrance on East end of building accessible from both Chambers and 13th Ave.
7. Floor plan to be attached here when available
II. FACILITY SAFETY MEASURES & EMERGENCY SUPPLIES
1. Do a hazard hunt and mitigate any problems identified. We recommend the Janitor Room be locked.
2. Check cabinet doors to ensure secure closure.
3. Properly store chemicals and flammables. (Create MSDS Manual-Material Safety Data Sheet)
4. Identify any trees or poles that could damage the property.
5. Clearly mark gas and water shut-off valves with instructions for shut off.
6. Ensure working status of fire extinguishers and smoke detectors.
7. Take photographs documenting interior/exterior of facility to help in cost recovery due to facility damage or equipment loss.
8. Post facility evacuation plan with exit and assembly information, and conduct evacuation drills.
9. Draw up list of emergency supplies/equipment and location.
Portable radio/extra batteries
Emergency first aid supplies
Flashlights and extra batteries
Stored drinking water (water purification tablets advised)
Emergency 3 day food supply.
Basic tool kit
Fire alarm system with details of location/sound of alarm
Location smoke detectors/location fire alarm pull stations
Indicate location of tamper alarms for standpipes
10. Identify main gas valve outside building immediately to left of maintainance door where gas meter is placed. (The shutoff tool is a “T shaped bar located to right of entrance to Janitor room.) Identify main water valve located just to right of main sidewalk to front door on 13th Ave. Identify fuse box and circuit breaker in mechanical room. Consider an emergency electrical generator.
III. NEIGHBORHOOD RESOURCES
1. Electric generator can be rented at Bee Hive Rental.
2. Nearest emergency room is located at SHMC campus.
3. Nearest fire station is located
4. Nearest police station is located
5. Amazon water is nearby but untreated.
6. Additional food supplies are stored by Food For Lane County (stored in the parking lot of Foursquare Gospel at 1410 W.13th). Reverend Jim Thomas is available at 541-686-9244.
IV. EVACUATION PLANNING
1. Designate where people exit the facility and gather once outside the facility. (Exits need to be lighted and clearly marked.)
2. Post evacuation directions in the facility.
3. Consider people with disabilities that may need assistance.
4. Train ushers in evacuation plan.
5. Practice evacuation and fire drills.
6. After evacuation, take head count to ensure all staff and congregants have exited.
V. COMMUNICATIONS PLANNING
1. Identify or develop a list of emergency contact numbers (i.e. phone list). Some have suggested a small, wallet-sized card with minister, Program staff leaders, administrator, Board officers: asking these leaders to carry these lists in their wallets. Others have suggested asking the caring and pastoral care committees to set up a telephone tree and recommend a procedure.
2. Plan for interacting with media during and after a disaster should be crafted with new staff and minister when hired.
3. Plan for connecting with key UU leadership for reporting status, coordination and assistance.
4. Plan for alternate communication. Member Truman Wiles is Ham radio operator “KD7BF” and recommend the Board contact him as alternative communications person. Be aware that each fire station has ham radio capacity. When cell phones are out, be aware that testing capacity may remain viable for alternate communication.
VI. ENCOURAGE PERSONAL DISASTER PREPAREDNESS
1. Encourage staff and congregants to develop family/home emergency plans. At a minimum individual/family preparedness requires the following:
a. Enough emergency supplies to last 3-days (need to function without normal utility, supply and transportation infrastructures).
b. Identification of an Out –of-Area-Contact Person.
Out of area calls may be quicker than local as local circuits are initially overwhelmed following disaster.
c. An Evacuation Plan (i.e., identify reunification spot and determine what you need to take if evacuating your home and include plan for your pets).
2. Contact the American Red Cross for an on-site presentation. Note: Given a minimum of 20 participants, the American Red Cross will conduct a one-hour free class on personal disaster preparedness for staff and members (offered in English or Spanish).
3. Review UUCE disaster plan with all staff annually. (To coincide with annual Insurance review is recommended.)
4. Train staff in how and when to shut off utilities, use of fire extinguisher and pre-assign immediate-response tasks.
5. Make realistic plan for staff coverage in emergencies.
VII. RECOVERY & SERVICE CONTINUITY PLANNING
1. Make a list of supplies/resources to keep congregation operating. (List alternate sources for obtaining resources.)
2. Identify congregation’s plan of succession (i.e. the list- by position that determines which staff or lay person is next in line to assume overall authority).
3. List of signatories on bank accounts (in event the primary signatory is not available).
4. Identify how we might back up key staff positions (assume some key staff will be unavailable).
5. Identify as an appendix to this plan an inventory of assets so losses can be documented for insurance (insurance plan should be reviewed annually at same time as disaster update).
6. What neighboring churches or agencies can we join to share resources in an emergency?
VIII. NEIGHBORHOOD/COMMUNITY PLANNING
1. Ask Care Committee to suggest pastoral care and support to disaster victims.
2. To use facility space to provide emergency shelter.
3. To consider use of facility space for organizations forced to relocate.
4. To use facility kitchen for preparation of food for mass feeding.
5. To use the facility as storage/distribution center for disaster relief supplies.
6. In addition, teams of volunteers may be organized to provide the following services:
b. Health services
c. Outreach to vulnerable population
d. Animal care
e. Assisting at disaster help centers
g. Pastoral care
h. Language translation
i. Child care services
j. Legal assistance
m. Office support/Telephoning/Email communications
n. Driving/Transportation support
o. Special worship services
p. Managing Volunteers and Donations
7. Identify whether a larger Disaster Response Program exists and consider how we might partner and work with them to provide disaster relief.